Food & Catering
Beverages are the most underplanned part of reunion food logistics. Running out of water at a July cookout is a real problem. Here are quantities for every drink type, station setup tips, and a guide to handling alcohol at an all-ages event.
These quantities cover a 4–6 hour outdoor event. For a full-day reunion (8+ hours), multiply all quantities by 1.5–2x. For hot days above 85°F, see the heat notes column.
Summer heat warning: On days above 90°F, water and ice consumption roughly doubles. Running out of water at an outdoor reunion is a health hazard, especially for older guests and young children. Always buy more than you think you need.
| Drink | 25 | 50 | 100 | 150 | Heat Adjustment |
|---|---|---|---|---|---|
| Lemonade | 2 gal | 4 gal | 8 gal | 12 gal | Add 50% for temps above 85°F |
| Iced tea (sweet) | 2 gal | 4 gal | 8 gal | 12 gal | Many guests drink tea all day |
| Water (bottled 16 oz) | 50 btl | 100 btl | 200 btl | 300 btl | Double this for 90°F+ days |
| Soda (cans) | 30 cans | 60 cans | 120 cans | 180 cans | Kids consume more soda; adjust upward |
| Coffee | 1 urn | 1–2 urns | 2 urns | 3 urns | Primarily for morning and older guests |
| Juice (OJ, apple, etc.) | 1 gal | 2 gal | 4 gal | 6 gal | Mostly consumed by children |
| Ice (lbs) | 30 | 60 | 120 | 180 | In summer heat, ice goes fast — buy more than you think |
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Reunly tracks RSVPs in real time so your drink order matches actual guests — not a hopeful estimate.
Set up multiple beverage stations to prevent crowds and long lines. Here is how to lay them out.
Items: Large dispensers for lemonade and sweet tea. Cooler or ice tub for water bottles and sodas. Cups, ice bucket, and ice scoop.
Placement: Central location near the food table. Keep shaded if possible.
Staffing: Self-serve — no staffing needed. Assign one person to restock every 90 minutes.
Items: Large water dispenser or gallon jugs on ice. Stacked cups nearby.
Placement: A second water station away from the main table for crowd distribution.
Staffing: Self-serve. Critical: never let this run empty at outdoor summer events.
Items: Large coffee urn (30-cup), creamer, sugar, sweetener, stir sticks, cups. Decaf clearly labeled.
Placement: Shaded area; near where older guests tend to gather.
Staffing: Self-serve once set up. Check the urn every 2 hours.
Items: Sparkling water or ginger ale, fruit juice mixers (cranberry, orange, pineapple), fresh fruit garnishes, mint. Printed drink cards showing 3–4 recipes.
Placement: Near the main beverage area but visually separate for added flair.
Staffing: One volunteer bartender makes this station come alive. Can be a teen or younger adult.
This is a sensitive topic because family reunions span multiple generations and cultures. Here is a practical framework that keeps everyone comfortable.
For 50 people at a summer outdoor reunion, plan 4–5 gallons of lemonade for the main meal period (roughly 2 hours). If it is very hot (above 85°F), increase to 6 gallons. For a full-day event, double that estimate to 8–10 gallons. One gallon of lemonade serves about 10–12 glasses (8 oz each). Make it from mix in large cooler dispensers — homemade is delicious but 5 gallons of homemade lemonade requires a lot of lemon squeezing; mix is practical at scale.
This is a personal and family culture decision, but here are the practical considerations: family reunions typically include children, elderly guests, and possibly guests in recovery — having alcohol as an optional choice rather than the centerpiece is usually best received. If you serve alcohol, keep it at a separate station from the main beverage area (especially away from kids' reach), offer clear non-alcoholic alternatives, never pressure guests to drink, and designate a driver or arrange transportation for those who do. Beer and wine coolers are lower-key than a full open bar.
The most popular non-alcoholic reunion drinks: sweet iced tea (especially in Southern families), lemonade or strawberry lemonade, infused water (cucumber mint, citrus), fruit punch, sweet tea lemonade ('Arnold Palmer'), sparkling water for those who want something fizzy, and flavored lemonade (watermelon, peach). For a festive mocktail station, offer ginger ale or sparkling water with fruit juice mixers and garnishes — adults who don't drink alcohol still appreciate a 'fancy' drink option.
From the headcount to the menu to the schedule — Reunly keeps your reunion organized from first invite to final goodbye.