Planning A Large Family Reunion

by Teresa McEntire | More from this Blogger

29 May 2006 07:55 AM

Large family reunions come in two categories. The first is a reunion with a large number of people attending and the second is a reunion held at an expensive destination such as Disneyland or other resort.

Large Group

Reunions that a large number of people are going to attend are especially challenging. This type of reunion takes a lot of planning to make it successful. It is typically a day event with families having the option to stay longer at their own expense if they choose to.

Invitations can get really expensive when you have to mail them to one hundred plus people. So one suggestion is to mail information to the head of each family (grandparent) and let them pass the information on to their children and grandchildren. If you want to have a yearly reunion, pick a date and hold it on the same date each year. My mother's family holds a Crane reunion the same weekend every year. It includes the siblings and descendents of my grandmother and her ten brothers and sisters. Everyone has a standing invitation to attend the reunion and those that can make it do. Everyone brings food to share. Some families camp over on the family property.

Food can be a big issue so potluck is a good way to go. You can assign families to bring different items, such as a main dish (hamburger patties, hotdogs, fried chicken), side (salad, potatoes, vegetables, chips), drinks, dessert, or paper products (napkins, plates, cups, utensils). That way you will have everything that you need and won't have to worry about collecting fees from people.

When families arrive you could give them an agenda for the reunion. Let them know what activities are available and the times (i.e. if a softball game is scheduled or a treasure hunt), when lunch will be held, if their will be a program and if so what time, and any other pertinent information.

If the reunion is held at a campground you can give families the option to drive in for the day or spend the night. Families could be responsible for reserving and paying for their own campsite and preparing their own meals except for the potluck dinner or lunch.

During the reunion day you can have some general activities planned for the families. You might ask families to bring sports equipment such as Frisbees, balls, etc. and then organize some games. If there are swimming facilities (pool, lake, river) have family members bring swimsuits. Have some group games ideas available with instructions and supplies if needed. Don't expect everyone to participate.

Don't over plan. Remember that it always takes longer than you think for large groups to eat and do anything. Some families may arrive late and others will leave early. Some may want to participate in activities others will just want to visit.

Expensive Destination

Every few years my parents, siblings, and their spouses (without children) take a trip. This last spring we went to Mexico. In a few years we are having a reunion, with the children, at Disneyland. Reunions held at expensive destinations usually work better with a smaller group of people.

When planning a family reunion at an expensive destination you need to make sure that each family has plenty of time to plan for the expense. Notice of our reunions was given over a year in advance. This allows time for planning an agenda, making reservations, and acquiring the necessary money.

If you are planning the reunion you need to be sensitive to each families situation. Often this type of reunion is not possible for every family member due to financial reasons, so unless one member is willing to fund more for the reunion it might not be possible. My dad uses his credit card points to pay for the airfare and hotel during our trips, allowing my younger siblings still in college to attend at minimal cost.

When planning the activities that you will do make sure that you leave plenty of down time for just visiting as a family. Also allow time for individual families to do something on their own if desired. It is also good to remember that large groups take longer to do everything. Build some flexibility into your schedule and remember that the most important thing is that you are together as a family.

Learn more about Teresa McEntire

Teresa McEntire grew up in Utah the oldest of four children. She currently lives in Kuna, Idaho, near Boise. She and her husband Gene have been married for almost ten years.

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FamilyMan (75) 20 Sep 2006 08:19 AM

In reponse to the statement:

"Invitations can get really expensive when you have to mail them to one hundred plus people. So one suggestion is to mail information to the head of each family (grandparent) and let them pass the information on to their children and grandchildren. If you want to have a yearly reunion, pick a date and hold it on the same date each year."

This is so true. To offset costs I designed a flyer and ran it thru an Acrobat Reader. Then I emailed the file to everyone as well as family heads to make sure no one missed it. All they have to do is view it or print it out. These days just about everyone has a computer and the acrobat reader. Those that don't get a printed copy from those who do.

As a graphic designer, software writer and publisher I enjoy designing tools for family reunion correspondence and committees. I encourage everyone reading the fine tips in the article above to make good use of your techno tools when corresponding with family. Since your children are masters of the pee wee cell phone device why not ask them to make up an aminated musical cell phone flyer to send to their cousins and keep all ages involved.

Have fun and save money!

FamilyMan http://famiily-reunion-planner.fimark.net

Aimee Amodio (11995) 20 Sep 2006 09:09 AM

In my grandmother's family, we take turns hosting the family reunion. We have a reunion every three years or so -- and every other time, it's in our neck of the woods (south Jersey) -- so we only have to worry about throwing the shindig once every six years. We try to keep it simple -- rent a pavilion at a local park, bring in vast amounts of catered food, and let everybody entertain themselves... though the last time it was here, a surprise thunderstorm closed down the park and we had to spontaneously move to my aunt and uncle's house. Makes for a good story, though! :D

FamilyMan (75) 20 Dec 2006 09:09 AM

I think family reunions events help young ones (teens) get to know facets of family character they might not otherwise experience and it gives them something exciting associated with family to look forward to. This often opens the door to sounding down princples of trust, honor, protection, pride and yes balanced love of family.

So if you can afford a Disneyland vacation why not book it. Others may prefer a family reunion cruise or a homestead hometown tour similar to what is enjoyed by tourists.

It's important to have some fun for the sake of todays kids whose expectations tend to be a bit high. At the same time take time to help them get to know family history and genealogy. The building of self-worth and belonging can go a long way.

http://family-reunion-planner.fimark.net