Let Us Help You Plan Your Family Reunion

Family Reunions should be a special time - a time for making memories - for every person in your family. Let Elk Lake Resort help you make your next family reunion the best ever!

No matter how you look at it, family reunions are a lot of work. To help you plan for your next reunion, we've put together an extensive three-part article filled with step-by-step instructions and lots of fun ideas - compiled from a multitude of sources - to get you started in the right direction. We will look at everything from choosing a reunion chairman, to finding a location, to communication before the event, to follow-up after everyone goes home.

There is no right way to go about planning your family reunion. However, there are several steps which need to be taken - whether you're planning a family reunion for eight or eighty. The following guidelines are intended to give you direction and help you stay on track. In addition, at the end of the final article, we will add a few quality links which will give you more in-depth direction, and answer questions these articles do not address. And, remember, for a small to mid-sized reunion, Elk Lake Resort offers a perfect location with lots of activities for the nature-loving family!

Choose A Chairman

If this is the first family reunion for your family - or the first in a long time - one the initial decisions your family will need to make is: who is going to be the 'chairman'? Often, at least for the first reunion, or for a small family, this job is delegated to the person most interested in making the reunion a reality.

Regardless, every group needs a leader. Your family reunion chairman is responsible for scheduling meetings and notifying committee members (you'll pick those next) of the scheduled meetings. The chairman serves as a peacemaker, keeping things flowing smoothly. They are responsible for delegating 'jobs' and keeping track of what needs to be done, by whom, and by what date. The chairman also needs to be able to motivate the committee members - whether by bribes or threats! Thus, choosing someone family members respect and to whom they will listen, is usually best.

In addition, the chairman needs to help the family reunion committee members develop back-up plans. Family gatherings are famous for the unexpected. Don't think your reunion will be any different. For example: If you're planning an outdoor reunion, the chairman needs to make sure there are plans in place in case it rains. In addition, the chairman should make sure there are extra supplies, etc. available to cover those inevitable things which will be forgotten.

Delegate Responsibility

Just because you now have a chairman doesn't mean everyone else can sit back on their laurels and expect to be waited on. One of the nice things about being part of a family is everyone has a chance to pitch in and help. Family reunions are a lot of work - and it take a lot of cooperation to make them a success.

Thus, the chairman's first job will be to gather volunteers (or force volunteers) to help with tasks. A good chairman, therefore, will be someone who is not afraid to ask for help - and someone who is likely to get a positive response when they ask.

If you're planning a small reunion (25 people or less), it is reasonable to expect the planning can be handled by one person (the chairman). If, however, your family gathering is expected to exceed 25, your family reunion committee will need more people. As you determine the size of your reunion, it will become more clear how many committee members are needed. Not only are committee members (volunteers) necessary to make your reunion a reality, more importantly, the more involvement people have in a project, the more they take ownership of it.

At this point it is necessary to point out, all this choosing and delegating needs to take place well in advance of the actual event. If you're gathering a small family, six months is probably adequate. However, if you're scheduling a get together of mega-proportions, you had better start your plans well in advance - at least a year or more. In addition, if you're planning a gathering at a special location (other than an afternoon in someone's backyard or the local park), you need to figure in enough time for people to schedule time off work for travel - as well as time for them to set aside the extra money for the additional costs involved.

The First Major Decisions

You have an idea. You've appointed a chairman (or been appointed). You have a few volunteers (or you've picked a few half-reluctant helpers). What next?

Here is where things get a little less 'cut and dried'. There is not set order for the next steps. However, each step should at least be looked at - even for a small reunion. The following must be dealt with before you can go to the actual 'make it a reality' stage.

Length: The length of a family reunion is as varied as the families which make up the participants. Typically family reunions range from an afternoon in the park to several days. There is no 'right' formula. In fact, even if your family has been doing the 'afternoon in the park' thing for the last 20 years, sometimes a weekend at a resort or a week-long cruise can dramatically improve your reunion's impact. A lot depends on how scattered your family members are. If, for example, most of your family lives in the same state - or the same county - an afternoon in the park is probably adequate. However, if your family has scattered to the four winds, a longer gathering will probably be more beneficial.

Money often plays a significant role in this decision. If your family has a large number of college students or young couples (particularly with small children), a week long cruise may be above the means of most. However, this doesn't mean you shouldn't consider a weekend at a resort - or a several day camping trip. Although finances will play a large role in attendance decisions, more and more families are combining their family reunion with their family summer vacation - especially if the reunion is held in a fun 'family-friendly' location like a resort. Therefore, an interesting location which offers activities which appeal to a variety of interests may be just the ticket. If - it is cost effective as well.

Date: For most families, the middle of winter is not considered an ideal family reunion time. However, if the majority of your family members enjoy winter sports, this might be just the 'twist' you need to make this family reunion the best yet! But, before you rush out and make reservations at your favorite winter location, check with the rest of the family!

There are several general guidelines for determining the 'perfect' date for your family reunion. Most family reunions are best not planned on a major holiday unless they are planned well in advance. However, planning a reunion to coincide with a special birthday, anniversary, or other major family milestone is often a good idea. Just remember, you won't find a date which will suit everyone. For that matter, you won't find a length, a location, or any other major reunion component which will work for everyone. Therefore, set your sights on what works for the majority and leave it at that.

Location: Probably more than anything, the success or failure of your family reunion will rest on this one point. In fact, the wise family reunion chairman (or family reunion committee) will take into account everything they know about their family members, select several potential locations, and then send out a survey to their family members asking for input.

If your family isn't the 'meet at the park' type, but you want to keep the reunion simple and to the point, you might consider a nice dinner and reception at a good restaurant. You can up this a bit by spending a night at a hotel or resort. renting their conference facilities, and having a catered dinner followed by an evening of games and entertainment, topped off with a leisurely breakfast together the next morning.

However, don't be afraid to think outside of the box. One example of a family who put together a successful reunion in a more unlikely setting is covered in this article by Sunset Magazine. Like this family, a camping trip may be just the ticket for your next family reunion. A long weekend at a dude ranch or resort is another great idea which is often overlooked.

When choosing a potential location for your next family reunion, consider the following:

• Distance: If you're planning an afternoon get together, few family members are going to consider it worth driving many miles (or days) to attend. Therefore, if your family is scattered hither and yon, you might consider a longer gathering - and then maybe plan the gathering for two years down the road, instead of next year.
• Convenience: Although a reunion off-the-beaten path often turns out to be a big hit, make sure you plan for the convenience of family members who must fly in, or who will be driving long distances. Provide good maps. Provide a list of resources such as nearest airports, car rental companies, and other travel details to make it as easy as possible for your long-distance travelers. Better yet, if you can find a location which is within a few hours traveling distance for the majority of your family, you will enhance the potential success of your gathering.
• Accessibility: If you have several older folks in your family, be sure your proposed location caters to their needs - easy access, comfortable seating, nearby bathrooms. In addition, if your family consists of several young families, look for locations which offer safe easy to supervise play areas.
• Affordability: Include all costs related to your proposed reunion sites. Little things like rental fees, parking fees, and catered food can add up significantly in the end. Some of the best locations will put together a package deal for you, simplifying this issue.
• Accommodations: If your reunion is held in a location which does not offer overnight accommodations, provide a listing of potential motels / hotels and their distance from the proposed reunion location.
• Features / Activities: When sending out your initial survey, list the features and activities which each reunion site offers. A wide variety of activities will appeal to a wide variety of ages. Reunions are supposed to be FUN! Make sure you take this important factor into account. The more fun had by everyone, the more likely they are to return to put the next family reunion on the top of their list of 'important things to do this year'.

Now that you've considered the aspects of a reunion site, you are ready to find the 'perfect' location. Since you are probably going to need to send out a survey to family members with several reunion options, you will want to pick two or three or four 'perfect' locations with which to begin. Since choosing the right location is one of the most important decisions made in planning a successful reunion, here are several ideas.

• Someone's backyard: This is the least expensive option, obviously, and one that can work nicely for a small family reunion. Before jumping on this idea, however, consider the location. You will need to have enough parking - enough space to spread out - and easy-going neighbors to avoid potential logistical headaches. Remember, you are creating a LOT of work for some family members. Therefore, be sensitive to their need for help, especially during pre-prep and cleanup.
• The Old Homestead: If your family has an agricultural base - and if the family homestead is still in the family, this can make an excellent location for a small to mid-sized reunion. If the homestead is still in a rural location you probably don't have to worry about parking, space to spread out, or annoying the neighbors. However, you still need to provide help for pre-prep and cleanup. In addition, if you're planning more than an afternoon get-together, you will need to figure out lodging options for family members - either in nearby family member's homes, or in local lodging establishments.
• Picnic in the Park: Although more and more families are making a 'vacation' out of their family reunions, city and state parks continue to be a popular location option for the afternoon gathering. Most parks offer BBQ pavilions for rent, nearby restroom facilities, playground equipment, and lots of grass for lawn games. In addition, some are located on lakes or rivers for swimming and fishing. Some even have a petting zoo, an arcade, or other entertainment options. Although these entertainment options can enhance your reunion - consider carefully whether they will also split everyone up. The old folks in lawn chairs around the pavilion, the young parents down at the lake or over at the playground equipment, and the teenagers hanging out at the arcade. If interaction amongst different ages is your goal, this may not be your best option.
• Camping Out: One of the least expensive, and often easiest, ideas for a family reunion is a campout. State or national parks offer great locations - but so some organized campgrounds. One issue you need to consider is - does everyone have an RV or other camping equipment or access to such? If older family members will end up relegated to a tent, many will likely not attend. However, with planning and ingenuity, a camping reunion can still work for many families. For example, if you choose a campground which has cabins to rent (such as a resort or some of the nicer developed campgrounds), families and older members who do not have RV's can opt to rent a cabin.
  Other things to consider include food and entertainment / activities. Meal times provide wonderful opportunities for visiting together. Many times, however, it is hard to organize mealtime at camping reunions. Thus they become 'each to his own' at mealtime - which greatly limits your family interaction. Therefore, this issue ought to be addressed beforehand.
  Entertainment can also be an issue. State parks offer hiking. National parks often offer additional natural attractions. Organized campgrounds offer playground equipment, but often require you to 'drive' to other entertainment opportunities. Resorts, on the other hand, often offer built in entertainment options such as horseback riding, fishing, boating, swimming, playground equipment, and lawn games.

• Weekend at a Hotel: If your family can swing it, a weekend at a luxurious hotel can be a wonderful way to relax and escape the stress of everyday life. If the hotel has a conference facility you can rent - so you can all gather together without having to cram into one room or spend all your time pool-side - even better. However, hotels typically offer little outside of a pool to entertain the young ones. If your family has numerous little children, this may be best set delayed until they are older (and less rambunctious).
• Bed and Breakfasts: For a small, adult-only family reunion, a bed and breakfast can make a wonderful choice. Or, choose a cottage-style bed and breakfast like Elk Lake Resort, and bring the younger family members along. After all, your family reunion won't last into the next generation if they don't see these gatherings as fun and important too.
• Theme Parks: If you have a lot of teenagers and college aged folks in your family, perhaps a reunion at a theme park might be a good option. However, be sure to work on ways to avoid the 'segregation' which can occur - older folks sitting around (somewhere) visiting while the younger folks indulge in unlimited rides and entertainment. No doubt, however, at least the younger members will have a great time.
• Specialty Reunions: Dude Ranches, family cruises, or a weekend at a resort can offer a wonderful time for a variety of ages - and, depending on the location, can also be a reasonably-priced family reunion 'vacation'. Dude ranches and resorts offer a large variety of activities which appeal to various ages. They also offer group eating and gathering facilities as well as outdoor gathering areas. They usually have conveniently located bathroom facilities and comfortable seating options for the older family members and safe playground facilities for younger family members. In addition, most of their activities are either located on the grounds - or originate from the grounds - which encourages family interaction amongst the different ages throughout the day - throughout the reunion.

Children are an important part of any family reunion. Here are some pointers for planning a Child-Friendly family reunion.

Getting down to the wire? Wonder what last minute items you have forgotten? Take a look at this Last Minute To-Do List.

Here is an interview with a successful reunion planner to help you make your family reunion a success.

No family reunion is complete without lots of appropriate fun. Check out this Fun Guide for tips.

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