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Family Reunion Planning Checklist

Medium 20 items · 2 hours
testuser's avatar
testuser Published 1 month ago
Lifestyle

This checklist walks you through planning a smooth, memorable family reunion—from picking dates and booking a venue to arranging food, activities, and a memory project. It’s for family organizers and volunteers coordinating logistics for gatherings of any size.

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  1. Send a date poll to family members — Use Doodle, Google Form, or group chat; propose 3+ dates.
  2. Choose and finalize the reunion date
  3. Select and book the venue (park, hall, or family property)
  4. Check outdoor park permit, amenities, and availability — Verify permit fees, restrooms, shelters, and parking.
  5. Confirm hired hall capacity, cost, and booking terms — Ask about deposits, insurance, and cancellation policy.
  6. Assess family property logistics and permissions — Note parking, toilet access, power, and neighbor permissions.
  7. Arrange accommodation for traveling relatives — List nearby hotels, rentals, or spare-room options and needs.
  8. Reserve group hotel blocks or rental properties — Book early; ask about group discounts and cancellation terms.
  9. Coordinate spare-room offers and share arrival directions — Collect addresses, key details, and arrival instructions.
  10. Create a reunion budget and assign organizing roles — Include food, rentals, accommodations, and a 10% contingency.
  11. Confirm headcount and collect dietary requirements — Set a clear RSVP deadline; collect allergies and age groups.
  12. Finalize menu and hire a caterer or organize a potluck plan — Share menu options, label allergens, and confirm serving style.
  13. Plan activities and create a timed event schedule — Plan inclusive activities for all ages and time slots.
  14. Organize kids' games and assign supervision — Prepare supplies, volunteers, and safety oversight.
  15. Plan a family talent show, slideshow, or memory sharing — Request photos/videos ahead and schedule the order.
  16. Schedule meal times and allow downtime — Avoid activity overlap; build in breaks and flexibility.
  17. Arrange audio-visual setup for slideshow and recordings — Bring spare batteries, chargers, and adapters; test equipment.
  18. Prepare the photography and memory-project plan — Decide slideshow/book format, assign an editor, set submission date.
  19. Rent tables, chairs, tents, and prepare signage — Measure layout, confirm delivery and setup times.
  20. Send final logistics, directions, and reminders to attendees — Include parking tips, contact person, emergency plan, and weather backup.
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