Reunion Planning Checklist

Action Items

Start Date

Complete Date

Survey organization or family members to see who's interested in participating.


Form a reunion committee.


Seek ideas for a theme.


Develop a budget and bookkeeping system.


Organize mailing system.


Create mailing list.


Select reunion date.


Send first mailer: include names of missing relatives, tentative reunion schedule and approximate cost.


Hire videographer, photographer, entertainment-if appropriate.


Schedule events and activities program, speakers, awards ceremony, tours, etc.


Reserve block of rooms for attendees at hotel/motel.


Send second mailer: include registration form, cost and updated list of missing members.


Confirm reservations of accommodations, entertainment, photographer, etc.


Contact Convention and Visitors Bureau to request collateral.


Create list of attendees.


Select a theme, purchase decorations, signs, banners and order printed items.


Reserve rental equipment: podium, microphone, tables, chairs, etc.


Meet with reunion location's staff and visit facility with reunion committee-if appropriate.


Have each committee develop own responsibility and task list.


Contact caterer to place food order.


Meet with committee to review final checklist.


Reconfirm meeting, sleeping and eating accommodations.


Purchase last minute decorations and incidental supplies: name tags, pens, etc.


Review final details with reunion committee.




Set up registration tables, rental equipment and displays.


Arrive early and finish set-up.