Items and Time Lines
Activity and Status Notes
Yes
No
Before Close of Business during the family business meeting
Committee selects the reunion host
·         Host = Patricia Smith
·         Place = Tallahassee Florida
·         Site Location = StayBridge Suites
·         Date = July 20 – 22, 2012
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18 Months Before the Reunion
1.      Activities (adults/children) -- Organizes and makes arrangements for all activities.
2.      Meals -- Selects menus for the Reunion banquet and all meals in restaurants and/or picnics, etc.
3.      Transportation -- Arranges all transportation needs during the reunion
4.      Gifts/Souvenirs -- Assembles the welcome packets and obtains gifts/souvenirs for attendees
5.      Write a letter to all family members.
· Make reservations, pay deposits and fees
· If you’ll be outside, determine alternate plans in case of inclement weather
· Estimate costs
· Develop budget
· Send save the date card
 
 
One Year Before the Reunion
1.      Reserve hotel room block, hospitality and/or banquet room.
2.      Follow up with the chosen hotel, restaurants and attractions to decide on room block, banquet menus and activities to be included.
3.      Determine the budget from the Planning Log. Now it's time for you to decide how the attendees will make payments to confirm the plans. Here are some facts that will help make your decision:
1.      Some services charge a flat rate that can be divided among the attendees; such as chartering a bus, band fee, etc. These charges will be paid in advance.
2.      Some services (i.e. hotel) can be paid individually.
3.      You may need some money in advance for deposits.
4.      For a family reunion you may consider charging a registration fee per family so that larger families are not excluded.
Write a letter to attendees.
· Make reservations, pay deposits and fees
· If you’ll be outside, determine alternate plans in case of inclement weather
· Estimate costs
· Develop budget
· Send save the date card
 
 
Six Months Before the Reunion
Contact all possible attractions to find out how much time each visit will take and the cost and location. In transportation is needed, check the charter and tour bus companies in the area for schedules and costs (your CVC can give you information or see the Reunion Planner). Record this information on the Planning Log. As you decide on your activity schedule, don't forget about scheduling time to rest!
Send a letter to the attendees to communicate: Optinal
    1. Meals planned:
      1. Date
      2. Time
      3. Location
      4. Cost per person/family
    2. Activities planned:
      1. Description (Adults/children)
      2. Date
      3. Time
      4. Location
      5. Cost per person/family
One exciting thing about family reunions is the opportunity to establish traditions. Following are "tradition" ideas:
  1. Give awards or prizes for:
    the largest number of immediate family members present
    the oldest family member
    the youngest family member
  2. Establish a family scholarship (optional)
  3. Have games with prizes at the Welcome Reception that influence everyone to stay and renew acquaintances
 
 
Three Months Before the Reunion
  1. Do not forget to order any specialty items (i.e., T-shirts, bags, hats, souvenirs, etc.) for giveaways.
  2. Confirm all activities, payment requirements, transportation and schedules.
  3. Remind attendees to make their hotel reservation and any final payments.
 
 
 
Six Weeks Before the Reunion
  1. Send a letter and Activities Planning Chart to attendees. Also remind them of:
    1. the date of the reunion
    2. 30-day cut off to reserve hotel rooms, meals, attractions
Don't forget to send them the hotel brochure(s) with a detailed map.
 
 
Two Weeks Before the Reunion
 
  1. Confirm all reservations at restaurants, attractions and for planned activities.
  2. Organize a "welcome" committee that will meet and greet attendees when they arrive at their hotel.
 
 
 
During the Reunion
 
  1. Upon arrival, set up the hospitality room at the hotel where attendees can gather and sign up for activities, receive messages and check for program updates
  2. Provide the welcome packet including a Visitors Guide.