
What better way to gather loved ones than at a family
reunion? Whether your family is large or small, consider getting
help from the start by calling in the experts. Travel agents can
take care of details ranging from recommending appropriate destinations
to arranging for airline tickets, and making hotel or car rental
reservations.
They are well acquainted with cruise ships and resorts that specialize
in family travel. Travel agents can help families with last minute
itinerary changes and cancelled flights, as well as arranging for
family members with special needs. For large groups, a travel agent
may have access to pre-negotiated airfare and hotel rates otherwise
unavailable. And, a travel agent can serve as a friendly and patient
third party to help prod those family members who may not be quick
to decide on travel plans.
START PLANNING
EARLY
Planning a family reunion can become complicated, especially a large
reunion involving lots of people. Experienced reunion planners recommend
that families begin planning up to two years in advance.
» Allow time for your guests to plan. Give them enough advance
notice to adjust their own schedules in order to attend. If you
are planning a reunion that involves traveling long distances, or
an adventure like a cruise or a trip out of the country, many family
members may need time to save money and make special arrangements
for extended leave from work.
» Be prepared for guests who require special consideration.
Everyone has different needs and it is important to the success
of your event to be aware of those needs and have adequate time
to plan accordingly. Disabled guests may need special equipment
or accommodations. Others may need to arrange for pet care. Whatever
the circumstances, leave yourself enough time to ensure suitable
arrangements can be made to accommodate everyone.
SELECT A DATE
AND STICK WITH IT
Picking a date that works for everyone can be one of the most difficult—but
one of the most important—steps in planning a family reunion.
» Avoid the obvious busy times of the year. Try not to schedule
your family reunion on major holidays, or during prom and graduation
season.
» Ask for suggestions and select a date that will work for
everyone.
» Communicate plans to host a family reunion far enough in
advance that attendees will be able to avoid conflicting events.
» Avoid changing the date. Once you announce the date to
family members, they will immediately begin planning other activities
around it. Changing the date mid-stream, even once, will affect
everyone and some guests may be forced to cancel.
COMMUNICATE
EARLY AND OFTEN
By communicating your plans to organize a family reunion early,
your guests will have adequate time to plan to attend, and you can
generate interest in catching up with family and creating new family
memories at the reunion.
» Distribute a newsletter. A reunion newsletter is an excellent
way to keep the family up-to-date on the planning process, who will
be attending and what activities are planned.
» Use e-mail to keep guests informed and interested. E-mail
is an inexpensive way to maintain communications with reunion guests
and provides an easy way for guests to ask questions and provide
feedback.
» Solicit ideas from guests. To keep everyone involved and
excited about attending the reunion, allow family members the opportunity
to submit ideas for planned activities, venues and menu options.
PLAN ACTIVITIES
FOR EVERYONE
Family reunions are unique in that they can involve people from
all over the world, each with different interests. Your guests may
span up to four generations and it is important to consider ages
and physical limitations when planning activities. Grandparents
may not want to participate in activities like scuba diving or water-skiing.
Likewise, children may not enjoy ballroom dancing or a mahjong tournament.
» Consider holding the family reunion on a cruise ship or
at an all-inclusive resort. Each offers entertainment options for
every generation and can take much of the stress out of planning
activities around varying interests.
» Ask your guests. Since they will likely have different
interests, you will be better able to plan activities if you know
what they enjoy doing.
» Choose a venue that is large enough to accommodate activities
for everyone and offers a variety of things to do.
BE SURE TO
ENJOY YOUR OWN PARTY
The best reward for organizing a large get-together is being able
to enjoy the day when it arrives. Planning a family reunion can
be a stressful endeavor. Ask for help so it does not become so burdensome
that you are not able to spend time with your guests and enjoy the
fruits of your labor.
» Recruit helping hands. One way to ensure you have time
to enjoy the reunion is to recruit willing family members to take
care of last minute details. You will be surprised how much help
is available if you just ask.
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