Planning Guide

Gatherings can be uplifting, rewarding and worthwhile. They can span generations and strengthen kinship.

With a little organization and a willingness to ask others for assistance, holding a successful family reunion doesn't have to be a lot of work.

This Web site can help by breaking the process down into easily accomplished steps.

Keep Everything On Track with a Timeline

1 year before the event
6 months to 9 months before
3 months to 6 months before
Last month to 3 months before
Final month before
Final week before
During the event
After the event

Keeping on schedule is easier if you prepare a timeline early in your planning and check off each step as it is completed.

Here's a sample timeline for a large family gathering, planned far in advance. Keep in mind that we've taken the approach of organizing one of more complex family gatherings - the family reunion. Simpler timelines are adequate for most gatherings.

1 year before the event:

• Pick a date.

• Confirm interest from family members.

• Form committees.

• Start establishing a mailing list.

• Reserve site (if necessary).

• Contact faraway family members and request that they include the gathering in their vacation schedule.

6 months to 9 months before:

• Meet/talk with committees to fine-tune the event's theme.

• Establish a budget.

• Start defining activities for the gathering.

• Reserve caterer (if required).

• Begin compiling family history or family directory for distribution at the event.

3 months to 6 months before:

• Send out first invitation or first issue of family gathering newsletter.

• Determine and reserve needed equipment (tents, barbecue cookers, tables, etc.).

• Determine supplies to be purchased (food, paper plates, first aid supplies, etc.).

• Begin design and production of T-shirt, hat or other apparel for the gathering.

Last month to 3 months before:

• Send out reminder invitations or follow-up newsletter.

• Identify and invite family members who may have been overlooked before.

• Determine the decorations that will reinforce the theme at the event.

• Reserve lodging for out-of-towners who request it.

Final month before:

• Send out reminder invitations or follow-up newsletter.

• Purchase required nonperishables. Arrange for their storage and delivery to the site.

• Coordinate the bringing of potluck dishes/foods (if applicable).

• Finalize list of expected attendees. Adjust food quantities and supplies accordingly.

• Arrange transportation for out-of-towners (if applicable).

Final week before:

• Make final contacts with family members to ensure attendance.

• Prepare reminder list for last-minute details.

• Buy perishable foods and begin preparation.

• Make sure equipment is delivered and set up.

• Pick up arriving out-of-towners (if applicable).

• Set up decorations.