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Family Reunions

Family Reunion Locations, Venues, and Getaways

Most of the other aspects of your family reunion planning – menu, cost, activities, theme, etc.- are heavily dependent on the location or venue of your family reunion event.

Usually, planners will start with the selection of the venue; once the family has agreed on where the family reunion will be held, planning for accommodations, meals, travel costs, and the type of activities to be enjoyed will then follow.

How to Choose Your Family Reunion Location

In narrowing down your search for the best family reunion venue, consider the following factors:

  • Distance and convenience – If your family members are spread out all over the country, you would want a venue that is convenient for most of the participants to get to.
  • Accessibility for all ages – Is the venue convenient for older members of the family, expectant or nursing mothers, or families with toddlers?
  • Cost – The reunion location should be within the financial capabilities or budget of the participants, in order to minimize instances where some families beg off because they cannot afford the venue. Aside from the lodging and travel expenses, also consider other usual expenses for parking, rentals, food, etc.
  • Amenities and activities – What activities can the guests get into once everyone is at the venue? Possible activities and amenities may not necessarily be within the location; the adjacent area may have plenty of attractions and other things to do.

 

Host it at home

If you have a smaller family or group, a home-hosted affair may be a viable option. It’s cost-effective, and participants will be more at-ease because it’s a familiar setting. Home-hosted reunion events are great for backyard barbecues or poolside parties. Utilizing the backyard or front lawn may be necessary if the indoor space is limited, but make provisions for weather limitations also, such as tents in case of rain.

Accommodations are the usual limitation for reunions held at a family’s home, but this can usually be mitigated by calling local area hotels and inquiring about group discounts and rates.

Enjoy a cruise

Luxury family cruises are becoming popular options for family reunion events. Planning and preparations are kept to a minimum, because most of the activities, entertainment, and meal choices will be in the all-inclusive package.

Group rates are also common for families travelling together. Even if you are on a cruise, the family members can still converge and spend time together onboard, such as planned meals or attending entertainment shows as a group.

Cruises can be pricey for some members of the family, and other participants may not be able to commit to an extended cruise trip (usually three days to a week). If a family reunion onboard a cruise ship is your plan, make sure to give the family members plenty of time to prepare financially (at least a year in advance), as well as make arrangements for time off from work.

For more about planning a family reunion cruise, check out: How to Plan a Family Reunion Cruise.

Take it outside

Families who are into camping, road trips, and outdoor adventures can look into holding their reunion at various national or state parks, campgrounds, lakeside picnic facilities, and other outdoor venues. This is also convenient for those with recreational vehicles (RV’s) and would like to bring them along. Possible activities include hiking, fishing, and swimming.

Outdoor family reunions are also generally affordable, and most venues would have varying accommodations such as cabins or hotel-type lodging so families can choose what they want and can afford.

*Tip: Make sure that your participants are willing to “rough it out” if you’re planning an outdoor reunion location.

Getting great group rates

Use the Internet to get discounts on your reservations, especially for reunion plans that are a bit pricier. Discounts can encourage family members to attend because they know the event will be within their reach financially.

For hotel bookings, Hotel Planner has a specific page for family reunions and groups. Group Hotels has a wide-ranging selection of hotels in many locations so you can get the best group rates for your entire family.

Family Photo Ideas

Family reunion memories are forever immortalized in photos. Pictures allow every family member to bring home some of the most cherished activities, games, and conversations with them, and share snapshots of the reunion event with their friends.

Years from now, you will all look back at the photos taken and see where everyone was, how things have changed, how the children have grown up over time.

Family portraits don’t have to be boring

If you look at older photos of families from decades back, posing styles were usually very stiff and formal.

These days, however, it’s OK to be wacky, silly, informal, or even dramatic with your portrait poses with the family.

A professional photographer can walk around during the reunion, taking candid snapshots of everyone and what they are doing.

But family portraits are also important because they get everyone in one spot at the same time, and a family portrait would likely be picked for souvenir items, t-shirts, and other memorabilia.

Does it have to match the theme?

Your family portrait may or may not be related to the theme. It all depends on what your family’s preferences are.

Just remember that the family portrait is not the only chance you will have of taking pictures during the family reunion; as everyone sits down to eat, plays games, and hangs out with each other, photo opportunities abound. But the family portrait can veer away from your reunion theme if participants want something different for this particular photo.

Portrait styles you can try

  • The close-up shot – This is pretty common; all the family members are squeezed in together in one tight close-up photo.
  • Lying down – In this style, the family members all lie down in the grass and have their photo taken as a group. It might be a bit challenging for more formal outfits.
  • Silly or wacky – Another popular one, this incorporates humor, silly faces, or oddballs in the group. Great for families with natural-born comedians and performers.
  • The jumpshot – Family members all jump at the same time (sometimes one jump, sometimes they keep jumping for a few seconds) while the photographer captures everything and tries to take a photo of everyone in mid-air. The perfect jumpshot portrait is usually quite amazing to look at because everyone looks like they are floating in the air.
  • Touchy-feely – Family portraits where members are hugging, holding hands, leaning on each other, and showing all other forms of family affection. If you’re thinking about submitting your family portrait for possible Hallmark greeting card use, spread the love in your family portrait.
  • Themed – Again, you don’t have to do themed, but maybe the family reunion theme is just the thing you need to set this picture apart from all the others.

Hiring a professional photographer

A professional photographer allows you to enjoy the reunion without worrying about going around and capturing as many pictures as you can for remembrance, or putting together that professional-looking family portrait.

Include the cost of the photographer in the budget so everyone can share the cost; if possible, opt for all-digital so participants can just go to the website and print the pictures themselves.

What about the Photo Booth?

Photo booths which were very popular in weddings in recent years are now also becoming a fixture in family reunions. Simple photo booths produce postcard-type pictures with customizable designs, while other photo booth options even allow you to choose stickers, stamps, and other styles and designs.

Photo booths are great for informal, often wacky picture-taking, but a large family group would not fit in a photo booth, so you will likely still need a professional photographer. Most photography services do provide or can refer photo booth services, so ask for package discounts. Make sure fun props are included, or supply your own. You will be surprised at how creative people can be with just a few props mixed in.

Family Reunion Planning Checklist

A detailed checklist for your family reunion plans will keep you organized and give you a semblance of order and direction as you attempt to put together a successful event for the whole clan.

Video: How to Plan a Family Reunion

 

Where to start:

Ideally, you want to give yourself and your helpers at least six months to 1 year to prepare, consolidate ideas, and advise everyone regarding the event. This should also give participants and invited guests ample time to make travel plans and other reservations necessary, as well as file appropriate notices for taking time off from work or school. If you can start planning up to a year before the reunion, the better for you and for the whole family as this will allow for more thorough planning.

What your checklist should include:

In family reunion planning, no detail is too small or unnecessary. List everything down, and if possible, keep your checklist with you at all times so you can easily jot down updates any time of the day. You may find yourself suddenly thinking of something or remembering a task while grocery shopping, or in line at the bank, or browsing through magazines at your local book store. Inspiration and creative ideas are everywhere, so keep your checklist handy.

*Tip: If you want to go digital, there are also online checklists and Web-based project management tools that you can use, such as Checkvist or Basecamp. Checklists can be created and assigned online, and members can then update the tasks on their own computers, tablets, or smartphones.

6 months or more before the Family Reunion

5 months before the Family Reunion

  • Synchronize with reunion planning committees regarding the theme to be followed
  • Finalize the date/s of the reunion
  • Finalize the location or venue, and begin making reservations
  • Create a detailed budget
  • Make or order reunion invitations
  • Mail out invitations

4 months before the Family Reunion

  • Set up the family reunion website; start Facebook or Twitter updates
  • If preparing meals on your own, coordinate with food preparation committee regarding the family reunion menu
  • If having food catering service, contact possible professional caterers and get price quotes
  • As you begin to receive RSVPs from family members, update reservations with the venue as necessary
  • Contact entertainment and other event peripherals as needed
  • Plan games and activities

3 months before the Family Reunion

  • Contact professional photographer or videographer to document the festivities
  • Compile family memorabilia to be displayed during the reunion
  • Update the family reunion website with helpful resources, maps, and links regarding the reunion event
  • Inform family members of the contests, talent presentations, and other activities so they can start preparing

2 months before the Family Reunion

1 month before the Family Reunion

  • Send out reminder blasts on the family reunion website, or via e-mail and Facebook/Twitter
  • Purchase equipment that will be used for the activities and games
  • Confirm reservations with the venue, accommodations, caterers, entertainment, etc.
  • Finalize theme decorations for the event

1-2 weeks before the Family Reunion

  • Confirm any last minute details with your committee members
  • If a destination reunion was chosen, make petsitting arrangements for any furry loved ones that will left at home
  • If supplying food for the reunion, plan a grocery shopping trip
  • Buy any last-minute decorations and supplies if needed
  • Make sure souvenir items, programs, shirts, and other materials are ready and en-route

Your checklist should be constantly updated as you complete each step of the planning process, and also synchronized with other family members who are helping you out with the event. This way, you can maximize the available time and resources, and avoid wasting efforts having to redo certain steps or unnecessarily duplicate tasks because of poor organization.

Menu Planning Ideas For Your Reunion

Unless you have the power to feed five thousand people with just five bread loaves and two fish, you will need some creative planning and organization to be able to satisfy the appetites and varying taste preferences of your family during your reunion!

Whether you’re planning meals for 20 or 200, your menu planning skills will be challenged, so you consult with and seek the assistance of other family members for the task. A food committee may even need to be formed separately if you are expecting a fairly large number of guests.

Old-fashioned Potlucks

The popular BYOB (Bring Your Own Beverage) party spills over to other events as well, and might be an idea for your family reunion, a Bring-Your-Own style of meal preparation can be incorporated.

Also called a potluck dinner, each invited family member brings something for the whole group to enjoy. This shares the responsibility fairly to everyone, and is also quite cost-effective compared to other menu planning ideas.

To streamline the menu, have a checklist of food items and dishes that are needed for the event (from appetizers and salads, to entrees and desserts). This way, family members can see what the options are and be guided accordingly.

If you have a theme for the reunion, only put related food items on the checklist (For example: If you’re having a football themed reunion, include items you’d find at the stadium, i.e. nachos, hot dogs, popcorn).

Video: Menu Planning Online

60 Second Family Reunion Food Tip

*Tip: The potluck style is best for family reunions where everyone lives within the area or close to the venue.

Backyard Barbecues

There’s just something about eating outdoors that makes the event more relaxed and fun. If your family reunion is held during the summer or when the weather is generally pleasant, take advantage of the sunshine and have a barbecue outside.

Barbecue or grill parties are especially popular during the summer, or for family reunions coinciding with holidays such as Fourth of July or Memorial Day.

Menu planning ideas for backyard barbecues include:

  • baby back ribs
  • steaks
  • chicken
  • hamburgers
  • hot dogs

If you have a large group, make sure you have more than one grill, so everyone can eat at the same time and no one has to wait too long for food to be ready.

As for the costs and preparation, you can ask family members to either bring food to grill (potluck style), or pool money together and have the food committee do the shopping and preparation.

Picnics in the Park

Like barbecues, picnics are a family favorite for reunions! They offer guests a comfortable environment and reunion organizers easy planning and quick prepping!

Menu planning ideas for picnics in the park include:

  • subs & sandwiches
  • potato salad
  • baked beans
  • potato chips
  • watermelon & other fruit
  • …and don’t forget the lemonade!

Picnics are more commonly done in parks or other public venues, so usually food has to be relatively easy to prepare, bring to the picnic area, and require little or no cooking once at the location. Some picnic areas do provide cooking facilities, but many do not, so make sure this is factored into your menu planning.

Professional Food Caterers

If you are planning an event for a lot of extended family members, hiring a food catering service relieves you and your planners of much of the burdens related to meal planning.

Aside from the actual meal preparation, most food catering companies also provide assessments of how much food will need, based on the size of your guest list, and also offer different themes and customizable menus that match your reunion theme. If your reunion theme requires a formal, multi-course menu, professional catering is possibly the best option.

Professionally-catered menus for your family reunion also frees you and your guests from the clean-up that transpires after the event. This allows everyone the chance to simply relax and enjoy the reunion with the rest of the family members.

Food catering generally will cost more, however, so make sure that you are aware of the expenses. The whole family can pitch in for the costs; you can have a standard charge that everyone pays (this should be mentioned in the invitations). You can also include this information on your family reunion website with a family reunion registration form and add a place for registration dues.