Family Reunion Planning Checklist
Tick each box as you go. Share it with your planning team.
9–12 months before
- Pick a host or small planning team
- Choose two or three possible dates and ask the elders first
- Set a rough budget and decide how costs will be shared
- Start a guest list by branch of the family
- Pick a city or venue area
6 months before
- Book the venue, park pavilion or hall
- Send a save-the-date with an RSVP link or QR code
- Reserve a block of hotel rooms or plan who stays where
- Decide on T-shirts or other merch and their deadline
3 months before
- Plan the schedule for each day
- Start the potluck or catering list
- Ask relatives to volunteer for setup, grill, kids' games and cleanup
- Collect dietary needs and allergies
- Book any vendors (DJ, photographer, caterer)
1 month before
- Send a reminder to everyone who hasn't answered
- Confirm vendors and final headcount
- Arrange airport pickups and carpools
- Plan family trivia, a scavenger hunt or a story corner
1 week before
- Print name tags, table cards and the welcome QR flyer
- Share the final schedule and directions
- Confirm who is bringing each dish
- Pack supplies: tablecloths, trash bags, first aid kit, chargers
The day of
- Set up a welcome table with name tags and check-in
- Post short announcements as plans change
- Take a group photo — and one of each branch
- Record a few stories from the elders
After
- Share photos with the whole family
- Thank volunteers and hosts
- Settle up costs between family members
- Make a keepsake book of the day
- Pick next year's host and date while everyone is excited
Made with Heritorie — the free family reunion planner with RSVPs, QR invites and potluck sign-up. heritorie.com/reunions