In order to pull off a successful family reunion, extensive advance preparation will be necessary, as family members are typically scattered across many different geographic areas and will need this advance notice so they have enough time to get their funds and travel plans in order. Luckily, your local event planner in Northwest Indiana is here to help you out with a few of the basics you need to cover as you prepare.
Before anything can be planned, you will need to know how many attendees will be at the reunion. Sending out RSVPs anywhere from 6 months to a year before the reunion dates is a good starting point, depending on how quickly your family typically responds. You could also use the attendance at previous reunions to establish a reliable baseline for what kind of turnout you can expect.
Once you have an idea of how many family members will be attending, you can then break down the budget and let everyone know right away what the cost will be so they can start making arrangements. If you have big plans for the reunion and know that it might be on the pricy side, consider offering a payment plan so that everyone will be able to attend without breaking the bank all at once.
Reserving a venue during the peak summer season can be difficult, which is why it is important to set a date early so that you can begin working on securing a spot right away. When previewing venues, be sure to communicate fully to the staff the size and needs of your party, and ask pertinent questions that might affect the budget. For example, ask if the venue includes catering, setup and cleanup in their costs, and if they will be able to seamlessly accommodate all of your guests and their individual needs.
The hope is that your reunion will encourage family members of all ages to attend, but this does mean that it will be a little more difficult to find entertainment that everyone will be able to enjoy. As the planner, you will need to have several different activities in place in an attempt to accommodate everyone’s varied interests, and sending out surveys to try to get a consensus of what types of things everyone will want to do can be quite helpful during the planning stages. Additionally, using your family’s heritage as a focal point when planning activities is a good idea, as it will provide a common thread that everyone in the family can easily connect to.
Planning a family reunion can be an overwhelming task that entails a long list of responsibilities, but fortunately Signature Banquets is here to help serve as your event planners in Northwest Indiana. No matter how many different family members you need to keep happy and content, our highly trained and knowledgeable staff will be at the ready with whatever you need to make sure your reunion goes off without a hitch. Give us a call today to schedule a consultation and check out our venue!