Family Reunion Planning Checklist

12-Week Countdown — reunly.io/printables/family-reunion-checklist

3+ Months Out

Choose date (check major holidays, school schedules)

Pick and book venue

Set overall budget

Create initial guest list

Send save-the-date notifications

Designate planning committee / volunteers

6–8 Weeks Out

Send formal invitations (mail or digital)

Collect RSVPs and track responses

Finalize headcount estimate

Book caterer or finalize potluck plan

Reserve lodging block if multi-day

Set up payment collection (Venmo / Zelle)

4 Weeks Out

Plan activities and games for all ages

Assign volunteer roles (registration, setup, activities)

Order supplies (plates, decorations, games)

Confirm venue and review logistics

Order reunion T-shirts if applicable

Begin family photo slideshow if planned

2 Weeks Out

Send reminder to guests who haven't RSVP'd

Finalize food quantities based on final headcount

Prepare day-of timeline / program

Confirm caterer / food pickup details

Prepare name tags and sign-in sheet

Arrange for photographer or designate family photographer

1 Week Out

Confirm all vendors and volunteers

Prep and pack decorations

Print name tags, sign-in sheet, and programs

Charge all devices (camera, bluetooth speaker)

Prep welcome bags or door prizes if applicable

Send final details email to all guests

Day Of

Arrive at venue 60–90 minutes early

Set up registration table and sign-in sheet

Put out decorations and signage

Coordinate food setup and buffet layout

Greet guests as they arrive

Take lots of photos — and enjoy the moment!

Want digital tracking? Reunly's app manages your checklist, budget, and guest list automatically. reunly.io

Track your checklist in the app