Consider these six planning tips, including how to create a family reunion budget, for a smooth and memorable experience
Get ready, “jet”-set, and go! It’s time to celebrate with the whole family. If you have never planned a family gathering before, or just need a little help with the details, we’ve got you covered. Destination Reunions has compiled the top six family reunion planning tips and tricks to ensure the next celebration goes down in the family history books. From opportunities for sibling bonding to s’mores and selfies, here’s how to plan the perfect family reunion.
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Tip 1: Lock in the Big Three Early (Date, Location & Budget)
Get locked and loaded with sun and fun! But before you can sit beachside sipping a tropical cocktail, there are three big considerations when you start to plan a family reunion:
- Date
- Location
- Budget
Agree on a Date
Secure a date, and the earlier the better, to get early bird deals on prime vacation destinations. As you start to consider the best times, keep in mind KOA’s rule to consult the family then pick a date. Break out the calendars, some snacks and get the reunion planning committee together for a brainstorming session. The last thing you want to do is overlap your vacation with little Cousin Penny’s dance recital or Uncle Andrew’s bowling tournament.
Once you have a date that works for everybody, the fun begins with choosing a location to host your celebration. Between tropical island getaways and thrilling theme park or water park adventures, there are endless possibilities for your family reunion destination. If your group is having trouble coming to a consensus, here are some creative ways to get everyone involved in fun ways:
- Collaborative Poll – may the best location win!
- Destination Presentation – exercise those PowerPoint muscles as you campaign for your vacation pick in a family-friendly showdown.
- Pin the Tack on the Map – leave it up to chance with this spin on the classic party game.
- Draw from a Hat – it’s the luck of the draw with this tried-and-true method.
Last but certainly not least, it’s time to pop open a spreadsheet and tackle that family reunion budget. Finances can get tricky when planning a family reunion. Especially when multiple groups get involved, each with their finances to account for. Get the ball rolling early for effortless planning later.
Having trouble getting the funds? Don’t be afraid to consider fundraising. Check out our family reunion planning tips on 18 Brilliant Ways to Raise Funds. From bake sales to fashion shows, there are many creative ways to fund your next reunion.
Tip 2: Delegate Like a Cruise Director
It’s time to put on the captain’s hat and “seas” the day! For smooth sailing, plan a family reunion assignment list ahead of time. Take some stress off your shoulders by delegating roles to various family members. Get your vacation-bound crew in tip-top order! Even the littlest rascals can get involved with chore incentives and job jars. Some must-have roles include:
- Activities Director
- Food Prep Leader
- Roles/Responsibilities Coordinator
It’s important to assign a family member or two for each of these roles. Consider the strengths of everyone, and who would fit best into each role. The activities director is in charge of bringing the fun, like Aunt Linda, who planned that unforgettable karaoke night last year. Food prep leaders need to bring the heat, and who better than Grandma Eloise with all the secret family recipes. The roles and responsibilities coordinator keeps the mess in check, like Cousin Adam, who enjoys creating lists and keeping things tidy.
Don’t forget, ship happens! Even the best sea captains run into rough waters from time to time. You can’t plan for everything, so keep a steady hand on the wheel and remember communication is key. When everyone knows their role, the whole family can keep calm and cruise on.
Tip 3: Communicate & Confirm (Early & Often)
Family reunion planning tip number three: When planning a family reunion, remember that there’s no such thing as overcommunication. There are plenty of boxes to check – between coordinating schedules, setting a budget, planning activities, and so much more. Don’t let anything go by the wayside, like forgetting to book Uncle Jerry’s much-needed hike through nature! Host a family BBQ planning session or create a reunion group chat for distant family members and get ready to start checking boxes. If you start communicating with everyone early, it will be a lot easier to keep it going throughout the whole vacation process and afterward.
Make starting the planning process a breeze with Destination Reunions’ free 12-Month Reunion Planning Checklist and take your organization game to the next level. With a detailed list of what to do and when to do it, this is the perfect checklist for your next vacation. While it may seem overwhelming at first to start planning out vacation details a year in advance, getting in early saves on money and stress in the long run. Family reunion planning may seem daunting at first, but there are plenty of fun things to plan for as well.
Some early planning decisions to get the vacation ball rolling include:
- Recruiting a planning committee
- Setting a date and place
- Assigning roles
- Setting a budget
- Determining a theme
Make sure you remember to delegate. Assigning roles and maintaining constant communication will make the planning process a breeze.
Tip 4: Choose a Theme & Activities
Tropic like it’s hot! Time to get this party started with an epic theme and activities to get even the grumpiest family members involved. Themes help create cohesion and those unforgettable family moments that are sure to end up as treasured stories down the road. Whether you are looking to honor a family tradition or create a couple of new ones, there are plenty of ideas. From camp-themed apparel and games to themes that celebrate the family lineage, there are some great themes to unite the whole family.
Looking for that extra special family bonding time or want to get a little competitive with your Cousin Sam? Discover ways to bring the whole group together—from outdoor adventures to relaxing memories—with Destination Reunions’ Family Reunion Outdoor Games and Family Reunion Outdoor Games: Setup Tips and Essentials for inspiration. Some ideas include:
- Group cooking class
- Family trivia night
- Scavenger hunt
- Talent shows
- Family Olympics
No matter what your vacation activities look like – competitive family fun or an exploration of local nature – get your family into the vacation spirit with a personalized theme that is sure to bring smiles to faces and create memories for years to come.
For a special and personal touch, explore our Best Family Vacation Shirt Ideas | Custom & DIY Designs for Your Next Trip to commemorate the celebration.
Tip 5: Keep the Wallets Happy
A trip to paradise isn’t cheap, so researching the best ways to keep your next family reunion budget-friendly will have your wallet thanking you. Research is your best friend when planning a family reunion. Take time to find the deals that will save your group the most money. In addition to finding deals, booking hotels and activities early opens up the opportunity for price negotiations. And while more people usually means more cost, an easy way to save money is through group rates. Read our in-depth guide on How to Negotiate Group Hotel Rates for more insight.
For more tips on how to plan a family reunion without breaking the bank, check out 15 Smart Budgeting Tips for Any Reunion or Family Gathering.
Keep budget stress to a minimum by planning ahead for all expenses, big and small. And if you need a few family reunion planning tips, consider the following budget-friendly ideas:
- Find free venues
- Potluck meals
- DIY Decorations
- Free activities and games
- Digital Invitations
Download the free Destination Reunions Budgeting for a Reunion E-Guide for expert guidance.
Tip: 6: Maintain Family Peace & Post-Reunion Glow
Family can drive us crazy. From annual arguments over who baked the best apple pie to Monopoly showdowns, sometimes it feels as if there is no end in sight. And pleasing everyone is an intricate task – almost like a circus juggling act at times! It’s crucial to maintain family peace through a variety of strategies.
One of the best ways to bring a sense of harmony to the group is to rotate duties. For one family’s annual tradition, named “Nanapalooza” in honor of their mother, seven siblings share food and financial responsibilities. A simple food chart detailed ahead of time will give each family unit a time to shine, while taking the weight off one person planning out all the meals.
Once you get home from your vacation and are hit with a wave of longing for another family get-together, it’s always nice to have a little something to keep the memories alive. Family reunion keepsakes come in all shapes and sizes, from themed keychains to sentimental handmade blankets and family reunion cookbooks.
Honor your family and their traditions with a reunion keepsake that transforms post-reunion woes into a post-reunion glow, keeping you dreaming of those carefree vacation memories!
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By Helene Martin