Did you take on the exciting, but sometimes stressful task of planning your next reunion?
The key to staging a successful reunion is good time management and organization. Follow this timetable to manage your reunion planning and preparation every step along the way!
12 to 18 months before the reunion:
Create a database family names, addresses, phone numbers, and email addresses
Determine family interest, number of people that may attend
Assemble a list of relatives who will help with the event
11-12 months before the reunion:
Form reunion committee(s) and establish responsibilities and schedules
Create a budget/bookkeeping system. Keep records of everything you do related to the reunion
Site Visit – scout potential locations and facilities (if needed)
Set the date
Select the location
1st Mailing – Send out a reunion announcement w/tentative reunion date, schedule and plans
Arrange or hire caterer, photographer, etc.
6 to 9 months and counting:
Finalize reunion date and location
2nd Mailing – Send out reunion invitation
Reserve block of hotel rooms
Begin list of attendees
5 months and counting:
Confirm reservations, photographer, entertainment, caterer (if used)
Finalize the menu
6-8 weeks and counting:
Complete address/memory book
Draft checklist for reunion tasks
Coordinate volunteers and designate their assignments
2 weeks and counting:
Purchase last minute decorations and supplies
Confirm eating, lodging and meeting arrangements
Review final checklist
One day and counting:
Solve or Resolve any last-minute problems
Walk through all final details
Big day – no more counting – the reunion is here!
Get to the reunion site early
Coordinate day-of details, meet with volunteers, etc.
Decorate reunion area
Set up displays, rental equipment, and registration table
Done – What Now?
Evaluate – What worked and what didn’t work
Thank all the committee heads and volunteers
Settle all accounts; finalize bookkeeping
Set a date to starting planning for the next reunion!
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