Page 2 - 2014 REUNIONS GUIDE
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THE BASICS

Planning a Successful Reunionhoughfun,reunionplanningisalotofwork.Even

those with the best intentions often can become
stymied when trying to pull a gathering together.
Many who have tried have vowed, “Never again!”

Other families and friends seem to hold reunions

Tregularly with seeming ease.
What makes one group successful and other just

a, “Hot Mess?”

The success of any event depends of a well-organized plan

and it’s not as daunting as you think. Especially when you Carefully consider the needs of your group, and recognize
follow the rules of well-organized event planners: Start early, that an affordable rate can result in more attendees, partic-
develop a budget, learn to delegate, consult the experts, and ularly for families with young children.
don’t be afraid to make decisions if things began to stall.

Just the thought of organizing hotels, catering, and activities families with small children are more likely to attend if the
can be over whelming. Where do you start? Where should you costs are reasonable.
hold it? Will people really show up? And, who’s got the time or

talent to see the project through to completion? It’s easy to see TAKE ADVANTAGE OF TECHNOLOGY by using
why reunion planning gets delayed.
social media sites such as Facebook where groups can easily

FIRST, FORM A COMMITTEE establish a reunion page to connect, share photos and
up-to-date information.
It is essential that this group be committed and organized

enough to see the project through. Don’t try to twist arms to get BEGIN YOUR NEGOTIATIONS AS SOON AS
people to join the committee. It is equally important for the YOU HAVE A DATE in mind. For larger groups secure a
committee members to get along with each other too.
contract at least 12 -18 months prior to the event.

DECIDE WHERE TO HOLD THE REUNION CAREFULLY CONSIDER THE NEEDS OF YOUR
GROUP, and recognize that an affordable rate can result in
If this is your first time holding a reunion, consider holding
the reunion in the location where your family’s roots were more attendees, particularly for families with young children. If
planted, where you served together in the military, or where you’re hosting friends who will want a few days of pampering,
you attended school. A common location helps to establish a or who want a combination of laziness and activity, choosing a
sense of connectedness. If this is a small group of people who resort with a spa, golf course, or other activities will be just as
just want to have fun, choose a location where every whim important as the room rate.
from the food to the chores will be handled for you.

DEVELOP A REUNION HOST COMMITTEE who DO YOUR RESEARCH. Consider the needs of the group,

can act as the “ground agents or field operatives”. These and then provide a couple of options. But don’t offer too many
members can conduct hotel inspections and meet with sales or you’ll find it will slow down the decision-making process. A
personnel, interview entertainers and perspective caterers. professional travel consultant will prove invaluable in
handling groups from 6 to 600. They may be able to do what

DEVELOP A BUDGET, keeping in mind how the event you can’t or do not wish do you—cracking the whip on late
paying attendees.
is priced may influence decisions to attend. Seniors and

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