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18 Month Reunion PlannerApproximately a year and a half before your planned reunion we suggest you make the following preparations 1. Form a Reunion Planning Committee to share ideas and assign responsibilities. Select a Committee Chairperson and Subcommittee Chairpersons. The following are examples of subcommittees:
2. Locate addresses of all reunion attendees and prepare and mail letters of invitation. 4. Develop a plan for fundraising activities, if appropriate. 5. Establish a planning reunion log for budget, logistic, and correspondence purposes One year before your reunion, finalize and complete the following: 1. Make your final choice for accommodations and request group rates. The Group Travel Department can assist with lodging requirements. We can also assist with contacting the attractions for availability and special group discounts. 2. Follow up with the chosen hotels and restaurants to decide banquet needs and menu requirements. 3. Determine the budget from the planning log, and how the attendees will make payments for lodging, dinning, etc... The following information should make this task easier:
5. Write a letter to attendees giving an update and status of the reunion, you may want to consider publishing a family newsletter. Six months before the reunion 1. Contact the Group Travel Department to establish a timetable for attending attractions and local sites. As you decide on your activity schedule, don't forget about scheduling time to rest! Three months before the reunion 1. Send a letter to the attendees to communicate the final costs of lodging, meals, and planned activities. 2. Place the final order for any specialty items (i.e., T-shirts, bags, hats, souvenirs, etc.) 3. Confirm all activities, payment requirements, transportation and schedules. 4. Remind attendees to confirm their hotel reservation and make any final payments. 5. Remember the whole idea of a family reunion is to create memories; one way to do this is to establish traditions. The following are "tradition" ideas: Give awards or prizes for:
Six weeks before the reunion 1. Send a letter and activities planning chart to attendees. It doesn't hurt to remind everyone, one more time, of the date of the reunion. 2. Send hotel brochure, or have the hotels send them, with a detailed map. Two weeks before the reunion 1. Confirm all reservations at restaurants, attractions and planned activities. 2. Organize a "welcome" committee that will meet and greet attendees when they arrive at their hotel. 3. Upon arrival, set up the hospitality room at the hotel where attendees can gather and sign up for activities, receive messages and check for program updates (in case any changes occur). 4. Provide the welcome packet including a Visitors Guide. 5. Near the end of the reunion, select next year's committee members and discuss possible sites. After the reunion 1. Send a "thank you" letter to all family members that were in attendance. Include a survey for suggestions to improve the next reunion. 2. Send a "thank you" note to family members who were especially helpful. 3. Send a "thank you" note to the hotel, restaurants or attractions that offered a "special service" or amenity. 
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