There are so many good reasons to hold a family reunion. Using it to expand your family history research is an important one.

But actually putting the reunion together takes some planning.

Establish the Basics

Every project plan begins with the five W’s, who, what, where, when, and why. What is obviously the reunion itself, but the rest of the questions require an answer.

Who

Who many seem obvious. It’s a family reunion, so you want to invite your family, right? But if you are married, are you inviting both sides of the family, or just one?

Very often, family reunions are based around a surname and those folks who have married into the family. So you might be better off only reaching out to one side of the family at a time.

How far out should you reach? Second cousins? Third cousins? For a well-established, long-running reunion, that’s fine. But if you’re starting one up from scratch, you might want to limit it to your closer relatives for now.

Where

You need a location, some sort of facility, to hold the reunion. That’s going to depend a lot on how many people you expect. A good-sized house can support 20 or 30 people for a few hours, but it’s going to get messy and cramped pretty quickly.

A park is a great location to meet, as long as the weather is good. Be sure to rent or reserve a shelter large enough to seat everyone in case it gets wet. And if you’re looking at a family reunion any time except summer, temperature could be an issue, too.

Churches are a great place for family reunions any time of the year. Many churches have a fellowship hall or other large meeting room with at least a small kitchen attached to prep food. And often they cost little or nothing to rent.

When

This is a major issue. Not only do you need to pick a date, but times as well.

No date is going to work for everyone. You can try to survey attendees to figure out what will work best, but at some point you just need to pick a date. The sooner you do that, the better. You want to provide as much advance notice as possible.

For an ongoing reunion, try to stick with the same date every year. One family I know, for example, meets on Thanksgiving every year. There is no question of the date, and the long weekend makes travel easier, especially for those with school-aged children.

It is usually best to meet early in the afternoon. That gives you several hours for the reunion, while still leaving a couple of hours of travel time before and after for out of town relatives.

Why

This might seem obvious, but there are possibilities you don’t want to ignore.

Use the reunion to help build your family history research. Lay out what you have already found, and see if anyone can fill in the gaps.

Not sure who those people are in an old photo? Someone in the family is bound to.

You could even slip in a couple of brief interviews, or use the chance to set some up later. Just don’t get too wrapped up in research that you miss out on the food, fun, and fellowship, too.

Reaching Out

One of the hardest parts sometimes to planning a family reunion is contacting your family. You might have contact information for many of them, but maybe not everyone.

In today’s world of email and social media, keeping connected is easier than ever. That’s a great place to start.

But not everyone is on Facebook, including many older relatives.

Every time you do connect with someone, be sure to ask if they can think of someone else who should be invited. A name might have slipped your mind, and you don’t want the embarrassment of forgetting to include some of your relatives.

If space is limited, don’t feel obligated to invite those second and third cousins. Concentrate on your core family first.

Compile all the contact information into one place so when it’s time to send out the invitations, you’re ready. It will make it much easier next time around, too.

Food

Is there any kind of gathering that food can’t make better? A family reunion is certainly no exception.

But who is bringing the food? Are you paying for it all out of your own pocket and preparing it all yourself?

A potluck can take a lot of that pressure off of you. Those who are traveling might be more limited in what they can bring, so the local hosts should still handle the major hot dishes. If your reunion location includes somewhere to heat or reheat food, so much the better.

If you’re meeting outdoors, a picnic style meal could work better. The host can grill while everyone else supplies side dishes.

Just keep in mind that variety is your friend. With many guests, you get many dietary restrictions. Make sure there’s something for everyone.

Housing

If you have relatives coming in from more than an hour away, chances are they’ll need somewhere to spend the night. Figure that out early.

You may not have room for many (or any) guests. They may have to stay in a hotel. That’s fine, as long as they know that and can plan for it in advance.

But if you do have a spare room or two, you can keep part of the reunion going as you talk late into the night.

Planning Timeline

Success in organizing a family reunion largely depends on starting early – ideally 6-12 months in advance (for larger reunions). Begin by forming a small planning committee to share responsibilities and prevent organizer burnout.

At the one-year mark, focus on the fundamental decisions: setting the date, choosing a location, and creating a preliminary budget. These early decisions will shape everything that follows.

By nine months out, you should secure your venue and send save-the-dates to give traveling relatives ample time to arrange their schedules.

The six-month mark is crucial for planning activities and arranging catering or coordinating potluck details.

Three months before the event, send formal invitations and finalize the schedule.

Use the final month to confirm all details and prepare materials like name tags, welcome packets, and family tree displays.

Budget Considerations

Financial planning can make or break a reunion. Start by determining how you’ll fund the event – will you collect contributions from attendees, use a family fund, or combine multiple funding sources?

Create an itemized budget that accounts for venue costs, food, activities, and supplies. Don’t forget to include often-overlooked expenses like name tags, decorations, and printing costs for family history materials.

Consider creative ways to reduce costs without sacrificing quality. Potluck meals can significantly cut expenses while adding a personal touch, as family members bring their cherished recipes.

DIY decorations and activities not only save money but can become fun pre-reunion projects that build excitement for the event.

Activities That Bring Families Together

The best family reunions balance structured activities with plenty of free time for natural interactions. A family history presentation or workshop can serve as an engaging centerpiece event, especially when combined with interactive elements like a storytelling circle or oral history recording station.

Consider setting up a simple family history craft area where younger relatives can create their own family trees or decorate family history fans.

Physical activities help break the ice and create lasting memories. A casual “Family Olympics” with simple games like three-legged races or egg tosses can get everyone laughing and interacting across generations.

For evening entertainment, consider a talent show or open mic night where relatives can share their gifts – from Great-Aunt Susan’s piano playing to little Tommy’s joke-telling.

Technology as a Reunion Tool

Modern technology can streamline reunion planning and enhance the experience itself. Online tools like SignUpGenius make potluck coordination effortless, while private Facebook groups or simple websites can serve as central hubs for sharing updates and information.

Consider setting up video calls to include relatives who can’t attend in person – even a brief virtual appearance can mean the world to distant family members.

Create a shared cloud drive for collecting and distributing photos and videos from the event. This makes it easy for everyone to contribute their memories and ensures no precious moments are lost.

Just be sure to have a designated tech-savvy relative available to help those less comfortable with digital tools.

Special Considerations for Everyone’s Comfort

A successful reunion accommodates all family members’ needs. Consider accessibility requirements for elderly or disabled relatives when choosing your venue and planning activities.

Ensure there’s comfortable seating available throughout the space and create quiet areas where overwhelmed attendees can take breaks.

Name tags might seem formal, but they’re invaluable for large family gatherings. Consider including each person’s relationship to a common ancestor (like “Sarah – John’s granddaughter”) to help everyone understand family connections.

For food planning, gather information about dietary restrictions and allergies well in advance, and clearly label all dishes at buffets or potlucks.

Post-Reunion Success

The work isn’t quite finished when the last relative heads home. Send thank you notes to volunteers and organizers within two weeks while their contributions are fresh in everyone’s minds.

Share photos and memories through your chosen digital platform, whether that’s email, social media, or a shared cloud folder.

Gather feedback about what worked well and what could be improved – this information is invaluable for future planning. If you’re hoping to make the reunion a regular event, consider setting the next date before everyone departs.

Having a future date in mind helps maintain the connections renewed at the reunion and gives everyone something to look forward to.

Remember that each family reunion builds upon the last, creating traditions and strengthening bonds that can last for generations.

By taking time to plan thoughtfully and include elements that appeal to all ages and interests, you’re not just organizing an event – you’re creating lasting family memories and connections that will be treasured for years to come.

Final Thoughts

A family reunion is more than just a gathering – it’s an investment in your family’s legacy. While the planning may seem overwhelming at first, breaking it down into manageable steps makes it achievable.

From choosing the perfect venue to capturing precious memories, each element helps weave your family’s story together.

So start planning, stay organized, and remember that these gatherings aren’t just about preserving your family’s past – they’re about building its future.

How to Plan a Family Reunion