Summer is prime time for family reunions. What better time is there to reconnect with loved ones you do not get to see on a regular basis? The kids are off from school, you have more time to travel, and the weather makes it easier to plan outdoor events.
There are no set rules for family reunions. While some families gather every summer, others meet every couple of years. If no one is willing to step up to the plate and pull everyone together for a reunion, you may quickly find that the only time you see your extended family is at weddings and funerals.
Remember, This Is Not A Solo Endeavor
Ready to take the plunge and have your own family reunion? Fear not. While the task of planning a reunion may seem quite daunting, it does not have to be. The key is to get family members involved in the process from the start, says native New Yorker Roger Conway, who has organized three family reunions in the past six years. “This is not your party. It is the family’s,” he says. Enlist their input to gauge interest, determine what kind of event to have, and decide where to have it.
Long before the event, talk it up. Is anyone willing to have it at their home? How much would family members be willing to contribute to the event? Who would plan some activities for the kids? Is there someone who will design and print the invitations for you? Who will organize the potluck menu or locate a restaurant with a party room? Who will print T-shirts for everyone? Will this be a one day event or over a weekend?
Whether the reunion is big or small, upscale or low key, planners need to consider who to invite, how to invite them, where to have it, what to serve, activities to include, and how to handle costs.
Who Should You Invite?
Besides pre-planning the logistics, give some thought to who will be invited. Is it adults only or will kids be invited? How many generations will be represented? Maybe you need to open it up to all comers.
If you need help figuring out where to draw the line, list all of the potential participants regardless of where they live. Cousins, aunts, uncles – from Great Grandma Chocolate down to the newest arrival – if they’re related, put them down. Then, you can decide to limit the list by geography or relation, whatever works for you.
Invitations should be sent by snail mail. Here’s an example:
The Jones Family Reunion, Saturday, July 18, at McDade State Park, Scranton, Pennsylvania, from 11 A. M. to 7 P.M. Cost: $25 per family to cover food and park rental fee, due by RSVP date. Please make checks payable to Cheryl Jones and mail them to: Cheryl Jones; PO Box 5555; Scranton, PA 18514. Please call or Email Cheryl at 555-123-4567, cherjonesabc@aol.com, by June 30 to RSVP. Activities include hiking and nature trails, swimming pool, children’s fishing pond, baseball fields, basketball and tennis courts. Adult activities include bid whist, spades and dominoes.
Where Should The Event Be Held?
If a lot of your family will be traveling, send directions and a list of area hotels and price ranges. Contact the area’s Chamber of Commerce or convention and visitor’s bureau for area maps and lodging information. Ask hotels for group rates or contact a company that specializes in group travel, such as Groople,(www.Groople.com), 888-447-6675.
When choosing a locale, consider a central location that is convenient for most of the family to reach. Once you have an idea where you want to hold the reunion, you will need to estimate how many people will show up before you can start considering options for where to hold the event.
Long Distance Planning & The Big Event
When Conway planned an out-of-state reunion, he enlisted help from a trusted aunt living in the area. The aunt found a great restaurant for the main event, chose the menu, and checked out the party room to make sure it could handle the entire group. “It was perfect for us, but I never would have found it without her help,” he says.
Food served at the reunion will depend upon the location’s facilities, whether you can or want to do a potluck event, and the cost. You also will need to make sure you do not get stuck with a big bill. Some planners request checks before the event to cover costs. Others state the cost on the invitation and ask participants to pay when they arrive. If you are uncertain of the cost, you can list a ballpark price range. For example, dinner entrees at the restaurant usually run between $12 and $18.
At the event, be sure to acknowledge family members. Celebrate any special birthdays, anniversaries, or accomplishments. Do not forget to put someone in charge of the cake, candles, and matches.
Last, but not least, be sure to publicly thank anyone that did anything to help you pull the reunion off. Chances are, you might just need them to help you out at your next reunion.
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