Create a Guest list. Start by assembling a list of family members, including spouses, partners and children. Get in touch with at least one person from each branch of the family to help you track down contact information for each person on your list. Be sure to collect email addresses for those that have them-- it really helps with updates and last-minute correspondence.
Form a Reunion Committee. A committee is essential to planning a smooth, successful family reunion. Be sure to include young people when possible. Put someone in charge of each major aspect of the reunion – location, social events, budget, mailings, record-keeping, etc. Decide how often the committee will meet.
Survey Attendees. If you’re planning to include a lot of people in your family reunion, consider sending out a survey (by postal mail and/or email) to let people know that a reunion is in the works. This will help you determine interest, date preferences, as well as receive suggestions and ideas from family members.
Select the date(s). Whether you plan your family reunion to coincide with a family milestone, special day, summer vacation, or a holiday, it helps to poll family members to avoid date time and date conflicts. You’ll also have to determine how long you plan to get together – a day, a weekend, etc. Remember, you won’t be able to accommodate everyone, choose your date based on what’s best for the majority of attendees.
Develop a Budget. This will determine the scale of the food, decorations, accommodations and activities for your family reunion. You will also need to set a per-family registration fee to help cover the costs.
Plan Ahead. This gives you more bargaining power with hotels, and secures group rates for attractions. Also, a longer lead time lets you reserve prime picnic areas and other special spots for your event.
Contact the Detroit Metro Convention & Visitors Bureau. The DMCVB can provide a wealth of information to family reunion planners. From reserving hotel space to providing goodie bags, the DMCVB can be a planner’s best friend. Please contact them at www.visitdetroit.com or (313) 202-1972.
Plan Activities. Family members do look forward to having fun together. The range of possible activities is limitless. The more family members are involved in carrying out the activities, the more likely their participation over time. Talents in the family have an opportunity to shine. Use the abilities and interests of family members to have such activities as:
• Talent shows
• Family history telling
• Choir singing
• Recognition ceremonies
• Arts and crafts exhibits
• Fashion shows
• Music and poetry
• Sport
Negotiate for perks. Let group salespeople at the area attractions know that you’re going to bring your group there and see if they can throw in something like a giveaway or special space for your group to have lunch. See if your hotel can provide a complimentary hospitality suite for your family. It doesn’t always happen, but it never hurts to ask.
Family History. Sharing the family history has become a major activity at the family reunions. Genealogical societies, groups, genealogists, and other resources exist to help persons trace their roots. Be sure to interview the family elders and tape what they say. Also remember that family reunions offer a chance to collect history in the making. Videotape your activities and record information about living members for the sake of future generations.
Tips provided by the DMCVB.
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