One of the most difficult affairs to prepare for is a family reunion because it is one of the biggest events in a person’s life. There are so many things included in the “To Do” list while planning a family reunion so to make sure that you do not forget anything, note down all your reunion planning ideas. Print this checklist too to help you successfully lay the groundwork for that big family affair.
Six months before (one year is best) the family reunion:
* Gather reference materials that will help you whip up ideas for your family reunion. Flip through magazines, browse through books and visit family reunion websites.
* Check if family reunions were held in the past. Find out who organized those reunions and how successful they were. Those past family reunions should give you clues on what to do and what not to do.
* Begin consulting the patriarch or the matriarch and the other elders about their own ideas for the family reunion. Heed their wishes regarding setting the date for the reunion and also begin making reservation if you plan on holding the family reunion in a hotel, pavilion or a similar location.
* As you prepare your guest list, check with other family members on who should you invite. Begin collecting contact details of the other members of the clan.
* Determine who will shoulder the family reunion expenses. Clarify if the organizers or some chosen sponsors will foot the bill or if contributions will be asked from everyone who will attend. Be sure that all financial aspects are clear and in place before arrangements with the venue manager, your suppliers, caterers, photographers, etc. are finalized.
* Confer with the sponsors or those expected to shoulder the expenses. Discuss with them all areas where you need their involvement. Tie up all loose ends as regards money issues.
Three months before the family reunion:
* Invitations to the family reunion must be created and sent to the people in your guest list. The invitation should contain all the important information about the affair. It is recommended that you request invitees to confirm their attendance as soon as possible. Encourage guests to give you suggestions on how the family reunion can be made successful. You can also solicit entertainment numbers from family members. Consider the dietary needs of those attending.
* Conduct an on-site inspection of the family reunion venue. Ask the manager about their rules and policy, what assistance they can provide, and the costs involved.
* Confirm the reservation of the venue for your family reunion and finalize all contracts with photographers, caterers and other suppliers. Perform the necessary follow-ups.
* Increase attendance to the family reunion by advertising. Place an ad in newspapers and on the Internet. Look into running radio and TV spots. You will be able to inform more of your relatives by advertising the affair.
* Follow up on the family reunion invitations. Double-check if the invitations sent through postal mail ever reached their destinations by making brief phone calls. If necessary, re-send emails and snail mails.
* Keep a close watch on all expenses and make sure that everything is within the budget allowed by the sponsors. Make sure that you have allocated an allowance for contingency.
One month before the family reunion:
* Confirm with all your contracted suppliers, caterers, photographers, and other service providers.
* Finalize all the activities for the family reunion, including games and special numbers. Print out copies of the program. Ask the reunion planning committee to review the list of activities, to see if these will contribute to the success of the reunion, or if the program needs to be revised.
* Collect the responses (RSVPs) to the invitations and make the necessary adjustments suitable to the expected number, requests and suggestions of confirmed guests.
* Draw a contingency plan for possible occurrences that you do not hope would happen. In other words, prepare for the unexpected. An example would be a discreetly folded tent that can be automatically put up in case of rain during the family reunion.
One week before the family reunion:
* Make a final review of all expense items. In case of problems, your contingency fund should be able to take care of it. Do one last check with your suppliers.
* If you are traveling, you should have bought your tickets already. Make sure all equipment needed have been tested, are packed and ready to go.
* Make sure that all the necessary signs, notices and other printouts are ready.
If you have observed all the tips enumerated in this checklist then there is no cause for concern during the day of the family reunion. Have a wonderful time!