Free Template
Family Reunion Itinerary Template
Everyone knows where to be and when.
A family reunion without a shared itinerary turns into a game of telephone - guests call to ask arrival times, meals start late, and half the group misses the group photo. This itinerary template gives you a day-by-day, meal-by-meal framework for a typical three-day reunion. Adjust times and events to fit your family's weekend.
Or scroll down to copy the template - it's right below.
| Time | Event | Location | Notes |
|---|---|---|---|
| FRIDAY | |||
| 3:00 PM | Venue opens / early arrivals | Main lodge | Welcome sign + snack table |
| 5:00 PM | Registration & name tags | Front entrance | Sign-in sheet |
| 6:30 PM | Welcome dinner | Dining pavilion | Catered - family style |
| 8:00 PM | Bonfire & s'mores | Fire pit area | Bring chairs |
| SATURDAY | |||
| 7:30 AM | Breakfast buffet | Dining pavilion | |
| 9:00 AM | Family Olympics / morning games | Main field | Teams pre-assigned |
| 12:00 PM | Picnic lunch | Lakeside pavilion | |
| 1:30 PM | Free time / activities | Throughout venue | Swimming, horseshoes, crafts |
| 4:00 PM | Family meeting / announcements | Main pavilion | Births, marriages, milestones |
| 5:30 PM | Group photo | Main steps | Everyone - don't miss it |
| 6:30 PM | Saturday BBQ dinner | Main field | BBQ + sides |
| 8:30 PM | Trivia night & music | Pavilion | |
| SUNDAY | |||
| 8:00 AM | Farewell brunch | Dining pavilion | |
| 10:00 AM | Cleanup + checkout | Throughout | Return venue by 12 PM |
Before You Share the Itinerary
- ✓Confirm all venues and times are locked in - don't share a draft
- ✓Include venue address and parking instructions at the top
- ✓Note which meals are catered vs. potluck vs. bring-your-own
- ✓Flag rain backup plans for outdoor events
- ✓Add the organizer's phone number for day-of questions
- ✓Share as a PDF link so it works on all phones
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The template above gives you the framework. Reunly fills it in from your actual RSVPs, headcounts, dietary notes, and budget - in real time. No spreadsheet juggling, no version confusion.
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Frequently Asked Questions
How far in advance should I send the itinerary?
Send a draft 2-3 weeks out and a final version 3-5 days before the event. The draft lets guests plan travel; the final version confirms all details. Avoid changes after the final send.
What's the best format to share a reunion itinerary?
A PDF shared via text or email works for most families. If your group uses an app like Reunly, the schedule is always live and updates automatically - guests don't receive a stale version.
How much buffer time should I build in?
Add 15-20 minutes of buffer between scheduled activities, especially for meals. Families with small children, seniors, or large groups always run a little behind. Overscheduling is the most common first-timer mistake.
Should I include free time?
Yes - at least 1-2 hours of free time per day. Not every family member wants to be in a structured activity the entire weekend. Free time lets people rest, catch up one-on-one, or explore the venue at their own pace.
What if the weather changes my outdoor plans?
Build a rain contingency for every outdoor event. Note it on the itinerary: 'Rain backup: main pavilion.' This prevents frantic group texts the day of when clouds roll in.
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