Ten Helpful Reunion Tips

HISTORIC DOWNTOWN BRANSON

REUNIONS

This special “Reunion Section” is specifically designed to provide you with information to ensure a successful, wellplanned and highly attended reunion. No matter the affinity of the reunion you may plan – Military, Family, or Class Reunion – a Branson itinerary is sure to please everyone.

The Branson Convention & Visitors Bureau provides a valuable complimentary service which allows you to obtain proposals based on your lodging specifications, group information on our fabulous shows and attractions, restaurants and caterers and essential transportation needs. Request expert and dependable event planning services from Branson’s package travel companies for your reunion through our Request For Proposal (RFP) service on the next page. To submit an RFP simply visit www.ExploreBranson.com/groups/reunions and click “Submit an RFP.” Or call 417-243-2105 for helpful staff assistance.

10 HELPFUL Tips

The Branson Convention & Visitors Bureau is your ticket to planning a successful reunion in Branson. These 10 tips have been developed to help in your planning process. Because we know that planning your reunion well in advance with a timeline of what to do and when are important tools to work with.

1. DETERMINE THE PURPOSE

If the reunion is to bring together people who have not seen each other for many years, the activities you plan may be quite different than those for a family whose members see each other more often.

2. DETERMINE ATTENDANCE AND SET THE DATE

Dates for the reunion should be confirmed at least a year in advance to allow members to plan for vacation time and save money for the trip. Send out “Save The Date” notifications. If people are traveling a considerable distance to attend, it is a good idea to take several days for the reunion, or at least a long weekend. And remember, no date is going to be perfect for everyone, so develop a consensus.

3. DETERMINE BUDGET

Determine costs incurred by the group (i.e., catering or group meals, facilities rental, postage, etc.) and divide among the participants. Some reunions charge a “registration fee” to cover incidentals. Make sure that you specify exactly what is and what is not included in the fee when you send out the invitations. You will want to set a due date in advance (a couple of months at least), for a percentage of the fee to be sent to you. This will also help solidify the guest list. Keep good records, maintain the set budget while staying in communication.

4. MAKE IT EASY AND SAVE TIME – SUBMIT AN RFP

The Leisure Group Sales staff offers a wealth of services to make your planning easy. One of the most valuable complimentary services is the opportunity for you to submit an RFP to gain bids for lodging, dining, tickets to various shows and attractions, planning services and more. All you need to do is provide the information, then sit back and wait for the bids to come to you.

5. SELECT LODGING AFTER RECEIVING RFP RESPONSES

Branson has many great lodging properties and camping facilities available from value-priced motels to lakefront resorts and luxury hotels. When booking your lodging, ask the reservationist if your group size qualifies for a group discount. Consider whether your reunion would like a hospitality room, banquet room, catered meals on-site and/or a restaurant on-site or within walking distance.

Upon making reservations, request a confirmation letter from the lodging property spelling out all the details to

ANTHEMS OF ROCK

avoid surprises. The letter should include dates, number of people, price per person, cancellation terms and any other pertinent details. Review it thoroughly before signing and discuss any questions right away. Feel free to contact the Branson Convention & Visitors Bureau if you have any questions or would like to set up a site tour before making a final selection.

6. SELECT SUB-COMMITTEES TO SHARE THE WORK

Not only does this help spread the responsibilities, it also allows people to feel part of the effort. Some suggestions are: • Accommodations that may include hospitality space • Meals that may include banquets and/ or catered events • Activities you will do as a group or on your own • Publicity within the group and invitations by email or mail • Specialty items such as group T-shirts, memory books, a photographer, or other items

7. PLAN ITINERARY

Plan activities members can enjoy together, while also allowing some “free time” for visiting and enjoying Branson’s surroundings. Branson offers many venues which are group friendly with activities such as lake cruises, theaters, dinner shows and outdoor adventures. Consult the listings in this planner and you will find something for everyone.

8. PLAN MEALS

Determine how many meals you will eat together - which meals are “on your own” and which group meals can be included in the “registration fee.” Decide if the meals will be banquet, buffet, or reception style; a mixture of these options is usually a good idea. When making reservations at a restaurant for a large group, request a letter of confirmation that spells out the details and cost of beverage, meal, tax and gratuity and any service fees attached. Be sure to have your guests notify you if they have special dietary needs and add that to the contract before signing and returning. You could include space for this in your registration form.

9. NOTIFY ATTENDEES

Once you have finalized your itinerary, it is now time to send out your detailed invitations. Do this well in advance (six months to eight months out) and send a reminder several weeks before the occasion. Include dates, accommodation details, a preliminary itinerary, reunion contact person with phone number, all costs, payment procedure, and appropriate clothing and other incidentals. This internet link will take you to our website page with information about our year-round climate: www.ExploreBranson. com/about/weather

10. ENLIST ASSISTANCE

Retain the committees throughout the event so that one person does not have to take care of all the details. Delegate tasks before the event: set-up, cooking, clean-up, picture taking and other tasks. As the event approaches, remember to always be prepared. Have a contingency plan for inclement weather; provide extra sunscreen, simple first aid materials, snacks and other needs.

THE CRYSTAL FISH

REUNION PLANNING CHECKLIST

o Survey Attendees – 1-2 years from event

o Pick a Date – 8 months to 1 year from event

o Create a Budget – 8 months to 1 year from event

o Make Reservations – 8 months to 1 year from event

o Set Itinerary – 6-8 months from event

o Send Invitations – 8 months to 1 year from event

o Assign Tasks – 3-6 months from event

o Deposits Due – 3 months from event

o Send Itinerary – 3 weeks from event

o Send Thank You Notes – 1 week after event

o Start planning your next Branson Reunion – 1-2 years from event