Family Reunion Planning:

Planning Countdown / Timeline


​1.     24-18 months before
          -  identify location
          -  begin contacting hotels and conducting site visits
          -  begin exploring activities, events, mementoes
          - prepare estimated budget
          - discuss payment options
          - hold 1st fundraiser

2.     18-12 months before
          -  make decision on hotel
          -  make decision on activities, events, mementoes
          -  revise, finalize budget
          -  determine how family members will pay
          -  discuss how family to be notified
          -  hold 2nd fundraiser

3.     12-9 months before
          -  identify tasks and assignments related to activities, events, mementoes
          -  send 1st official notice to family (save the date)

4.     9-6 months before
          -  continue with tasks and assignments
          -  design programs, info, materials, name badges, signage, etc.
          -  hold 3rd fundraiser
          -  send 2nd notice with full reunion details, registration info, directions, etc. to family members

5.     6-3 months before
          -  send requests for proclamations, giveaways, specialty items
          -  continue with tasks and assignments
          -  continue designing programs, info, materials, name badges, signage, etc.
          -  send reminder notice, follow-up with family members, 
          - begin collecting reunion payments

6.     3-1 month before
          -  follow-up on requests for proclamations, giveaways, specialty items
          -  continue with tasks and assignments
          -  finalize program, materials, name badges, signage, etc.
          -  follow-up with family members, continue collecting reunion payment

7.     1 month – 2 weeks before
          -  follow-up with hotel
          -  continue with tasks and assignments
          -  copy program, materials, info, signage, etc.
          - prepare badges, gift bags, etc.
          - continue collecting reunion payments

8.      1 week before
          -  final follow-up/meeting with hotel
          -  final prep program/reunion materials 
          -  box/bag/pack

9.     Reunion Time!
          -  enjoy! 
          -  Truth is reunion planners don't get to enjoy the reunion as much as others because until the reunion

             is over, there's always work to be done including confirming activities, room set-up, and food orders;

             collecting money; making final payments; placing mementoes; setting up for registration; and so on.

             However, you can make reunion-day tasks easier by spreading them out amongst as many 

             dependable planning team members as possible, and then do your best to enjoy what you've been

             working so hard for.

10.   1 month after
          -  meet to evaluate and debrief on what worked – what didn’t – what needs improvement, etc.
          -  set date and location for your next reunion



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