How do I start planning a reunion?
Create a Guest List- start by assembling a list of family members, friends, or classmates to contact. In order to help with last minute updates and quick correspondences, when contacting guests, make sure to collect email addresses for those that have them.
Survey attendees- If you’re planning to invite a lot of people to the reunion, consider sending a survey (by postal mail and/or email) to let people know that a reunion is being planned. This will give you an opportunity to ask for assistance with the planning, as well as help determine preferences and interests. Include the proposed reunion type, a general location, possible dates, and estimated costs to determine a general positive or negative response.
Form a Reunion Committee- Extremely helpful and reduces the amount of responsibility required for each task. Having several people help share responsibilities makes the process much easier. Divide tasks up evenly and set meeting times to go over progress. The subcommittees can research their areas of responsibility and report back to the main committee. Major aspects of the reunion to divide include the location, social events, mailings, budget, record-keeping, etc.
Select the Date(s)- It helps to poll family members to avoid time and date conflicts, as well as to determine how long people can stay. Usually, the farther people have to travel to reach the reunion location, the longer the reunion should last. Most importantly, remember that you will not be able to accommodate everyone. Therefore, your final date(s) should be based on what is best for the majority of attendees.
Develop a Budget- Begin by gathering information on how much each detail of the reunion is going to cost. Each committee should make a list of estimated expenses and collect the most detailed information regarding the budget. Determining the costs of the food, decoration, accommodations, and entertainment for the reunion will be beneficial.
Pick a Location- The goal is to find a location for your reunion that is most accessible and affordable to the majority of people you want to attend. If family members are clustered in one area, then select a reunion location that is nearby. If everyone is scattered, then choose a central location to help cut down on travel expenses for far-flung relatives. It is important to pick a location that can offer friends and family with a diverse array of activities- from entertainment and adventure, to luxury and relaxation. The Beaches of South Walton offers a mixture of natural beauty, rich history, special events, award-winning dining, and diverse shopping.
Reserve a Reunion Site- Once you’ve chose a location and set a date, it’s time to select a site for the reunion. From hotels and restaurants to beaches and clubhouses, the Beaches of South Walton offers a wide variety of possible locations for reunions that will suite your every need. A resort location where people can combine reunion activities with a family vacation is the ideal choice.
Create a Theme- Get your guests excited and energetic for the big event by creating an imaginative theme that you can integrate into activities, games, food, invitations, and other aspects of the reunion. Plan a meeting with committee members where you can brainstorm and prepare a theme for the reunion. Ask members to come prepared to the meeting with a list of ideas and an open mind, ready to give every proposal careful consideration. Then have the Selection Committee narrow down the choices and vote on a theme.
Pull the Parts Together- Now that you have a general outline it’s time to take action by determining the menu, planning social activities, making decoration and rental arrangements, hiring a photographer, and inviting the guests. Make sure to invite the guests far in advance to allow work schedules and meetings to be rescheduled and rearranged.
The reunion I’m planning is HUGE! How am I going to feed all of these people? First of all, don’t panic and relax! The Beaches of South Walton offers several superb catering services to help you plan, innovate, create, and accomplish an excellent meal for your group. The following website will lead you to over 10 different catering services: http://beachesofsouthwalton.com/weddings_Caterers.asp
How to plan a menu?
Below are several options we suggest for your ideal Reunion menu plan:
A. Buffet Style: Set out a banquet table and allow guests to choose and select the food they want! A buffet usually goes quickly and creates a relaxed and casual atmosphere.
B. Family Style: Each person at the table can serve their food as the dishes are passed around, which can allow people to feel comfortable and at home with the environment.
C. Sit down Dinner: Usually involves one main course dinner, soup, salad, rolls, and dessert. This dinner is more formal and is served at tables. Consider how many people are attending the reunion when planning a sit down dinner.
D. Finger Foods: Bite size food available during a certain period of time that allows guests to help themselves and still carry on conversation. This style of serving food is usually quick, allowing more time for games and other activities.
How soon should I start planning a reunion?
It is never too early to start planning a reunion. Actually, the sooner you begin the better results you will get since most people have jobs which require them to plan their vacation time a year in advance and others must travel far to reach the reunion destination. Anywhere from 24-18 months prior to a reunion it is important to determine interest, contact reunion organizers, and distribute responsibilities among guests. About a year from the reunion, you should set the date, choose the location, hire any needed catering, entertainment, and/or photography services, and develop a budget. Between 6-9 months from the reunion, you should send out invitations, plan specific events and activities, and book hotel reservations. A few months to a few weeks prior to the reunion, confirm all reservations, select a theme and purchase decorations, send out a checklist to guests, and get excited for the big event
Beaches of South Walton Tourist Development Council
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