Planning & Organization
What information to collect at registration, online form options with pros and cons, in-person check-in setup, name tag best practices, how to track RSVPs and follow up with non-responders, and payment collection.
Collect everything you need at registration time — chasing family members for information after they've RSVP'd is difficult. Marked required fields are essential for every registration form.
| Field | Required? | Why it matters |
|---|---|---|
| Primary contact name | Required | Who to contact with questions and for payment follow-up |
| Email and phone number | Required | For all event communication and day-of logistics |
| Family branch | Optional | Useful for organizing branch-based activities and name tags |
| Number of adults attending | Required | For caterer headcount and per-person fee calculation |
| Number and ages of children attending | Required | For child-appropriate activities and reduced pricing |
| Names of all attendees | Required | For name tags and accurate record keeping |
| Dietary restrictions and allergies (for all attendees) | Required | Critical for food safety — collect for every person, not just the primary contact |
| T-shirt size for each attendee | Optional | Only if you're selling reunion t-shirts |
| Lodging needs | Optional | If you have accommodation options available through the reunion |
| Accessibility or special needs | Optional | Allows you to ensure the venue and activities accommodate all guests |
| Payment | Required | Collect registration fee at time of RSVP — don't wait |
| Willingness to contribute (dish, activity, skill) | Optional | Good for potluck coordination and activity facilitation |
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Collect RSVPs, track attendance, and manage registrations in one place.
Recommendation for most families: Google Forms for the registration form, plus Venmo or Zelle for payment collection. It's free, familiar, and easy to track responses.
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Check-in is every guest's first impression of the reunion. A smooth, warm, well-organized check-in sets the tone for the entire day.
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Make Registration Effortless
Reunly handles online registration, deposits, and attendance tracking — no spreadsheet required.
To manage family reunion RSVPs effectively: (1) Use a single registration form (Google Forms, Eventbrite, or Reunly) rather than collecting RSVPs via email or text. (2) Set a clear RSVP deadline tied to a real constraint like the venue headcount deadline or caterer commitment. (3) Track responses in a spreadsheet with columns for: name, number attending, payment status, dietary needs, t-shirt size, and lodging status. (4) Follow up with non-responders via personal message (not mass email) two weeks before the deadline. (5) Designate one person per family branch to collect RSVPs from their branch.
A family reunion registration form should collect: primary contact name and preferred contact method, number of adults and children attending, names of all attendees (for name tags and headcount accuracy), dietary restrictions and food allergies for all attendees, t-shirt size for each attendee (if applicable), lodging needs (if accommodation options are available), payment confirmation or payment via an integrated platform, and any accessibility or special needs. Optional: family branch, favorite memory prompt, willingness to contribute a dish or skill.
For a smooth family reunion check-in: set up a dedicated check-in table at the main entrance staffed by 2 people. Have an alphabetical printed list of registered guests. When guests arrive, find their name, verify headcount, hand them their name tag(s), give them a welcome packet (printed schedule, venue map, activity info), and check off their name as arrived. For larger reunions (100+), consider breaking the list alphabetically between two stations to reduce lines. Accept walk-in payments at check-in via Venmo or cash.
The most effective approach is a personal message or phone call, not a mass reminder email. Identify which family members haven't responded and reach out to them individually: 'Hey Aunt Clara, just checking in — are you and the family planning to come to the reunion? We need to give the caterer final headcount by June 15.' A personal touch is far more effective than a generic blast. For recurring non-responders, ask a family member closer to them (geographically or relationally) to reach out on your behalf.
Reunly was built for exactly this — guest lists, RSVPs, dietary needs, and payments all tracked in one place.