Free Template
Family Reunion Meal Plan Template
No guessing on who eats what and when.
Feeding a family reunion is harder than it looks. Different guests arrive at different times, dietary needs span the whole spectrum, and caterers need exact headcounts per meal - not one total number. This meal plan template gives you a structure for every meal across a three-day reunion that you can share directly with your caterer.
Or scroll down to copy the template - it's right below.
| Meal | Format | Headcount | Dietary Notes | Cost Estimate |
|---|---|---|---|---|
| Friday dinner | Catered family style | ___ guests | Collect at RSVP | $___ |
| Saturday breakfast | Buffet | ___ guests | $___ | |
| Saturday lunch | Picnic / potluck | ___ guests | $___ | |
| Saturday dinner | BBQ catered | ___ guests | Collect at RSVP | $___ |
| Sunday brunch | Buffet / farewell | ___ guests | $___ |
Catered meal - what to confirm with caterer
- ›Final headcount per meal (give 48-72 hours before event)
- ›Dietary substitution count (vegetarian, vegan, gluten-free, allergens)
- ›Service style (buffet, family style, plated?)
- ›Serving time and how long they'll keep food warm
- ›Whether gratuity is included in the quote
- ›Cleanup - do they clean up or do you?
Potluck meal - what to coordinate
- ›Who's bringing the main dish (assign per family branch)
- ›Who's bringing sides (2-3 per main)
- ›Who's bringing desserts
- ›Who's responsible for drinks and ice
- ›Serving dishes - labeled, with the family's name
- ›Dietary flags - note which dishes are gluten-free, nut-free, etc.
Dietary restrictions to collect at RSVP
- ›Vegetarian / vegan
- ›Gluten-free (celiac or sensitivity)
- ›Nut allergy (severity?)
- ›Shellfish allergy
- ›Dairy-free
- ›Kosher or halal
- ›Any other allergies or restrictions
Meal-by-Meal Planning Grid
Fill in headcounts and dietary totals for each meal. Give this to your caterer at the 72-hour mark.
| Meal | Format | Total Headcount |
Veg / Vegan | Gluten-Free | Nut Allergy | Cost Est. |
|---|---|---|---|---|---|---|
| FRI Friday Dinner | Catered | ___ | ___ | ___ | ___ | $___ |
| SAT Saturday Breakfast | Buffet | ___ | ___ | ___ | ___ | $___ |
| SAT Saturday Lunch | Potluck | ___ | ___ | ___ | ___ | $___ |
| SAT Saturday Dinner | BBQ Catered | ___ | ___ | ___ | ___ | $___ |
| SUN Sunday Brunch | Buffet | ___ | ___ | ___ | ___ | $___ |
| TOTALS | ___ | ___ | ___ | ___ | $___ | |
Give the caterer headcount + dietary totals per meal, not one combined number. This avoids preparation errors.
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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 do I handle guests who don't RSVP but still show up?
Add a 10-15% buffer to every headcount you give the caterer. Unexpected guests and plus-ones are common. It's better to have too much food than to run out. Many caterers can handle a 10% overage request at the time of booking.
What's the best food format for a family reunion?
Buffet style is the most common and practical - it handles dietary variety naturally, keeps serving time flexible, and doesn't require synchronized seating. Family-style (shared platters per table) creates a more intimate feel for smaller groups.
How do I handle a reunion that spans multiple days with different attendees each day?
Track attendance per meal at RSVP time - ask guests to indicate which meals they'll attend, not just which days. This is exactly what Reunly's Meal Planner does automatically from your RSVP data.
Should I do a potluck or cater?
Potluck works best for smaller families (under 40) with a reliable contribution track record. Catering is more reliable for larger groups, mixed dietary needs, or when you want the organizers to actually enjoy the meal. A hybrid works too - cater the main, potluck the sides.
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