Maximum cost-savings are key when event planning for your family reunion, and these four methods will ensure coming in under budget
Yowsa! Your family put you in charge of event planning for the next big reunion, and cost-savings are paramount. It’s a monumental gathering to preserve your family’s history surrounded by near and far relatives. They’ll be traveling from all over to share memories and make new bonds with the younger generation. Everyone is counting on you to make the reunion event run smoothly, especially Mom.
That’s a lot of responsibility on your shoulders. So where do you start? Before you dive in, here are a few helpful event-planning tips from reunion-organizing pros. We’ll share how to successfully pull together an event that’s memorable, well-executed and under budget.
Be sure to download the invaluable Budgeting for a Reunion E-Guide when you finish reading and start planning today.
Follow the Money for Big Cost-Savings
Cost-savings on catering. Courtesy of Pexels
Before you do anything else, determine your budget for the reunion. Pin down limits early in the event planning process. It will help other variables fall into place – site selection, catering options and reunion style all depend on resources available. Additionally, the willingness of family members to fund such expenditures is also critical. Here’s a list of items to consider:
- Accommodations
- Entertainment
- Transportation
- Facility Rental
- Catering
Plan to leave a little wiggle room in your budget for unforeseen expenses that occur along the way. The last thing you want is to be standing with your hand out when people arrive for the long-anticipated reunion! Get detailed information about reunion budgeting here.
Choosing a Date for Your Reunion
Event planning for reunion cost-savings. Courtesy of Freepik
Start by having at least two dates in mind, your preferred date and an alternate. This allows you to choose the best option for your group, based on the number of people who can attend either date. Plus, alternate dates help you negotiate for better prices with vendors for great cost-savings. For additional information about choosing a date for your reunion, check here.
Reunion Locations are Vital
Central location. Courtesy of Freepik
Look first for a location that is central to where your attendees reside, as travel to the reunion location will be a main constraint for some participants. For maximum cost-savings, generally you want to be within a day drive for most folks, or within two hours of a major airport for those traveling in by plane. If you have a lot of family members arriving by plane, make sure you’re near a major hub with frequent non-stop service from a multitude of airlines.
Once you have the main location picked, consider whether you want your reunion to be in a city center, suburban or rural area. There are benefits and drawbacks of each. Also, what type of accommodations fit your style? Resort-type hotel, traditional hotel property, cabins or condos?
Carefully weigh your options here, as location is a pivotal budget item when event planning.
Cost-Savings on Reunion Supplies
Courtesy of Pexels
Today’s reunions require a lot of preparation; it’s more than just a sparsely decorated meeting room and slide projector. Factors to consider are reunion themes, reunion games, catering, activities like sightseeing tours, golf or fishing outings and video journals. Investigate the various resources available in these categories, get line item costs, then prioritize what’s most important to your group. This way, you can match your reunion experience to the expectations and pocketbooks of your guests.
For more important considerations when event planning, download the current issue of Destination Reunions and the Budgeting E-Guide today.
