To plan a family reunion, you need a planning team, a budget, a date and location, a way to collect RSVPs and payments, food, lodging info, activities, and a way to keep everyone updated. Use the checklist below to make sure nothing gets missed. Copy it, print it, or share it with your committee.
1. Your planning team
- Choose a lead organizer
- Recruit 3 to 6 helpers from different branches of the family
- Assign jobs: money, venue, food, communication, activities, and photos
- Set a regular check-in, like a monthly call
- Pick a backup person who can take over if the lead organizer cannot
2. Money
- Open a separate bank account for reunion money
- List every expected cost
- Set registration prices for adults, kids, and seniors
- Choose how people will pay, ideally by card online
- Plan a fundraiser to cover early deposits
- Track every dollar in and out, and share a summary with the family
3. Date and location
- Survey the family on dates and cities
- Avoid major holidays and local school calendars if possible
- Choose a city that is reasonable for most branches to reach
- Visit or tour venues
- Book the venue and pay the deposit
- Check accessibility for elders and anyone using a wheelchair
4. People and invitations
- Build a contact list for every household
- Ask each branch to help find relatives you have lost touch with
- Send a save-the-date 9 to 12 months out
- Set up a family reunion website or private online space
- Share one join link and a QR code for flyers
- Collect early RSVPs with guest counts
5. Registration
- Open registration about 6 months out
- Set an early-bird deadline and a final deadline
- Collect the name of every person attending
- Collect T-shirt sizes if you are ordering shirts
- Send reminders to families who RSVP’d but have not registered
6. Lodging and travel
- Reserve a hotel room block
- Share the booking link, group code, and booking deadline
- List nearby airports and driving directions
- Arrange rides for elders if needed
7. Food
- Decide on catering, potluck, or a mix
- Get final headcounts to the caterer on time
- Ask about dietary needs
- Plan for drinks, ice, plates, and coolers
8. Activities and program
- Plan a schedule for each day
- Include activities for kids, teens, adults, and elders
- Plan a family history moment or storytelling time
- Plan a respectful tribute to family members who have passed
- Schedule a family photo
- Line up music, games, and a host or emcee
9. Keepsakes and supplies
- Order reunion T-shirts
- Print name tags, with branch colors if you like
- Create a family history booklet or slideshow
- Gather decorations, signs, and a welcome table
- Pack a first aid kit, tape, markers, and extension cords
10. Communication
- Pick one main place for official updates
- Send updates at least monthly as the date gets closer
- Send the final schedule, address, and parking info a week before
- Assign someone to answer questions
11. The big day
- Set up a check-in table with name tags and shirts
- Have a printed list of who registered and paid
- Assign a photographer, or ask everyone to share photos
- Keep the schedule moving, but leave time to just talk
12. After the reunion
- Post photos where the whole family can see them
- Thank your helpers and vendors
- Share a simple money report
- Write down what worked and what to change
- Start the conversation about the next reunion
Want this checklist to run itself?
A lot of this list is easier with the right tool. In Gettagether, your family gets one private site where you can share your join link and QR code, collect RSVPs and registrations, take card payments, post hotel info, send announcements, share photos on the Memory Board, and honor loved ones on the Legacy Wall. Up to four admins can share the work.
For a month-by-month version of this list, read The Ultimate 12-Month Reunion Planning Timeline.
Frequently asked questions
What is the first step in planning a family reunion?
Build a small planning team. Then survey the family on dates and location before you book anything.
How far ahead should I start planning a family reunion?
About 12 months for a large reunion. A small gathering can come together in 3 to 6 months.
What should be included in a family reunion?
Food, time to visit, activities for all ages, a family photo, and a way to honor family history and loved ones who have passed.
Get organized today
Start your 7-day free trial of Gettagether and check items off this list faster.