Family Reunion Planning Guide

Planning a family reunion can be an exciting but complex process. Whether you're organizing a small gathering or a large multi-generational event, this guide will help you stay on track and create lasting memories.

1. Start with a Vision

• Decide on the reunion's purpose (celebration, connection, heritage, etc.).

  • Consider sending out a survey to family members to gather input on what they would like to do.
  • Use tools like Google Forms or SurveyMonkey to collect and analyze responses.

• Determine the size and scope of the event.

  • Decide if the event will last a weekend or a full week.
  • Identify key participants who will help lead planning efforts.

• Consider creating a reunion planning committee to divide tasks.

  • Assign roles such as budget manager, activity coordinator, and communication lead.

2. Determine Your Reunion Style

• Self-Service Reunion

  • If you prefer to plan everything yourself, you’ll need to coordinate all aspects of the reunion, including lodging, meals, activities, and cleanup. This option allows for more customization and can be budget-friendly.
  • Aspen Grove has various options for self-service reunions including Timp Lodge and our Seasonal Rentals.

• All-Inclusive Reunion

  • If you’re looking for a more hands-off approach to planning, Aspen Grove takes care of housing, meals, cleaning, and activities, making it an excellent choice for those who want a stress-free experience. While it may come at a higher cost, it allows families to focus entirely on spending time together without logistical concerns.

3. Choose a Date and Location

• Poll family members for availability.

  • Use a survey or an availability polling tool to find a common date

• Consider holidays or summer breaks when families are more likely to travel.

  • Be mindful of peak travel seasons and higher costs.

• Book accommodations well in advance.

  • Research accommodation rates.
  • Look into self-service for budget-friendly options.

4. Set a Budget

• Estimate costs for venue, food, lodging, activities, and supplies.

  • Create a detailed spreadsheet using Google Sheets or Excel.
  • If using an all-inclusive option, your main financial consideration is the per-person cost of the stay. 

• Decide on funding methods.

  • Use peer-to-peer payment apps for easy money collection.

• Keep track of expenses in a shared document.

  • Set up a shared folder for all financial records.

5. Create a Guest List & Send Invitations

• Gather contact information for extended family members.

  • Consider using a survey to collect all the needed information.
  • Plan to gather names, birth dates, and contact information for all attendees.

• Request RSVPs to estimate attendance accurately.

  • Use an online form to track responses. Consider having the RSVP and the contact information collected on the same survey.

6. Plan Activities & Entertainment (Self-Service Only)

• Organize games and team activities for all ages.

  • Consider a family trivia game, scavenger hunt, or relay races.
  • Use Pinterest to find fun game ideas.

• Include storytelling, family history presentations, or a talent show.

  • Interview older family members ahead of time for meaningful stories.
  • Use FamilySearch for genealogy insights.
  • Consider designating an activities committee to help plan the activities.

• Plan a group photo session and a memory-sharing session.

  • Hire a photographer or assign a family member to capture moments.
  • Create a shared Google Photos album for everyone to contribute to.

• Provide entertainment like music, dancing, or a movie night.

  • Set up a playlist on Spotify or Apple Music.
  • Rent a projector for an outdoor movie night.

7. Arrange Food & Catering (Self-Service Only)

• Decide on catering, potluck, or self-cooked meals.

  • If potluck, create a sign-up sheet.
  • For catering, request multiple quotes to compare pricing.

• Consider dietary restrictions and preferences.

  • Send out a quick poll to understand food needs. Consider including this in the RSVP survey.

• Plan for snacks and drinks throughout the event.

  • Stock up on bulk snacks from Costco or Sam’s Club.

8. Logistics & Accommodations (Self-Service Only)

• Arrange lodging options for the group.

  • Look into rental properties that can accommodate your entire group.
  • Look for properties that have gathering areas for games, entertainment, and meals.

• Coordinate transportation and parking details.

  • Set up a shared Google Map with key locations.
  • Consider shuttle rentals if needed.

9. Document & Preserve Memories

• Assign a photographer or encourage family members to share photos.

  • Set up a hashtag for social media sharing.
  • Aspen Grove will provide a family photo for each reunion attending our family camp

• Create a memory book or digital album.

  • Use services like Shutterfly, Google Photos, or SnapFish to create a shared album.

• Encourage family history sharing and collect stories.

  • Record interviews or stories and upload them to your Family Search App.

10. Follow Up & Stay Connected

• Send a thank-you message to attendees.

  • Share a recap email with photos and highlights.

• Share event photos and videos.

  • Use Google Drive, Dropbox, or a private Facebook album.

• Plan for the next reunion and keep family connections strong!

  • Start a tradition by appointing a new planning committee for the next event.

Hosting a family reunion is a rewarding experience that strengthens relationships and creates cherished memories. Start planning today, and make your next reunion unforgettable! If you want a simplified planning process, reach out to Aspen Grove to hear about our self-service and all-inclusive reunion offerings.