Free Template
Family Reunion Planning Checklist
Nothing falls through the cracks.
Planning a family reunion takes 6-12 months when done right. The problem is most organizers don't start early enough - then sprint the last 4 weeks. This checklist breaks every task into the right month so you're never scrambling. Check things off as you go. Share with your co-planners so the load is split.
Or scroll down to copy the template - it's right below.
12 months out
- ›Decide the reunion date (avoid major holidays and school weeks)
- ›Choose general location / region
- ›Form a small planning committee
- ›Set a rough budget target
- ›Send a save-the-date to all family members
9-10 months out
- ›Research and visit venues
- ›Book the venue and pay deposit
- ›Confirm date is final - announce to family
- ›Start the guest list with full names, addresses, contact info
- ›Decide on cost structure (per-person, per-family, contributions)
6 months out
- ›Send formal invitations with all details
- ›Open RSVP tracking
- ›Get catering quotes (get at least 2-3)
- ›Plan the activity lineup
- ›Decide on t-shirts - order lead time is 4-6 weeks minimum
- ›Assign committee roles (food lead, activities lead, treasurer)
3-4 months out
- ›Book catering or finalize potluck plan
- ›Order t-shirts
- ›Plan the schedule (hour by hour)
- ›Send payment instructions and collect deposits
- ›Arrange lodging recommendations for out-of-town guests
- ›Identify family members for key tasks (photographer, DJ, MC)
1-2 months out
- ›Send final itinerary and packing list to all guests
- ›Collect final payments
- ›Give caterer final headcount and dietary summary
- ›Buy or rent supplies (tables, chairs, games, decorations)
- ›Create name tags
- ›Prepare sign-in sheet
- ›Print programs (if using)
- ›Confirm all vendor bookings
Week of
- ›Send reminder text/email to all guests with address and parking info
- ›Confirm venue access time and setup window
- ›Charge all electronics (speakers, cameras, phones)
- ›Prep all printed materials
- ›Assign day-of helpers to specific tasks
- ›Do a final headcount check
Day of
- ›Arrive 90 minutes early
- ›Set up registration table first
- ›Hang welcome sign and directional signs
- ›Test AV / speakers
- ›Set out name tags, programs, sign-in sheets
- ›Brief your helpers on their roles
- ›Enjoy the reunion - you did it
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Frequently Asked Questions
How far in advance should you start planning a family reunion?
Start 9-12 months out for a 50+ person reunion or any event requiring venue booking. You can plan a small backyard reunion in 3-4 months, but venues, catering, and out-of-town guests need more lead time.
What's the hardest part of planning a family reunion?
Getting people to RSVP is consistently the #1 frustration. Send reminders at 6 weeks, 3 weeks, and 1 week before the deadline. Having a firm 'headcount deadline' to give to the caterer helps create urgency.
How do I delegate tasks without it all coming back to me?
Assign named roles with clear ownership: Food Lead, Activities Lead, Treasurer, Communications Lead. A shared planning tool (like Reunly) lets each person check tasks off without emailing you for status updates.
What if I start planning with only 3 months until the reunion?
Compress the checklist: book the venue immediately (use a public park pavilion if private venues are booked), send invitations the same week, and accept that some long-lead items (t-shirts, printed materials) may not be possible.
Should I hire a reunion coordinator?
For events under 100 people, a coordinator is usually overkill. Use a planning tool and a 2-3 person committee instead. For 150+ person events or multi-day destination reunions, a coordinator can be worth the cost.
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