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Family reunion planning step by step

As a wise proverb says: “There is a time for everything under the sun. A time to run, a time to laugh, a time to jump.” With that feeling, it is time to strengthen the ties of family union. And what better way to start than planning your next family reunion. Family reunion events have turned into big annual family celebrations these days. From meetings in the old farm to gala events on luxury cruises. But when is a good time to start planning your family reunion? The fact is, any time is a good time to start planning a memorable and meaningful family reunion.


The key to successfully planning a modest to large family event is to give yourself and the rest of the family plenty of time to organize everything. This will also allow family reunion planners to gain support when and where it is needed. This requires good communication and organization on the part of the meeting planners.


Your best approach to hosting a family reunion event is to use what’s called a family reunion planner organizer with * attendee registration spreadsheet functions. Planner organizers now come in many software formats. A standalone schedule may require manual entry of information such as meeting date, time, number of attendees, contact information for the guest list, and so on. It is beneficial to choose meeting planning software platforms that allow users to export and import data in formats most users are familiar with, such as MS Word and Excel Spreadsheets.


Users should be able to take advantage of spreadsheet data reporting and presentation features such as bar and pie charts for surveys, expired ledgers, etc. Your family reunion planner organizer should allow you to easily enter your survey and count data. For example, the reunion committee defines three possible locations for the family reunion event. You may want to know how far these locations are from each attendee’s home address. Features that allow you to enter the travel distance to the meeting event location by household and run a comparison report can help you narrow down the most convenient locations.


Your software should include features that allow you to add t-shirt orders and payment balances. Keep track of desired meeting activities and menu polls. Keep track of delegated assignments. Make sure your planner also comes with a family reunion planning manual. It should contain an editable pre-written timeline planner with a built-in checklist. The meeting supplies and materials lists are extremely helpful. Many meeting planners come with a large number of templates, such as brochures, labels, name tags, official meeting correspondence stationery, welcome letter template, to name a few.


Now major search engines offer functions that allow users to share standard data in MS Word and Excel spreadsheet format with other users online, making the meeting communication process much easier for everyone. involved.


Step 1. Your first task is to gather information from family members about the type of family reunion they would like to have. To do this, you must first start announcing that plans are in place for the next family reunion and the need to consider ideas and select volunteers from committee members.

Step 2. Compile a list of family members and their addresses and send your announcements as a brochure or newsletter. Your ad should include a short survey asking for your opinions and suggestions on food, entertainment, theme, events, and location. Those who respond quickly and provide practical information should be asked to form the meeting committee.

Step 3. Establish a time and place for the initial committee meeting where the majority can attend.

Step 4. Form the initial members of your committee, including the president and treasurer.

Step 5. Using your “Committee Roster” begin selecting other subcommittee chairs. Their committee lists include the following duties:

Feeding committee

Welcome / Greeting Committee

Finance committee

Communications Committee

Setup and cleaning committee

Fundraising committee

Family History Committee

Photography Committee

News and Media Committee

Supply department

Health and safety committee

security Department

Genealogy Research and Presentation Committee

Step 6. Now review your items for consideration and consider the possible locations of the meeting sites visited, “meeting topics, proposed date, initial cost estimates for the budget. Remember to use the survey you sent with your mail. Initial Many Family Reunion Planner organizers contain 30 or more items for your consideration.

Step 7. As you discuss the items for consideration, record the final decisions about who will do what. Delegate committee heads and volunteers accordingly. Make sure the delegations are in harmony with the department of heads of your committee. Avoid overlapping assignments.

Step 8. Now go into the details of planning the event. Using a list of “Possible locations and activities”, compare the completed surveys with the possible location and list of activities. Draw a line through the non-recommended locations and reduce the desired location to approximately three or four options. Now vote. Follow the same pattern for activities.

Step 9. After deciding on the location and activities, you now have a better idea of ​​the needs of the event in the form of materials and services.

Step 10. Using a “Needs List” as a starting point, start listing all the needs for your event with the help and feedback of the department heads.

Step 11. Create a rough “Expense List” to get an idea of ​​the amount of funds required for the event and activities and add it to the budget list and the Reunion Planner calculation tool.

Step 12. Using your surveys, complete a “Meeting Lunch Schedule Agenda” if your meeting event will take place after noon. Otherwise, create a “Meeting Dinner Schedule Agenda”.

If you follow these basic steps when choosing your family reunion software and organizing your reunion event, you are off to a good start.

* A Family Reunion Planning “Attendee Registration Worksheet” is a spreadsheet that allows the user to record information in the form of a quota ledger, conduct meeting surveys, create a guest list. “Login Order t-shirts and keep track of special needs.


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