Budget & Finances
How to fund your family reunion — per-person fee calculation, pre-reunion fundraising ideas (t-shirts, cookbooks, raffles), payment collection platforms, how to handle family members who can't afford to contribute, and a step-by-step budget formula.
Before any fundraising, know your actual cost. This formula ensures you collect enough without overcharging family members.
List all anticipated expenses
Example: Venue: $800, Catering: $2,500, Decorations: $300, Activities: $200, Printing: $150 = $3,950 total
Add a 10–15% buffer
Example: $3,950 × 1.12 = $4,424
Subtract expected fundraising income
Example: $4,424 − $800 (t-shirt profit) − $300 (raffle) = $3,324
Divide by paying adults
Example: $3,324 ÷ 40 paying adults = $83/person
Set your price (round up)
Example: $85/adult, $40/child (ages 6–17), free under 6
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These fundraising activities happen before the reunion and can significantly offset per-person costs. Run one or two — not all five — to avoid volunteer burnout.
Design a custom family reunion shirt and sell it at a markup. Cost: $8–14/shirt (screen print, minimum 24 shirts). Retail at $20–30/shirt. With 100 shirts sold, that's $800–2,200 profit. T-shirts also serve as the reunion's main keepsake and marketing — everyone wearing matching shirts at the event is a visual celebration of family unity.
How to execute:
Order through CustomInk, Rush Order Tees, or Printful. Design 8–12 weeks before the reunion. Collect sizes and pre-orders, then order. Ship to one address and distribute at the event or arrange pre-pickup.
Compile family recipes into a printed cookbook and sell copies to family members before the reunion. A 50-recipe cookbook can be self-published through Lulu or a local printer for $12–18/copy and sold for $25–35. Beyond fundraising, it's one of the most treasured family keepsakes.
How to execute:
Collect recipes via Google Form 3–4 months before the reunion. Compile and format in Canva or Word. Order through Lulu Direct or a local print shop. Sell pre-orders before the reunion so you know exactly how many to print.
Sell raffle tickets before and at the reunion. Draw winners during the event. Ticket price: $2–5 each, or 3 for $10. With 150 guests buying an average of 5 tickets each, you raise $750–1,125 before prizes. Use donated or purchased prizes at multiple price points. See our full guide at /guides/family-reunion-raffle-ideas for prize ideas.
How to execute:
Pre-sell tickets via Venmo with a note ('Raffle ticket'). Track sellers and ticket numbers in a spreadsheet. Announce the raffle in advance so family members bring cash or plan to use Venmo at the event.
Create a custom family calendar featuring family photos and important family birthdays and anniversaries. Order through Shutterfly or Mixbook. Cost: $12–20/calendar. Sell for $25–35. Pre-sell via the reunion registration form. Deliver at or after the reunion.
How to execute:
Collect family photos and important dates 6–8 weeks before the reunion. Design in Shutterfly's calendar builder (or Canva + print). Take pre-orders as part of the registration process.
Ask family members to donate items with family significance or general value to a silent auction held during the event. Items can include: handmade quilts, family heirloom reproductions, restaurant gift cards donated by family members who own businesses, custom services (art, photography, cooking lessons) donated by skilled family members.
How to execute:
Promote item donations 6 weeks before the reunion. Set minimum bid amounts. Display items with bidding sheets at the event. Close bidding 1 hour before the event ends and announce winners.
Use one platform consistently — never multiple. Mixed channels create accounting chaos and missed payments. For multi-generational families, offering both Venmo and a check option ensures everyone can pay.
| Platform | Pros | Cons | Fee |
|---|---|---|---|
| Venmo | Universally familiar, instant transfers, social feed (can set to private) | Bank transfer takes 1–3 days, some older relatives may not have it | No fee for debit/bank |
| Zelle | Instant transfers directly bank-to-bank, no app download required for most banks | Not every bank supports it, no payment history tracking within app | Free |
| PayPal | Widely known, can accept credit cards, business account has invoice features | 3% fee on credit card payments, some payment holds | Free for bank/PayPal balance; 2.9% for credit card |
| Cash (envelope system) | No technology required, works for all ages | No digital record, security risk, someone must physically collect | Free |
| Check | Reliable paper trail, accessible to older relatives | Slow, must be deposited manually | Free |
A 10–15% budget buffer isn't just for surprise expenses — it's also your informal scholarship fund. Budget for 2–5 guests at zero or reduced cost as part of your initial planning.
A family member who can't pay full price can contribute by cooking a dish, leading an activity, managing check-in, or handling setup and teardown. Labor has real value.
Never make a public announcement about financial hardship accommodations. Reach out one-on-one, privately: 'We want you there regardless — let me know what you can manage.'
A family member who can't pay $85 at once might be able to pay $25 in three installments. Offer this option to anyone who asks without requiring an explanation.
The cost of one family member's reunion attendance on the family fund is tiny compared to the cost of them not coming. Reunions exist to keep families together — not to enforce payment compliance.
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Track your fundraising goal and reunion budget in one place
Reunly lets you log donations, split costs, and show the committee exactly where the money stands.
Most families use a combination of per-person or per-family registration fees collected before the event, supplemented by fundraising activities like t-shirt sales or a reunion raffle. The lead organizer or a treasurer collects all funds through a single payment method (typically Venmo, Zelle, or PayPal) and manages the reunion budget. Some families hold pre-reunion fundraisers — selling cookbooks, reunion merchandise, or tickets to a raffle — to offset per-person costs for family members who can't afford the full fee.
Designate one person as the treasurer and open one collection channel (don't use multiple apps — it creates accounting chaos). Venmo and Zelle are the most popular for family collections. Set a clear RSVP-and-payment deadline, tie it to something concrete like the venue deposit due date, and communicate it repeatedly. Collect upfront — never after the event. Consider using a spreadsheet to track who has paid and send personalized reminders to non-payers two weeks before the deadline.
A fair per-person fee covers the actual cost of the reunion divided by the number of paying guests, plus a 10–15% buffer. Common ranges: $25–50/adult for a simple park day with catered BBQ, $75–125/adult for a full-day event at a rented venue, $150–300/adult for a destination or multi-day reunion with lodging. Children typically pay 50% of the adult rate or are free for ages 5 and under. Always be transparent about what the fee covers — families respond better when they understand where their money goes.
Build a 10–15% financial buffer into your budget specifically to subsidize attendance for family members experiencing financial hardship. Offer a sliding scale or 'scholarship' fee quietly — contact struggling family members privately rather than making a public announcement. Create non-monetary contribution options: a family member who can't pay full price can contribute by cooking a dish, helping with setup, watching children during the event, or handling photography. The goal is full family participation, not financial gatekeeping.
Reunly's budget tracker keeps your reunion finances organized — who's paid, what's owed, and where every dollar goes.