Being in charge of a family reunion is usually a thankless job, and if this year is your turn, it’s probably not because you volunteered for it, but because someone in your family is trying to get you back for previous transgressions. Oh well; since you got stuck with the job you may as well make the most of it and show them just how organized you are.
The most important part of being in charge of a family reunion is securing the venue. In many cases, these venues have to be reserved a full year in advance. Always be sure to get a confirmation receipt in writing as soon as possible and be sure to follow up by phone 3 to 6 months out, and again 30 days prior to the event.
Venues may change ownership or management, and in some cases, even go out of business or be subject to certain catastrophes like fires or floods. When verifying the day(s), also verify the time(s), as well as certain amenities requested, such as extra seating or staffing.
Another important responsibility for those heading up family reunions is coordinating food and beverages. Is everyone supposed to bring a dish? If so, what type of dish should they bring? Are you responsible for ordering the meat, while everyone else brings side dishes and desserts? Who is furnishing the napkins and paper plates? These are all questions that must be asked in advance and nothing beats an old-fashioned sheet of columned paper or an online spreadsheet (if you are more technically savvy) for keeping track of who’s bringing what.
Of course, the best way to communicate “who is to bring what” is through the invitation, which brings us to our last tip for managing family reunions. An invitation needs to be sent out at least 90 days ahead of the scheduled event. In many cases, the date has been set since last year’s reunion, but a formal invitation still needs to go out with the date and time included. People need to be reminded so they can block out this date on their calendar. Additionally, another reminder should be sent 30 days prior to the event.
Depending on the size of your relative list, these communications can be quite expensive by the time you buy envelopes, cards, and stamps. Because of this, many families are turning to voice messaging services to get the message out. While voice messaging should never replace the written invitation, it can serve to replace all the follow-up messaging that is required.
Most voice messaging pricing structures make it a much cheaper alternative than snail mail, and more importantly, it can save you a lot of precious time. Yes, heading up a family reunion can be an unappreciated job, but with proper organization and planning, as well as a little bit of technology, you can make your turn much easier.
