Appoint a coordinator for the event. If you are in charge, choose a committee of selected family members to help you
Write a list of who you’d like to invite and begin to track down your relatives
Notify the extended family that you are planning a get-together
Begin a reunion notebook to keep track of decisions and arrangements
Ten Months
Go over your master list
Ask family members who you know for help in tracking down missing relatives (if needed, place an ad in local and community papers to do this)
Start to collect historical information relating to your family for use at the party. Talk to older family members and look through family albums and old letters
Create a family reunion website
Eight Months
Create a family file for now and future use. Include relatives’ contact details, occupations, hobbies, memberships, and standing in the family (e.g., third cousins, great aunts)
Seven Months
Ask your committee members to take responsibility for various tasks, including finances, accommodations, activities and entertainment, collecting a family tree, collating responses, etc.
Make sure you meet regularly to update each other on progress Decide on the length of your family reunion—will it be just for one day or one night, or for an entire weekend
Start research on venues and activities, depending on your choice
Decide on costs and how to distribute these
Send out Save-the-Date cards to invited members, especially if the reunion is near a holiday
Book blocks of rooms at local hotels for family members traveling from out of town that will need a place to stay and include this information with the Save-the-Date Cards
Four Months
By now most of your preliminary arrangements should be made and relatives tracked down
Research and book caterers and entertainers
Three Months
Think about whether you’d like to have a theme— beach parties of Hawaiian luaus are always a fun theme
Send out invitations and remember to include directions, any other details, and remember to ask people to RSVP
Buy decorations and party favors from your local party store Confirm bookings for any party entertainment
Reserve anything you need to rent from your local party rental store
One Month
Reconfirm arrangements with the venue, caterers and entertainment suppliers
If you are doing the catering yourself, start planning your menu Purchase a guestbook for the family to write in on the day of your reunion
Purchase any plates, silverware, napkins needed
Two Weeks
If you are doing the music yourself, plan what type of music you want to play. Make some mix tapes or CDs
If you can make food ahead and freeze it, start doing it now
One Week
If you are holding the reunion at your home, clean out the refrigerator to make room for the food
Buy non-perishable food and drink items. Remember to have plenty of non-alcoholic drinks available
Make sure your camera & camcorder is working, your batteries are charged, and you have plenty of film or digital cards for your camera
Day Before
Start to decorate your house or venue & prepare food
Day of the Reunion
Have fun and enjoy your family. Remember to take lots of family photos
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