6 months to one year ahead:

*What is your own idea of a family reunion? Write down ideas and expectations. Find a good book or magazine that carries family reunion stories and planning tips.

* After researching any history of past family reunions and consulting with a few family members, set the date and place. Make tentative reservations if needed, at the facility.

* Begin collecting names and addresses to contact about reunion. Decide who will be invited: any and all with a particular surname, or just extended family related by fairly recent common ancestor?

* Update and review your genealogical data. How much will you send out ahead of time to be completed by prospective attendees? What will you bring with you and in what format? Is someone writing the family's history?

* You might consider forming a reunion committee, especially if this is to be a large reunion. Include close family members, relatives and friends who have helped plan reunions in the past, and anyone else who might be interested or helpful.

* Decide how the reunion is going to be paid for. Will you and/or the committee foot the costs for postage, phone bills, any pictures, mementos, printing, facility rental, etc.? Or will each individual or family invited pay a fee? (Now you know why some people form family associations!)

3 to 6 months in advance:

* Send out letters to all on your list so those interested will have time to plan for the date and respond. You do not have to relay all the details until the next letter or postcard. The date, time, and place, and a contact are vital. This would be a good time to send a family group sheet to be filled out and returned by mail (if so, send SASE) or to the reunion.

* Contact the manager or owner of the reunion site. Arrange to tour it and have a written list of questions ready to ask concerning use limitations, costs, etc. Take someone with you in case there is a problem or misunderstanding later on and it will not be your word against the manager's. Be sure the date is firm if everything looks good.

* Discuss with your committee or family ideas about activities, T-shirts, group photos and other possibilities. Browse through Reunions magazine or another publications to see what other families have done and what is available. What might your group enjoy?

* What about a family recipe book? Each family or individual can be asked to send in his or her favorite recipe for inclusion in a family recipe book.

 
* See what is available in the area and contact photographer, vendors, and get price quotes after letting them know about your reunion and what you have in mind. Keep track of contracts and expenses.

2 to 3 months in advance:

* Contact known family members with special talents or services. Is someone a musician, plan some games? Let them know you appreciate them and their gifts and ask them for assistance in their special areas.

* Begin putting together a reunion newsletter that details your activities and schedule. Make final decisions as to activities and options. Inform them so they will know what to expect and what to bring. Write it up and format in an interesting and attractive style.

* Begin collating family group sheets that have been returned. Enlist someone to help you work on these or turn them over to another or organized person in the family. Give it up and just be a consultant!

4 to 6 weeks in advance:

* Firm up plans with photographer or other supplier including the caterer.

* How are the T-shirts, baseball caps or other gift being delivered on time?

* Send out the family reunion newsletter with the fun details and any registration/order forms included. Be sure to include a map or detailed directions to the site.

* Meet with your committee to go over responses received and iron out any possible difficulties.

2 to 3 weeks before the reunion:

* If some family members are coming from a long distance, find out if others nearby can meet them at the airport. Treat them like family -- don't make them take a cab!

* Do you have a list of who is coming and what, if any, special needs they have? Does Grandpa need wheelchair access? Does Cousin Sue have a nursing infant?

* Call and check on items ordered, hotel rooms, etc. Don't assume everything is going the way you ordered and that no news is good news! Be friendly, but firm!

* Look over final version of family history or genealogical data to be shared at reunion. Is everything correct as far as you know? Have someone else read over it as well.

* Have a back-up plan in case someone becomes ill or isn't able to come. Have extra food, extra games, an extra room, just in case! (Do you have a rain plan or a plan B? Think about it!) If all else fails, remember: KISMIF (Keep it simple, make it fun!)

* Send out reminder postcards if budget allows. Keep it short and friendly. Let them know their presence is important and you are looking forward to seeing them!

Week of reunion:

* Meet with committee one more time to iron out any final details. Plan to pay those bills on time so you will not give your family a bad reputation with area businesses.

* Take care of copying and sign-making at home or at the printers. Do not wait until the last minute if you can help it.

* Contact those family members you asked to provide special entertainment. Make sure they are still coming and can do their thing!

* Is your family ready to go? Do you have film, clothes, tickets, equipment, etc? Take along what you need to have a good time!

Relax and enjoy your family reunion!

After the reunion:

* Pay those bills in a timely manner.

 
* Meet with committee one last time. Evaluate the reunion. Discuss pros and cons. What was good? What could have been done better? What about next time?

 
* Write thank you notes to those who provided a special service or businesses who served you well.

 
* Stay in touch with those special relatives you met for the first time or with whom you renewed old acquaintance.