Picking a Date and Location
Picking a Date
Summertime is traditionally the time of year for family gatherings. The weather is generally good, and children are out of school. But family reunions can be held any time of year — especially if you'd rather go sledding instead of water skiing.
The gathering can celebrate a special day on the calendar for a family member. That might include a wedding, anniversary, birthday, graduation, religious event or retirement.
Three-day weekends can be ideal if you expect participants from out of town. Long weekends give attendees time to both travel and enjoy the gathering. However, lodging rates may be lower for out-of-town relatives during the off season.
No one has a crystal ball for weather prediction. Contingency plans must be made in case Mother Nature doesn't cooperate. If your gathering will be outdoors, make sure you have an indoor back-up plan such as a covered park shelter or lodge.
Keep in mind that no date will satisfy everyone, so pick a date that works for the majority of your family.
Picking a Location
There are endless possibilities when deciding where to hold your family reunion. Of course, the type of reunion you wish to have and the date you select affects where it will be held.
- The first thing to consider is time of year. If winters are cold where you live, chances are your get-together will be held indoors. In the summer, many people prefer to be outside if the temperature and humidity are decent.
- What about food? Will your gathering be catered? Do you wish to be served in a restaurant setting? That would eliminate all concerns about food preparation. But it's the most expensive choice.
- Will attendees do their own cooking? If so, what equipment and facilities will be needed? A potluck will save you from having to pay for all the food.
- Are relatives flying in from out of town? If so, it may be convenient to hold your gathering at a hotel near the airport. That can save time for them and eliminate the need to navigate in an unfamiliar city.
- If you will have several out-of-town guests, consider reserving blocks of rooms at a local hotel. This can save money on lodging since there’s usually a discounted rate included in the deal.
- Gathering everyone together at a campground may be a low-cost option that suits your groups’ needs. Camping fees are generally less expensive than hotels, and bonding over a campfire can be great fun for the entire family.
- One of the more obvious and probably more comfortable sites for a family reunion — especially a small one — is your home or the home of a friend or relative. Just fire up the barbecue grill in the backyard, and you're in business. But before sending the invitations, ask yourself if you have adequate bathroom facilities and parking for the number you wish to invite. Do you have enough seating? If you're planning to hold the event outdoors, will your house and garage hold all attendees in the event of rain?
- If your house is not large enough to accommodate everyone, you may want to consider renting a tent for shelter against the sun or rain. A tent can promote a feeling of togetherness by serving as a gathering place for meals, toasts, stories, introductions, etc.
Site considerations:
Here's a checklist of things to consider when selecting a site:
- When is it available? And what is the cost?
- How many people can the facility accommodate?
- When are off-season rates in effect?
- What services are available (dining, housekeeping, activities, entertainment, etc.)
- During what hours is the facility available?
- Is it handicapped accessible?
- What activities are available?
- How much are "extras"—everything from extra beds in rooms to extra tables and chairs in meeting areas? Is audio-video equipment available if needed?
- Can you bring and serve your own beverages?
- Does it have sufficient electrical outlets for your needs?
- Will children be comfortable there? Are activities available? How about playground equipment?
- Are the restrooms handy and clean?
- Is a deposit required? How much?
- What is the cancellation policy?
- Are volume discounts available for large gatherings?
- Is parking close, convenient and safe?
- How much notice do you need to provide to change a meal count if the facility is providing meals?
- Are highchairs and booster seats available for small children? Playpens?
- What about the convenience and cost of travel to and from the site? Is an airport nearby?
- Can special dietary requirements of all family members be met, such as a salt-free diet?
How do we get there and where should we stay?
If you're driving, Mapquest.com and maps.google.com are two online mapping services that can get you to your destination.
If you'd like to kick back and let someone else take the wheel, here are a few sources to help organize your travel and lodging plans.
www.travelzoo.com
“The most trusted and largest publisher of travel deals on the Internet.”
www.travelocity.com
"The most extensive site for travel shopping" includes flights, lodging, rental cars, vacations and cruises.”
www.expedia.com
This is an expansive index of travel-related links including flights, hotels, rental cars, packages and cruises.
www.orbitz.com
"The best on-line source for discount travel" includes flights, hotels, rental cars, and cruises”