Reunion planning checklist

12 months out Pick the date and place

• Poll the family for two or three candidate weekends.
• Shortlist venues that fit your expected headcount.
• Recruit two or three helpers — potluck, lodging and money.

9 months out Book and budget

• Put the venue deposit down and reserve a cabin or hotel block.
• Set a per-household fee with lower rates for kids.
• Send a save-the-date with one link for the whole family.

6 months out Open RSVPs

• Ask each household for head counts by age group.
• Collect fees and watch the paid/unpaid list fill in.
• Open lodging sign-ups before the room block expires.

2 months out Firm up the details

• Open potluck sign-ups so nobody brings the fifth potato salad.
• Nudge households who haven't RSVP'd or paid.
• Plan activities for kids, teens and grandparents.

Reunion week Final counts

• Send final head counts to the venue and caterer.
• Print name tags and a family-tree poster.
• Share a weekend schedule with everyone.

The week after Hand it off

• Share photos and a thank-you note.
• Close out the budget and record what each vendor cost.
• Pass contacts, vendors and this checklist to next year's organizer.

Hand off to next year's organizer