Getting Started
If you’re the family member that comes up with the idea of a reunion, you’ve assumed the role of Reunion Committee Chairperson, or CEO (chief executive officer). The primary function of the chairperson is to organize working committees and monitor the planning and accounting functions of those committees. This is the time to delegate work. Give your inner control freak a rest and let committee members handle the details.
There are a number of resources available including software, books and planning guides to assist with these critical reunion functions. Check out Family-Reunion for helpful reunion planning resources.
Establish a Reunion Website
Establishing a reunion web site will save time and make the correspondence aspect of planning a reunion of any significant size much easier. There are websites that allow large reunions to create a temporary online presence to take registrations and answer many of the telephone calls you will receive from people looking for information on everything from transportation and hotels to menus. Visit Celebrate My Event to access an easy website builder and planning tools.
Free Conference Calls
Committee members can talk frequently using free online conference call services. Individuals dial into a long distance phone call number established to handle multiple callers at a predetermined call-in time. Everyone pays for their own call usage. You have unlimited access 24/7 to reservation-less conference calling on an established call-in phone number you can use again and again. Go to Free Conference Calls and set up an instant account with any email address.
Snail Mail and Email
Despite new technologies, it is best to have a least one written communication to the family as part of the formal reunion announcement process. Include important information such as the reunion’s website address, reunion dates, and location details. Get a preliminary head count by
including a reply letter or card (preferably self-addressed if not already stamped). You can print low cost reply cards at Vista Print.
Routine emailing by sub-committees will prove invaluable as the primary means of keeping all committee members abreast of project’s status and next steps. It is the responsibility of each committee chairperson to insure members are on track with their assigned tasks. Give each committee the power it needs to complete its assigned function. You’ll avoid a lot of personal stress and conflicts, if you do. You will need at least 4 main committees:
Administrative Committee:
- Choose a date and location
- Send out Letters of Intent to ascertain number of attendees
- Select venues for reunion activities such as parks, banquet rooms
- Create a budget based on preliminary responses and venue choices
- Establish bank account and collect funds as received by attendees
Accommodations/Ground Transport Committee
- Secure Group Hotel Bids online
- If appropriate, seek in-home accommodations as needed
- Arrange Transportation to and from the Airport for out of town guests
Food Committee
- Determine how food is to be provided: pot luck, caterer, or restaurant
- Place order for food and drinks with outside provider or determine potluck lineup and contributors
- Set up/Take down decorations if applicable
- Appoint a Clean Up Crew
Entertainment Committee
- Order Name Tags/T-shirts as required
- Determine games, activities to entertain
- Hire band or DJ and Photographer
- Purchase Prizes
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