Family Reunion Emergency Contact Sheet

EMERGENCY CONTACT SHEET

Family Reunion — Keep at registration table

Event: ___________

Date: ___________

Location: ________

Emergency Services

Local Emergency (911):

911

Nearest Hospital Name:

Hospital Address:

Nearest Urgent Care:

Poison Control:

1-800-222-1222

Venue Contacts

Venue Name:

Venue Manager Name:

Venue Phone:

Venue Address:

Vendor Contacts

Caterer / Food Contact:

Caterer Phone:

Transportation / Shuttle:

Equipment Rental:

Key Family Contacts

Organizer Name + Phone:

Day-of Coordinator:

Family Emergency Contact 1:

Family Emergency Contact 2:

Allergies / Medical notes:

reunly.io

The Safety Sheet Most Organizers Forget

Family reunion organizers spend weeks planning food, activities, and schedules — and about fifteen minutes (usually while packing the car the morning of) thinking about what happens if something goes wrong. A child wanders away from the group. An elderly relative has a medical episode. The caterer doesn't show and needs to be reached immediately. The venue manager's cell number is somewhere in an email thread you can't find on your phone while managing a crowd of 80 people.

An emergency contact sheet solves every one of those scenarios. Fill it out before the reunion. Print two or three copies. Give one to your day-of coordinator, keep one at the registration table, and put one in the first aid kit. In a real emergency, having critical numbers immediately accessible — not buried in an inbox — saves precious minutes.

What to Put on the Sheet

Emergency services: 911 is obvious, but also the address and name of the nearest hospital or urgent care. In a medical emergency, knowing which hospital to go to — not just "the nearest one" — saves time. Include Poison Control (1-800-222-1222 in the US).
Venue contacts: The venue manager's personal cell number, not just the main line. The main line is often not answered after hours or on weekends.
Vendor contacts: Caterer, equipment rental, transportation. If the caterer is running late, this number needs to be instantly available.
Family contacts: The organizer, the day-of coordinator, and 2–3 other family members who can make decisions in a crisis. Reunly stores all of this information — export your contact list and fill in this sheet in minutes.

Questions

Who should have a copy of the emergency contact sheet?

At minimum: the reunion organizer, the day-of coordinator, and at least two other family members at the event. Keep a copy at the registration table and another in the first aid kit. In an emergency, the organizer may not be the first person to respond — so multiple people need access.

What contacts should I include?

At minimum: 911 (or local emergency number), nearest hospital address, venue manager, caterer or food contact, transportation provider, and 2–3 family emergency contacts. If any guests have serious medical conditions, list their emergency contacts separately in a private document.

Is this different from a general contact sheet?

Yes. This sheet is specifically designed for day-of emergency use — it covers vendor contacts, emergency services, and family decision-makers. It's not a guest list or a general phone directory. Keep it simple, large print, and immediately accessible.