Family Reunion Planning Checklist

A 12-week countdown checklist covering every task from locking your venue to greeting guests on the day. Print it, stick it on the fridge, and check things off.

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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

Reunly turns this checklist into a live dashboard — assign tasks, set deadlines, and track progress with your planning committee.

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