Day-Of Planning
What to Put in a Family Reunion Welcome Packet
A welcome packet is the first thing family members receive when they arrive — and it sets the tone for the entire event. Done well, it answers every practical question before it's asked, helps people find their way around, and gives kids something to hold onto. Done poorly, it's a stack of paper no one reads. This guide covers what belongs in a great welcome packet and how to distribute it effectively.
Printed vs. Digital: Which Should You Use?
The honest answer is both — but prioritize printed for day-of distribution. People at a reunion are not checking their phones for logistics; they're socializing. A physical welcome packet is more likely to get read at the registration table than a QR code that requires two taps and a data connection.
The recommended approach
Printed packet: One per family, handed out at registration/arrival. Stapled or in a folder. Includes the core information people need during the day.
Digital version: Sent by email in the week-of logistics email, and your Reunly link. QR code on the printed packet links to the digital version for updates.
Posted version: Pin a large-print schedule and map at the venue entrance. Elderly family members benefit from being able to see it without locating their packet.
What to Include in Your Welcome Packet
Keep it focused. A welcome packet that's too long won't get read. These are the items that genuinely reduce day-of questions and confusion:
1. Day-of schedule
EssentialThe full schedule from arrival to cleanup, printed clearly with times and locations. Use large enough text that it's readable without glasses. One page maximum. This is the most-referenced item in the packet.
2. Venue map
EssentialA simple hand-drawn or printed map of the venue showing: registration table, restrooms, food stations, kids' area, parking, and where the group photo will happen. For outdoor venues, include where shade and seating are located.
3. Contact information for the day
EssentialThe lead organizer's cell number and one backup. 'If you get lost, if something comes up, or if you need help finding anything — text or call:' followed by the numbers. Large print.
4. Family directory (abbreviated)
RecommendedFor reunions where branches of the family don't know each other well: a simple one-page list of family units attending. 'The Chicago Hendersons: Tom, Carol, Josh, and Emma.' Helps people put names to faces and start conversations.
5. Activity list and instructions
RecommendedIf you have organized activities (trivia, relay race, scavenger hunt), a brief description and any rules or team assignments. Particularly useful for kids — give them something to hold that tells them what's coming.
6. QR code to digital version
RecommendedA QR code that links to your Reunly event page. Print it clearly with the instruction 'Scan for digital schedule and updates.' This is especially useful if anything changes during the event.
7. Local emergency information
RecommendedNearest hospital or urgent care address, venue address for 911 calls, and any venue-specific safety information (nearest AED, who to call for security). This rarely gets used — but the one time you need it matters enormously.
8. Welcome message from the organizer
Nice to haveA short personal note (3-4 sentences) from the lead organizer. This adds warmth and signals the care that went into the planning. Not a committee statement — a personal note.
🚀 With Reunly
Share your reunion details digitally with Reunly
Your Reunly event page works as the digital version of your welcome packet — schedule, map link, contact info, and RSVP data all in one shareable link.
How to Distribute Your Welcome Packet
Distribution matters as much as content. Here's the approach that gets packets read:
Set up a registration table at the entrance
Every family checks in when they arrive — name tag, welcome packet, and a quick verbal welcome from a committee member. This is the right moment to hand over the packet, when family members are in 'I need information' mode.
Have a volunteer at the registration table for the full arrival window
The registration table is useless if nobody's staffing it. Assign a committee member specifically to this role for the first 90 minutes of the event.
Briefly call attention to the most important items
When you hand over the packet: 'Here's your welcome packet. The schedule is on the first page, our contact numbers are on the back. Group photo at 3 PM — mark it now.' A 15-second verbal highlight dramatically increases the chance people will reference the packet.
Email the digital version in advance
Send your Reunly link and a PDF version in the week-of logistics email. This way, people who want to review the schedule before arrival can do so — and they arrive oriented.
Post a large-print schedule at the venue
Print one copy in 18+ point font and post it at the venue entrance or main gathering area. This serves guests who lose their packet or need a quick reminder.
Using a QR Code in Your Printed Packet
A QR code linking to your Reunly event page bridges the printed and digital worlds. Here's how to do it right:
Generate the QR code for free
Use any free QR code generator (QR Code Generator, QR Monkey, or Google's built-in QR feature). Enter your Reunly event link and download the code as a PNG or SVG.
Print it large enough to scan easily
At least 1 inch x 1 inch on the printed page. Test it by scanning with multiple phones before finalizing your print run.
Add a label under the code
Print 'Scan for digital schedule and real-time updates' under the QR code. Without a label, many people don't know what to do with a QR code.
Test the link before printing
Make sure your Reunly event page is accessible and up to date before you print 80 copies. A QR code to a broken link is worse than no QR code.
Give Family Members a Link, Not Just a Packet
Your Reunly event page is the digital version of your welcome packet — always current, accessible from any phone, and shareable in one link.
Start Planning Free →