Crazy schedules and busy lives leave many of us craving personal connections with family members. We may only see relatives who live across the country once a year. And those visits may be on the computer rather than in person.
Today, we want to share our guide to planning a memorable family reunion. These events can be a huge load to take on, but they’re worth it to reconnect with loved ones you haven’t seen in a while. We’ll help you plan a smooth, organized gathering, and before it’s over, relatives may be asking when the next one will be! Let’s dive in!
HOT TIP
Be sure to read Disconnecting in Nature for the Weekend to get tips and ideas on games for your family the next time you’re wanting to put down the tech and connect!
Why Do People Host Family Reunions?
A family reunion is a time to gather with loved ones you haven’t seen in a while, take trips down memory lane, and catch up on everyone’s lives. For families scattered all over, a reunion will bring them together when they otherwise wouldn’t see each other.
Some families live in the same location from generation to generation. They’re probably less likely to host a family reunion since they frequently visit one another. But for families with aunts, uncles, cousins, grandparents, and kids across the country, a gathering unites them with a common purpose.
You share photos of growing kids, give updates on graduations or celebrations, and enjoy the nostalgia of reliving fun memories. A family reunion might be a once-a-year party or only happen every few years.
How Far In Advance Should You Plan A Family Reunion?
A family reunion can be as big of a celebration as a wedding. So the earlier you can make plans, the better. Especially if you have loved ones traveling from across the country, give them as much time to make preparations, book flights, get pet sitters, ask off from work, and anything else they’ll need to do to make the journey.
You’ll also need to book a venue if you’re using a commercial space. These entertainment centers can be full for months or even up to a year in advance. So, it’s best to start planning the next family reunion at least six months before the desired date.
Where Are Popular Places To Hold A Family Reunion?
If someone owns property large enough to host 50 or more people, save yourself some time and money and use that space for your family reunion. This might be a farm, estate, or open land. You can rent tables, chairs, tents, and other equipment.
If there’s no personal property, consider visiting a local campground or hotel. These types of locations provide accommodations as well. So, family members coming in from long distances can book several nights at the same place where the family reunion will be held.
You might also choose to hold a family reunion at a local venue. If you pick this route, ensure accommodations are nearby for the out-of-town guests. You might even ask a hotel for a special rate. Local venues typically have the equipment necessary for a reunion and may work with caterers in the community regularly. This can make your job easier when planning.
Finally, some family reunions are destination reunions. This means they’re more of a trip than a single-day event. Some families head to the Caribbean together for an island vacation or book a mountain retreat center. These usually take more effort to plan and are much more expensive. Planning in advance is required if you choose to have a destination family reunion.
5 Steps To Plan A Perfect Family Reunion
So, if you want to plan a family reunion, you mustn’t take on all the work. Include other relatives, get their input, and delegate the responsibilities. Here are five steps to plan a perfect gathering with loved ones.
1. Discuss the Idea With Family Members
Before you make any plans, discuss the idea of a family reunion with other family members. If everyone likes the idea, then you start to discuss details. Consider the venue and the date. If you want to use a local campground or hotel, you should call the facility to check on dates first. This is true for local venues as well.
You’ll also want to consider any important dates among the family. Is there a wedding, graduation, anniversary, or other significant date? You’ll want to steer clear of these potential conflicts to ensure that as many people can attend as possible. Get the essential details fleshed out with other family members, and then you can really start the planning process.
Menu planning is hugely important for a family reunion. Will you have it catered? Will it be a potluck where everyone brings something? Will one family be responsible for the food? Caterers will have their calendars full year-round, so call around early if you want to go that route.
Also, consider the special dietary requirements of family members. Is anyone gluten-free? Is anyone a vegetarian? Make sure no one feels singled out because of the food being served. You’ll want to get the meal ironed out to include those details on the invitations or announcements.
3. Delegate Responsibilities And Cost
As mentioned above, don’t take on the full responsibility of planning a family reunion. Share the duties. Ask for help. Make the other family members feel included in the planning process, so it’s a combination of efforts. Everyone will feel accomplished and like they contributed to this important event.
Some specific responsibilities include finalizing the menu details, planning games and activities, and arriving early to set up the space. Perhaps someone is a gifted artist and can unveil a painting or sculpture. Maybe someone else loves photography and videography and can create a “Walk Down Memory Lane” exhibit.
As you delegate and plan, don’t forget the cost. Who will pay the fees if you rent a venue or hire a caterer? Will you split it evenly among the attendees and ask for payment beforehand? Although no one likes to talk about money, this is an essential conversation to have with family members.
4. Establish An Event Schedule
How long will your family reunion last? Is it a weekend of fun or a single night? Depending on the length of time, you’ll want some kind of schedule. Remember, there will be people of all ages, so you want activities and entertainment appropriate for everyone.
If it’s a weekend reunion, you plan an adults-only outing or a dance party for the kids. Maybe book a tee time or pedicure appointment. If it’s a single day, how will you keep everyone entertained? Plan games and scavenger hunts. Create a “Who’s Who?” with baby pictures. Have contests and award prizes. Someone or a few people need to be in charge of planning the event schedule.
5. Communicate the Details
Finally, once the main details are in place, you must inform everyone about the event. Some families choose to mail invitations just like wedding invitations. Others prefer to do everything through social media. Some families create a particular website and email out the link. However you choose to do it, you must effectively communicate the date, time, location, and other essential details of your family reunion.
You’ll also need a way for people to communicate. Who will be the contact person if there are questions? If you create a Facebook group, these types of conversations are easy. But if you communicate via invitation or website, it might be a bit trickier.
How Long Should A Family Reunion Be?
Family reunions can be a week-long destination vacation or a couple of hours on a Saturday night. The consistency of your family reunions may dictate how long they are. A larger, more extended celebration is a good idea if you only hold an event every 5-10 years. If you have a family reunion every year, then a couple of hours or a single day is sufficient.
This is also why discussing the idea with other loved ones is crucial. Some people may prefer a longer event if they’re traveling across the country. Others may only be able to get off work for a day before needing to return. Listen to other family members and then decide what will work best.
Plan Your Next Family Reunion Today!
Family reunions are important events. Even with technological advancements, meeting in person will keep the family connected. An email or text isn’t the same as a hug. A FaceTime call isn’t as memorable as a child sitting on a great-uncle’s knee. So consider planning a family reunion this year. We hope these five tips will help make planning easier and your event one to remember!
Have you ever attended a family reunion?
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