Your Family Reunion day has arrived. You're hosting it. Are you ready? Or are you starting to panic? I host Family Reunions (we call them Family Fun Days) every year and I've learned a lot from my earlier mistakes.Here are ten tips and guidelines that might help you survive. Just remember that the key is organization! And everyone attending wants to have fun. So relax but stay organized.
1. Create a guest list, send out invites well ahead of the actual date of your reunion and keep track of who is coming and who isn't. Contact guests a week ahead to remind them.
2. Plan your food and decide who is bringing what - is it a potluck? Are you providing everything? Be specific in your invitations so that guests know what is expected of them.
4. Create a Timeline for your Family Reunion. Set a start and end time, then assign blocks of time to certain activities such as eating, organized games, free time, cleanup etc. These are flexible but as the host or hostess you need to keep things moving so you need a timeline.
Your timeline can be as detailed or as basic as you want but having one will help keep you on track.
5. Create a master plan for your reunion. This is the list of all games, activities and food you are providing. I also like to have sketches of where things go.
For example for our Family Fun Day this year I'm organizing an Ancestor Race and there are several events that have to be set up that morning. So I made a rough sketch of our house and property with the location of each event shown. I also have pails labelled with the name of the event and filled with whatever items are needed for that event. That will make it easy for whoever might be helping me set the events up to grab a pail, check my sketch, and get things ready without asking me questions.
6. Make a TO DO list for the week before your reunion. This is where you will note what foods you need to buy, what food prep you have to do (if any) and when, when you are going to tidy and clean your bathrooms and have extra toilet paper and hand towels ready, and all other miscellaneous tasks that might get forgotten or left to the last minute.
7. Keep the little details in mind. For example are you having name tags? If yes, you need pens for your guests to fill those name tags out. Hosting a reunion is hectic and the last thing you need is to be running around hunting for pens or some other item you suddenly realize is needed.
8. Make a detailed shopping list. What food items do you need? What about plates and cutlery? Write it all down. For example I will need hot dogs, buns, pop, bottled water, chips, pretzels, relish, mustard, ketchup, serviettes (napkins), plastic cutlery, butter for corn, coffee and coffee cream. I usually write out everything I need for the reunion then tick it off if I have it on hand.
9. Organize your games. Let's say you are having a Scavenger Hunt. What items do you need for it? Write them down! You'll need bags for family to put their items in as they find them. You'll need clues so bettter get those written and printed off. Do you need to hide items? Make a note of what you are going to hide and how many and where.
Remember that no matter how organized you are, something is bound to go wrong. We’ve had bee and wasp stings and broken ankles! But family still love coming to one.
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