Reunions Workbook 2013

2013 /13th Edition

A Premier Tourism Marketing publication $ 9.95 www.reuniontraveldirectory.com

RESIDENCE INN FORT MYERS/SANIBEL Reunions are GREAT with the Residence Inn Fort Myers/ Sanibel. The perfect hotel accommodation for Friends and Family gatherings.

239-415-4150 Marriott.com/Hotels/Travel/ rswrs-Residence-Inn-FortMyers-Sanibel

CROWNE PLAZA FORT MYERS AT THE BELL TOWER SHOPS A dedicated Reunion Specialist assists you for a memorable event. Ask about a complimentary hospitality suite.

239-210-2463 CooperHotels.com/ ReunionsCP

POINTE ESTERO BEACH RESORT Find relaxation on the white sandy beach of Pointe Estero; ideal for theme parties, reunions, retreats and recreational fun!

888-865-5844 PointeEstero.com/Groups

however long it’s been, it’s been too long. surround yourself with the things that matter most.

F ind your island and find a reunion location everyone agrees on. Find nothing brings family together like the promise of white-sand beaches, warm Gulf water and endless sunshine. When you’re here, find it easy to catch-up and stay caught.

Visit FortMyers-Sanibel.com to find your island today or call 888-231-6939 for a free Lonely Planet guidebook.

GULLWING BEACH RESORT

WEST WIND INN

Perfect for meetings, family reunions, and retreats, GullWing features 1-3 bedroom suites with up to 2,125 sq. ft. of space.

Sanibel’s West Wind Inn has idyllic tropical island settings and variety of options for reunions, group vacations and meetings.

888-865-5844 GullwingFl.com/ MeetingsGroups

800-824-0476 WestWindInn.com

Plan a Reunion to Remember

R

eunions are all about getting the old gang together to share stories, reminisce and reconnect with friends and relatives. It could be a band of military buddies, a bunch of classmates from high school or a multi-family conclave spanning generations.

While these much-anticipated gatherings generate enough memories for years to come, those who do the planning know that a reunion event doesn’t just magically happen. They take months of planning and lots of legwork.

Sometimes the logistics can be overwhelming—hotel arrangements, collecting money, ordering keepsakes and tons of other details.

For help in piecing the puzzle together, let Reunions Workbook be your guide.

Now in its 13th edition, this step-by-step resource charts your course through the whole process, from planting the seeds and reaching out to potential attendees to setting up accommodations, meals and activities. In addition to how-advice, there’s a Reunion Resource Directory in back that lists destinations, attractions, hotels and service providers eager to host your group. Also check out ReunionTravelDirectory.com, where you can download a digital edition of Workbook and find more resource listings linked directly to their websites.

Happy reunion planning!

Publisher – Jeffrey Gayduk jeff@ptmgroups.com

Managing Editor – Randy Mink randy@ptmgroups.com

Contributing Editor – Edith Wagner Director, Design & Production – Robert Wyszkowski rob@ptmgroups.com

Reunions Workbook (ISSN 2155-7608) is published annually by Premier Tourism Marketing, Inc. 621 Plainfield Road, Suite 406, Willowbrook, IL 60527. This publication is distributed to reunion planners and may be ordered online or through groupuniversity.com. The regular subscription price is $9.95 per year.

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CONTENTS

Spaulding Family Reunion

First Decisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Jobs To Be Done . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Reunion Timetable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Choosing a Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Reunion Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Choosing a Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Site Inspection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Negotiating With Hotels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Contracting Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Fundraising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Keepsakes/Memorabilia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Reunion Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Reunion Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Reunion Activities/Games. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 A Focus On Kids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Formal Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 More Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Food: Sustaining Reunions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Preserving Your Reunion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Wrap Up & Evaluate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Reunion Resource Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 4 REUNIONS WORKBOOK •

621 Plainfield Road, Suite 406 Willowbrook, IL 60527 P 630.794.0696 • F 630.794.0652 info@ptmgroups.com www.ptmgroups.com

13 t h E d i t i o n

Premier Tourism Marketing, Inc. 621 Plainfield Rd., Suite 406 Willowbrook, IL 60527

A

publication

Copyright 2013. All rights reserved. Materials may not be reproduced in any form without written permission of the publisher.

©iStockphoto.com/kali9

OF

Editorial & Advertising Office

The publisher accepts unsolicited editorial matter, as well as advertising, but assumes no responsibility for statements made by advertisers or contributors. Every effort is made to ensure the accuracy of the information published, but the publisher makes no warranty that listings are free of error. The publisher is not responsible for the return of unsolicited photos, slides or manuscripts.

Randy Mink Managing Editor

TABLE

2013/13 th Edition

COVER CREDITS Tree Image: Bigstock/Andrew Barker; Additional Photos Clockwise From Top: ©iStockphoto.com/kali9, ©iStockphoto.com/kali9, ©iStockphoto.com/RonTech2000, ©iStockphoto.com/Tracy Whiteside, ©iStockphoto.com/Debstreasures, ©iStockphoto.com/kali9

©iStockphoto.com/kali9

FIRST DECISIONS

Is there a reunion in your future?

If so, you must be: K Devoted to your reunion group K Able to spend time on the project K Willing to take charge and ruffle feathers K Eager to do everything necessary to plan a successful event and keep smiling.

Don’t do it alone Someone must be in charge but all successful reunions need people to help before, during and after.

K Ask who else wants to have a reunion.

K Ask for help immediately.

K Build a team.

K Meet in person, by mail, phone, fax, email, facebook and now, skype!

K Share progress reports regularly.

K Class and military reunions often hire professional planners who are experienced with reunions.

Designate a leader K Choose an organizer/chairperson/leader/ coordinator (this may be you).

K Choose officers, committee chairs and members.

K Or form subgroups with representatives on a governing committee.

Develop a consensus for K Date(s) K Place K Activities/program K Theme K Budget 6 REUNIONS WORKBOOK •

13 t h E d i t i o n

IF YOU INCORPORATE While most reunions operate effectively without incorporating, some incorporate as non-profit organizations. If you want to incorporate, recruit an accountant or lawyer from your group to help. Anyone can file to incorporate but it takes expertise to master IRS requirements and to analyze restrictions involved.

Apply for Tax Identification Number (TIN) – needed to open a bank account in your reunion association’s name. The TIN is your identification number for IRS or other required government reports.

K Appoint a committee to draft bylaws.

K Develop a written statement of purpose and goals that generate enthusiasm.

K Plan election of officers. To ensure continuity, elect half the officers each year for two-year terms.

K Recruit reunion organizers. The best reunions are well organized and generate attendance and meaningful reunion programs.

K Hold a membership meeting at the reunion.

Meetings Use meetings at reunions to elect officers, determine dates and a place for your next gathering, and acknowledge members’ milestones and accomplishments.

Memberships Stress the importance of members being involved.

New people mean fresh ideas. People who work to implement reunion goals will continue to support them.

Avoid burnout by sharing the workload – and make it a lot more fun.

Free Family Reunion Planning Seminar Columbus October 2013 Call for details

A quirky, slightly off-beat destination perfect for your quirky, slightly off-beat family.

Being centrally located within 550 miles of half the U.S. population makes Columbus a perfect place to plan a reunion. And we’re here to help. Take advantage of our free planning services to set you up with the best hotels, the most unique local attractions and everything else you’ll need to make your next reunion one to remember. Find out more at experiencecolumbus.com/reunions or by calling 800-354-2657.

JOBS TO BE DONE WHO GETS THE JOB DONE? Reunions are best ruled by consensus. Equality and ownership are great group motivators. Every member owns a reunion equally.

Every member has a voice; those who choose not to use theirs make the choice to enjoy what others plan.

Like any major undertaking, it’s important to have a designated leader – who arbitrates final decisions, coordinates details and is always willing to go the extra mile. The leader can volunteer, or be elected or chosen by consensus. Never try to do everything alone.

Organizer/chairperson/angel/leader Must be willing to gather and nurture reunion members. Able to harness pesky details. Capable of comprehending and settling conflicts. Able to act on gut instinct. Diplomatic to a fault. Able to bear early costs such as long distance calls, printing, copying and postage. Loves hugs.

K Food. Plans, chooses and provides food, or works with a caterer or food and beverage professional.

K Program. Plans and coordinates reunion activities, registration.

K Scholarship. Sets rules and requirements. Reviews and judges applications. Plans and officiates at scholarship awards ceremony.

K Worship or Fellowship. Plans, presents rituals, ceremonies and memorials.

K Set-up/clean-up. Works very hard on Reunion Day.

Treasurer Collects and spends the reunion’s second greatest asset – its money. Makes and manages budget, keeps books, and pays bills.

May also handle reservations, registration and purchasing reunion keepsakes.

Secretary Takes and maintains meeting minutes. Develops and maintains member/mailing lists. May write and distribute invitations, newsletters, registration materials.

Program chairperson Must be creative.

Able to identify members’ talents, skills and desires. Able to plan and organize memorable activities involving participants of all ages.

Selects entertainment. May hire photographer.

Arranges set-up and clean-up.

Historian/genealogist/griot/story-teller Shares a passion for research and reveres the past.

Collects and archives group history. Displays family tree, historical wall charts, yearbooks, memory books, albums, historical documents, computer printouts, artifacts, and tells the story.

Committees Committees are crucial and add to the fun and ownership of reunion organizing.

Choose committee members of all ages for their expertise. For example, a chef might be in charge of food; teachers enhance the scholarship committee or program planning for kids.

K Accommodations. Selects site; makes reservations, site arrangements and welcomes members.

K Fundraising. Develops long-range fundraising projects. Plans and stages reunion day fundraisers.

K Transportation. Sends directions, maps, instructions, lists of accommodations and restaurants along the way, airport pickup schedules. Makes arrangements to move members during the reunion (hotel to picnic, tours, off-site entertainment).

8 REUNIONS WORKBOOK •

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Planning a group tour that will please the whole crowd has never been so easy. With the largest concentration of waterparks in the world alon g with exciting attractions and flexible accommodation s, Wisconsin Dells is one pla ce everyone can agree on.

MeetInTheDells.com | gro ups@wisdells.com | (800) 223-3557

REUNION TIMETABLE 18-24 months before…

K Determine interest K Talk to other reunion organizers K Attend a reunion organizing class, workshop, conference K Start mailing list K Form reunion committee(s); establish responsibilities and schedules K Contact convention and visitors (CVB) or tourism bureau K Set up website, facebook page, twitter account

This timetable is designed to work for all types of reunions – tailor it to your special needs.

K Inquire about FAM tours to scout locations, facilities K Consider hiring professional reunion planner K Keep records for everything K Develop budget and bookkeeping system

One year before…

K Set date(s) K Explore and choose location K Select and contract with facilities K Arrange for or hire entertainment, caterer, photographer, videographer, printer

K Send Save-the-Date cards, first mailer or reunion web site information. Include tentative plans, suggestions for tours, souvenirs, memory books, theme, approximate cost, memory book contributions, missing persons list

6-9 months before…

K Distribute order forms for souvenir t-shirts K Send second mailer: registration form, cost and updated list of missing persons, souvenir ordering information K Email announcement to media sources

K Meet with hotel staff, visit facility with committee K Reserve block of rooms K Begin souvenir directory/list of attendees/memory book K Choose theme K Schedule events and activities – program, speakers, awards ceremony, tours, entertainment, games for kids

5 months before…

K Contact and send mailing as people are found K Announce event to local media, elected officials

4 months before…

K Choose menus K Confirm reservations, entertainment, photographer, caterer

K Submit personalized souvenir order (t-shirts, mugs, caps) K Print projects (directory, memory book) in production

K Reserve rental equipment: tents, chairs, porta toilets K Select decorations, signs, banners

Six weeks before…

K Write checklist for reunion day tasks K Assign tasks to reunion day volunteers

K Complete directory/memory book; deliver to printer

Two weeks before…

K Purchase last-minute decorations and incidental supplies K Check with committee chairs to confirm plans, arrangements, progress

Several days before…

K Meet with facility managers and department heads to determine staff contacts for your reunion days

Reunion Day(s)…

K Reconfirm meeting, sleeping and eating accommodations K Review final checklist

K Juggle last-minute problems K Review final details with reunion committees

K Set up registration, rental equipment, displays, games K Juggle details: volunteers, food, photographer, games, tours, entertainment, talent show, ceremonies

K Decorate K Salute volunteers K Enjoy

Afterward…

K Write thank you notes to volunteers, hotel staff, caterers K Start planning your next reunion

K Reflect and evaluate – note what worked, what didn’t K Complete bookkeeping; settle accounts

10 R REUNIONS e u n i o n s Wo WORKBOOK rkbook •

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Let’s plan an

unforgettable reunion in Lake County, Illinois

Hi, I’m Kimberly.

I’m Lake County’s reunion specialist and I’m ready to help you create a memorable event. We’ll work together to customize an itinerary that lets you explore all the excitement of Lake County.

From entertaining attractions like Six Flags to our convenient, central location close to Chicago, there are so many reasons to choose Lake County for family friendly fun.

I’m ready to help. Email me at kimberly@lakecounty.org or visit LakeCountyReunions.com.

1-800-LAKE-NOW

CHOOSING A DATE Reunions require advance planning

How to choose a date

Choosing a first reunion date one to two years in advance will give everyone enough time to ask for vacation time and save money to attend. It gives you time to carefully choose a site and negotiate discounts and special amenities.

The most important aspect of choosing a date is to stick to your decision. If your group is larger than two, someone will always have a conflict. Consider setting dates two reunions in advance so people who are unable to attend this time can plan to be at the next one.

Poll your group to avoid conflicts Get consensus for several choices Coincide with holidays or milestones – birthdays, anniversary, graduation, retirement

Choosing time of year…season

How long?

An afternoon/evening One day A weekend A week Other____________________

R

How often? © 2013 Clipart.com

Summer when kids are on vacation Autumn when kids are in school Winter to ski or head south to seek the sun Spring to beat the winter doldrums Off-season to take advantage of lower prices Same date (date, weekend or month) each reunion Long holiday weekends: Memorial Day, Labor Day, Martin Luther King Birthday, Presidents Day, Thanksgiving

Annually Every two years

Choose a date and stick to it!

Every five years Other_______________

TIMING IS EVERYTHING An idea of what you need to order in the order it should be ordered.

1-2 years Reserve location (hotel, resort, cruise, condo, ranch...)

Newsletter, website, facebook page, and other continuing communication Save the date card Start to develop cookbooks, quilts, large collection projects

1 year Reserve picnic/camp site, tours Memory book/directory

8 months Personalized invitations

6 months Transportation (airline reservations)

4-6 months Order personalized keepsakes (t-shirts, caps, coffee mugs, etc.)

2-4 months Time is running out card

1-4 months Order food and beverages 12 REUNIONS WORKBOOK •

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REUNION BUDGET Reunion income

In-kind

Cash

(time, goods, services)

Reunion expenses Organizational expenses

Contributions/donations

$__________ $ __________

Fees, dues

$__________ $ __________

Keepsake, memento and Book sales

Bank fees Long distance/fax/email/web page Postage

$__________ $ __________

[number of mailings x number on list]

Corporate sponsor

$__________ $ __________

Printing Supplies

Tickets (meals, tours, activities) $__________ $ __________ Scholarships

$__________ $ __________

Door prizes*/awards

$__________ $ __________

Raffle/auction

$__________ $ __________

Volunteers

$__________ $ __________

Reunion finances

TOTAL $ __________

Set financial goals. For example, you may want to break even or profit just enough to pay next reunion startup costs. Some reunions have money-making goals such as scholarships, investments or group business enterprises.

Establish your budget. Make your best educated guesses. Don’t underestimate or you’ll find yourself with reunion bills and no way to pay them. Don’t forget to add taxes and gratuities. It would be wise to enlist an experienced budgeter to gather and assemble the pieces for the reunion budget puzzle.

Reunion costs range from free to lavish. Consider all potential expenses thoroughly. Add 10% to offset unexpected expenses; then save leftover funds for the next reunion.

Open a separate checking account to keep a permanent, legal record of reunion income and expenses.

Covering expenses When you’re just starting, you can’t be shy about asking for donations to help cover expenses.

Consider dues or fees with several membership “classes.” The lowest dues may cover essential administrative costs and a newsletter. Charge what most members can comfortably pay.

Don’t price membership out of reach of anyone on a fixed income. Membership classes can include individual, young adult, family, sustaining, donating and seniors. For family reunions consider a complimentary membership to any member over 70 who requests it. Publicly recognize sustaining and donating members to encourage other/more generous individuals.

Keep track of every nickel You may already use financial software that can be adapted for your reunion budget. If not, we find Quicken by Intuit to be inexpensive and easy to use. Its budget capacity allows you to track actual expenses and compare them to your budget. Quicken can generate those all-important income statements and final reports.

$ ____________ $ ____________ $ ____________

$ ____________ $ ____________ Subtotal $ ____________

Pre-reunion deposits

Hotel (at time of reservation) Caterer/meals (when you place your order) Keepsakes (when you submit your order) Tours (when you book the tour) Printing (when you submit the job) Pre-reunion expenses Printing

$ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________

[flyer, invitations, newsletter, program, directory, memory book]

Rentals Registration supplies and name badges Awards/certificates/prizes Picnic paper goods Decorations/banners/signs/memorials Displays Flowers Other (explain) Subtotal Reunion day(s) expenses Meals/food Beverages, bartender Entertainers/musicians Photo/videographer/DJ Clergy Tips and gratuities Taxes (fill in percentage for your location) Subtotal Post-reunion expenses Printing Postage Pictures, video tapes Other (explain)

$ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________

Subtotal $ ____________ TOTAL $ ____________

14 REUNIONS WORKBOOK •

13 t h E d i t i o n

Riverside, Southern California, is rejuvenating for reunions — including military and families — like never before. And your group will discover that the area’s $1.6 billion transformation is welcoming all over the place.

REUNITE IN A NEW ’SIDE OF Classic California

Plan your first-time, or best time, by visiting R IVERSIDECVB.COM | 888-748-7733

From the pedestrian-friendly Main Street Riverside to the $10 million renewal of the Riverside Auditorium & Events Center — blending historical 1920s charm with surprising contemporary comforts. It’s all within walking distance of over 600 downtown sleeping rooms, featuring the Mission Inn Hotel and Spa (a national historic landmark), plus restaurants, bars and six renowned museums.

Find out more about your reunion’s upside in Riverside.

And when you book through the Riverside Convention & Visitors Bureau, you’ll receive a FREE Professional Reunion Group Photo.

CHOOSING A LOCATION Destination decisions Convention and Visitors Bureaus help reunions Convention and Visitors Bureaus (CVB) are nonprofit organizations which represent cities or regions. Their services are often free. Just ask.

Narrow your destination choices. Then contact local CVBs found in this guide or on ReunionTravelDirectory.com. Most help obtain accommodation costs and other services based on your requirements.

Whether organizing a reunion for your own area or elsewhere, ask the CVB to help welcome guests. Also, explore hotel quotes for your reunion at grouptravel.hotelplanner.com.

Be prepared to share your reunion requirements.

Introduce the history and purpose of your reunion Dates (approximate, if exact dates are not known) Number and ages of members Budget range Number and type of rooms (approximate, if exact number is not known) Special needs (handicap access, no smoking space, special diets, recreational requirements)

Ask these questions

Inspection Can the CVB

About contacts

Is there a reunion or small meeting specialist on staff?

If yes, that’s who you want to work with.

About services Can the CVB help you get

Discounts and group rates (for housing, attractions, entertainment, transportation) Maps, brochures Mailing assistance Registration assistance (for large reunions) Official greetings (mayor, public officials) Name tags Banners Children/spouse programs Services for special needs Sightseeing tours Souvenirs, promotional giveaways, door prizes About competition Does the CVB represent

All hotels in the urban and suburban area CVB membership only Tours or transportation

Arrange a familiarization (FAM) tour or on-site inspection Provide a video tour Provide an inspection report if a reunion member is unable to personally inspect a facility Referrals If the reunion will use local suppliers, can the CVB provide referrals for Audio visual equipment Auto rental Buses Caterers Entertainment Florists Media Photographer/videographer Speakers Tours and special events

Talk to a Travel Agent or Tour Operator In our rush to book everything online, we have forgotten about the invaluable services travel agents and tour operators provide. It’s worthwhile if you're organizing complicated travel or taking a cruise. Many agents specialize in group or cruise travel and will not charge to book a cruise or tour package because they earn commissions. A good tour operator/travel agent can save you hours of research time learning about destinations, and negotiating discounts, special amenities, parties and meeting space.

16 REUNIONS WORKBOOK •

13 t h E d i t i o n

Banks Hill Outlaw Family Reunion

n bringing Discover a place that’s bee nce, well, forever. people together si

With miles of white sand beaches and tons of attractions, Panama City Beach isn’t just what everyone wants in a reunion destination … it’s a whole lot more.

visitpanamacitybeach.com | 800.PCBEACH (722.3224)

THE MOST EXTRAORDINARY FIVE MILES ON ANY ITINERARY. Give your next tour group more memories per gallon. Bring them to a place that makes eyes go wide and mouths grin ear to ear. A destination with more shows. More shopping.

More arts and crafts. More mountain views. And more down-home cooking. A city that offers a wide range of fun for anyone at any age. Welcome to a detour from the ordinary.

A rest stop from monotony. Welcome to The Land of More.

%#!+* +.#! +1./ċ +)ƫđƫāġĉĀĀġĂĉĆġĈĆĆĈ

CHOOSING A LOCATION REUNION SITE POSSIBILITIES

At or near your reunion

Home(s) Bed and breakfast Hotel Camp, RV Houseboat Church Inn College dormitory Park Condominiums Ranch or farm Conference center Resort Cruise ship Other _______________________ Considerations about the area

Climate Concurrent events (festivals, sporting events, concerts, conventions) Local taxes Number Singles _____ Doubles _____ King _____ Suites _____ Dormitories _____ Camp sites _____ Special considerations

Hospitality room(s) Kitchen(s) In-room TV, cable, VCR, coffee, refrigerator Direct-dial phones, fax, voice mail, email, high speed internet access, WiFi Shuttles: Airport Area attractions, casinos Shopping/antique malls Parking; cost ___________________ Other _________________________

Gratuities

Price range preferred

Economical ($ . to $ . ) Moderate ($ . to $ . ) Deluxe ($ . to $ . ) Combination (percentage of each) Other (list) __________________

Food and drink on-site

Included in price(s) Housekeeping Food service Other service staff

Number of rooms __________ Meeting room sizes ________________________ Banquet facilities Room set-up and cleaning charges Air conditioning Outdoor space Audiovisual equipment Sound system Physically accessible

Service quality

Clean Employee attitudes and friendliness Employee efficiency and attention concierge level ______________ ___________________________ Security

Transportation

Meals included; explain ________ Restaurants _________________ Hours ____________________ Price range(s) _______________ Room service Hours ____________________

18 REUNIONS WORKBOOK •

Meeting space needs

Amenities

13 t h E d i t i o n

Airport Charter motorcoaches Public transportation Rail Taxis Limousines & shuttles Rentals: cars, bicycles, horses Parking for cars Parking for motorcoaches

Photo Courtesy of Scott Romer

Accommodations

Mark your requirements and be certain each is available.

These choices will go a long way to making everyone happy.

Ball fields Shopping Beauty/barber shops Skiing Casinos Snorkeling, scuba Entertainment Swimming Golf Tennis Hiking Theme parks Historical sites Zoo Museums, galleries Other ____________ Restaurants

McAuley High School, Class of 1985

CHOOSING A LOCATION NEED A PICNIC SITE? Some reunions confine their enjoyment to weekend afternoon picnics, and many weekend-long reunions include a picnic in the mix of activities. Picnics require their own, separate logistics.

Explore and choose a site.

Contact governing authority (city, county, state) for permit.

Make deposit on time!

Popular sites have waiting lists of people who will rejoice if you miss your deposit date.

Amenities to consider Shelter or rent a tent Tables and benches Grills or fire pits Recreation: swimming, tennis, softball, volleyball, fishing, boating, hiking, golf, horseshoes, playground for kids

Parking Restrooms Running water Security

NEED A CAMPSITE? “Have tent, will travel” describes many reunions. If you camp in an RV or trailer, you’ll need a site. Camps owned privately and publicly offer an enormous range of facilities and services from primitive to luxurious. For a reunion, look for the following:

Summer Spring Autumn Winter Holidays Proximity

Beach City Historical area Mountains Primitive sites Shopping State or national park Theme parks Tourist area Accommodations

Tents Yours Theirs RVs/trailers Lodge, bunkhouse Hookups Water Electricity Site facilities

Covered sites/shelter Outhouses Toilets Showers Hot Not Tables and benches Barbecue/fire pits Campfire ring Food Trash pickup

Activities

Backpacking Boats Rental Launch Skiing Fishing Sports Tennis Volleyball Basketball Baseball Playground Hiking Woods Mountains Water Beach Fishing Pool Swimming Waterskiing

©iStockphoto.com/RonTech2000

Availability

Seideman Family Reunion

WANT TO CRUISE? Booking a cruise for your reunion offers many advantages and because the cost is all inclusive, accommodations, food and entertainment are all taken care of in one fare. A travel agent who specializes in group cruise travel will be invaluable to help you choose just the right ship for your group whether you want activities for kids or shows and gambling for adults for 3 days or a week and what ports of call you’ll visit. Join the growing number of reunions cruising!

REUNIONS WORKBOOK •

13 t h E d i t i o n 19

SITE INSPECTION

W

hen you’ve narrowed your list of locations to those that meet your physical requirements for sleeping rooms and meeting space, it’s time to make a site inspection. This checklist gives you a general idea of what to look for and questions to ask.

Be prepared. Show location staff you’re organized and know what you’re doing. Be a smart reunion buyer. Approach your inspection as though you want to buy the hotel!

Make copies of this checklist and take it with you.

Use it to evaluate and compare locations.

SITE INSPECTION CHECKLIST Things to observe about the site

How you’re treated by staff Appearance (interior and exterior) Overall cleanliness Condition of all rooms (sleeping, dining, meeting) Security and safety systems; fire exits, sprinkler systems in rooms

Philhower Family Reunion

Yes / No ____ /____ Are special rates or discounts available? ____ /____ Are reservation/registration systems automated? ____ /____ Does the hotel offer shuttle service?

Airport Area malls/attractions; cost $ ______________________________ ____ /____ Is 24-hour room service available? ____ /____ Is audio-visual support available; cost $ ______________________________ ____ /____ Can you bring your own liquor?

Is there a “corkage” fee?

Yes / No ____ /____ Do employees take pride in their work? ____ /____ Are employees cheerful and helpful? ____ /____ Is the hotel’s general decor pleasing? ____ /____ Is there sufficient, convenient parking? ____ /____ Is there access to public transportation? ____ /____ Are ice machines conveniently located and do they work properly?

Does the hotel offer

Bell service Fitness room Indoor/outdoor swimming pool In-house movies Safe deposit boxes

Don’t hesitate to be very thorough; ask to see the “back of the hotel,” the kitchen and engineering (power plant, heating and air conditioning units, etc.).

Ask for

A copy of their complimentary room policy A copy of menu selections for meal functions

©iStockphoto.com/Steve Debenport

What types of sleeping rooms are available?

Singles Doubles King-size beds Suites

20 REUNIONS WORKBOOK •

13 t h E d i t i o n

©iStockphoto.com/Beyaz Gazetesi

Bar/restaurant Barber/hair dresser Concierge Gift shop Recreation facilities

(

NEGOTIATING WITH HOTELS

O

Know the basics.

Get fair value in exchange for your reunion business, but be realistic. Careful negotiating helps hotels make a reasonable profit while you get the best and most cost-effective reunion. If you are confident, you and the hotel sales person both win.

Hotel sales persons negotiate every day.

It is their job to sell rooms, so they’re going to be better at it than you. Revenue from rooms is their primary source of income, followed by food and beverage sales.

KNOW YOUR STRENGTHS Reunion size The number of rooms you need is important, so be realistic. If this is your first reunion and you ask for 100 rooms, no one will believe you can actually fill 100 rooms. But if you have a history of consistently filling 100 rooms, you definitely have the hotel’s attention.

Keep records It is critical to supply documentation from past reunions. Demonstrate the economic impact of your reunion spending habits (rooms, food, beverages, meeting space and shopping patterns). It is favorable if you can make a large deposit and/or pay in full at check-out.

Sell the uniqueness of your reunion Sell your group. Stress the potential marketing value of your reunion. Even if all your members are from out of town, they can recommend places for other meetings.

Supply and demand prevail Ask hotels for dates and times when rates are lowest and business is needed. These are called low, off or soft periods. They vary from location to location and can occur more than once a year. If your dates are flexible, you may be able to save 50% or more off published rates.

22 REUNIONS WORKBOOK •

13 t h E d i t i o n

©iStockphoto.com/Heidi van der Westhuizen

rganizing a reunion requires negotiation and since negotiating is not part of our culture, it rarely comes easily. We tend to accept the price and pay or go elsewhere.

In this case, if you don’t negotiate, you could pay a stiff price with few, if any, extras. Prepare for the task and do your homework. Negotiating can be complex. If this is your first time negotiating, learn the facts to get the greatest value for your reunion dollars. Don’t negotiate with one hotel or one destination. The more hotels and destinations you can play off against each other, the better deal you can drive. If you are in a position to walk away, and the hotel knows it, they will be more apt to deal.

Let places know you’re shopping around Speak up If you really like one location but the price is out of your range, speak up. Tell the sales person you really like this hotel. Ask if they could work with you to make a fit. If they are genuinely interested, they will try hard to do it.

Ask for complimentary items Hotels can barter various services for free or reduced rates. Here’s a list of items that are open for negotiation: • Airport, downtown or mall transportation • Audio/visual equipment • Banners or navigational signs • Complimentary hospitality suite • Complimentary welcome or farewell reception • Complimentary breakfast • Early check-in/late check-out • Flowers, table or room decorations • Free or discounted recreational activities • Free meal or sleeping room as a door or raffle prize • Free parking • Free storage for supplies and materials shipped in advance • Free meeting room • Suite upgrade for regular price • Free room for designated number of reservations • Special menu items

Time to make the reservation Money-saving tips Make reservations six months to two years in advance. Book early for a number of reasons. First, your chosen date will be assured.

Second, you’ll probably be able to save money by locking in an early contract. Third, early alert will increase attendance.

Members will have more time to plan, save and anticipate.

(

CONTRACTING SPACE

GET IT IN WRITING You should receive a written contract at the end of negotiations. Review it very carefully. It spells out both parties’ responsibilities. It does not have to be written in fancy legalese, but you are bound by the terms, including any attrition clauses. Once signed, the contract becomes legally binding on both parties. Return the signed contract in person, by e-mail or by certified mail.

Billing

Deposit required _________ % or $__________________ Discounts for pre- or prompt-payment Master account Can separate bills be issued? Yes No Terms Deposit Bill Pay on departure Credit cards accepted MasterCard Visa American Express Discover

What the contract should include

A good contract ensures both you and the location will meet your obligations. Get everything in writing – from the smallest promised service to the type and number of rooms. Make sure total price is understood, and taxes or gratuities are clearly spelled out.

Ask questions if you don’t understand. Change items that do not agree with your notes.

Check the contract for the following:

Total number of rooms held for your reunion How long rooms will be held before being cancelled Types of rooms and beds Number of complimentary rooms Smoke-free rooms Meeting space Deposit requirements Cut-off dates Cancellation and attrition clauses Reservation instructions Check-in/out times and dates Taxes and gratuities Transportation Master accounts Services and equipment Handicap accessibility What happens if the hotel is overbooked List all extras negotiated Who handles deposits, confirmations and payment?

Chairperson for the reunion Each individual/couple/family How will payment be handled?

Cash; discounts for early payment?

Charge Deposit Balance REUNIONS WORKBOOK •

13 t h E d i t i o n 23

FUNDRAISING

F

undraising goals can defray reunion costs, provide money for members to attend or raise scholarship money for young members. Following are ways some reunions add to their coffers.

LONG-RANGE FUNDRAISING Many reunion groups do long-range, participatory, fundraising projects.

Quilts Quilts can be auctioned or raffled at the reunion.

Distribute quilt pieces eight to ten months or more in advance and collect to be sewn together.

Stress deadlines.

To collect quilt materials: Buy and prepare 6''x 6'' cotton squares.

Send with instructions (see below).

Emphasize and enforce deadlines.

Quilt Announcement We are making a (name of reunion) quilt.

Please decorate and submit a 6''x 6'' square of material suitable for a quilt. Decorations from young and old should highlight a (name of reunion) feat or legend. Encourage little ones to include masterpieces. Sign each piece. Send your square by (date) to (name and address). If you have questions, call Aunt _________ at (phone number).

Enclose a stamped, self-addressed envelope.

In about four months, send a motivational postcard. Emphasize deadline.

Stragglers may need phone calls.

Avoid disappointment. Include a date after which squares can no longer be accepted.

PUBLISHING PROJECTS Publishing involves many details and can be expensive. Your primary buyers are your own members so make sure they’re interested in publishing projects. Reunion books are best sellers only in your group.

Poll members to determine interest.

Collect orders or get an idea of how many you can sell before you incur the expense of printing and binding.

Cookbooks Cookbooks are a very popular reunion project. They are a challenge and should not be entered into lightly. Cookbooks can highlight family history, traditions and food specialities. Specialty cookbook companies can help you from conception to delivery.

Memory books Send every member instructions about what to write. Compile anecdotes, tales, childhood memories, special events, stories about ancestors or past reunions and pictures.

Family genealogy books In addition to family history, ask members to submit biographies and anecdotes, along with their place in history, to make foreparents come alive.

Reunion history books Reunion videos Oral history tapes Reproductions Reunion videos, oral history tapes, photos (new and restorations).

CORPORATE UNDERWRITING Some reunion groups have been successful at obtaining corporate support. You can solicit much more than just money.

Products and services can be just as valuable. Search for companies who are reunion-friendly. Enlist someone who can make an eloquent case for why a company or business should help your reunion and how your reunion might help the company.

Promise to advertise your benefactor and prove it. Thank you notes are essential for all considerations.

Be a reunion your benefactor can be proud of.

Invite them.

Honor them.

Lavish them with praise.

PRE- OR BETWEEN-REUNION FUNDRAISING Consider some of these possibilities. Negotiate group ticket and food prices. Mark up the price, sell tickets and add the difference to your reunion account.

Theater party; transportation (bus), meals and tickets Style show; location, meal/brunch/dessert, tickets

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68-69 HHC 3rd Brigade 9th Infantry Division Vietnam Reunion

Progressive meal or party; paid for by hosts, tickets Casino night; rent a hall and equipment, dealers volunteer Tours; transportation (bus), meals and tickets Runs, walks and rides; establish goals and guidelines, promote event, collect pledges, set route and go Bake sale, plant sale, car wash, rummage sale.

KEEPSAKES/MEMORABILIA Personalizing your reunion

© 2013 Clipart.com

What will you choose as your reunion keepsake?

What you buy is a matter of individual choice, taste and wallet size. Endless possibilities and varieties await your exploration. Collect at least a deposit from members in advance, unless you intend keepsakes to be your personal gift to the group.

Personalized items always require extra time. Submit orders early. Do your homework. Take and make orders well in advance of when you need items. More than one group has had to make a legend out of telling the story of poor proofreading.

Proofread every step of the way. Give your supplier time, so you have time for the very last pre-press proofreading.

Allow one to two months for production at the published price. When you delay, your costs skyrocket for rush orders or overnight shipping.

Choosing what to buy Choose something meaningful to your group. Make it functional, good quality, affordable and something they’ll hold onto.

T-shirts Caps Mugs Key Chains Paperweights Tote-bags Other__________ Ask committee members for product and supplier suggestions.

Collect and carefully review catalogs and web pages or, better yet, find a supplier you can visit to see and make selections.

Or find something entirely new and absolutely unique to your reunion.

Design considerations Most keepsake companies offer some design services from supplying letters to creating an original design or logo. Some services are free; be sure to ask. These are some of your choices.

Use your reunion name, logo, crest or emblem.

Solicit a design or logo from members or have a contest.

Encourage children. Your best design may come from one of them. It’s a great honor for a budding young talent.

Make your own design.

Buy a design from an artist or design professional.

Use your supplier’s art department.

Keepsakes/Memorabilia continued on next page

Reunions Create Memories That Last A Lifetime

Today it’s easier than ever to share and preserve those memories with the new PhotoVision App Available for both iPhone and Android smartphones

Using a smartphone and our PhotoVision app everyone at the reunion can easily share their photos with the entire group in a password protected website. After the reunion, we will create a stunning video using these precious photos. It can be shared on phones, tablets, or computers. A keepsake DVD is provided to the group leader and is available for purchase. For pricing information and details, go to www.photovision.com or call 1-888-533-7637. PhotoVision, creating memory keepsakes for families since 1997.

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KEEPSAKES/MEMORABILIA Choosing a keepsake supplier After you’ve explored web sites, perused catalogs and narrowed your choice of vendors, call, fax or e-mail each for answers to your remaining questions before making your decision. Read suppliers’ ordering instructions very carefully.

Questions to ask (date)?

Can vendors send samples?

How far in advance must we order for delivery by What are your price breaks for large orders?

What are the art or illustration requirements?

Can vendors provide design services? at what cost?

Are these included or priced extra?

Design Extra colors Printing plate Shipping Important considerations Proofread all keepsake art very, very carefully.

Assign several people proofreading responsibility.

Once your personalized keepsake is in production, there is no turning back.

Hanlon Family Reunion

Submit only perfect camera-ready artwork. Do not staple, tape, photocopy or fax. Most vendors accept computer art via email.

You can select standard ink colors from most printers but they can rarely guarantee to match nonstandard colors because they will differ depending on the material (shirt, cap, mug, frisbee).

Separate artwork must be provided for each ink, if you’re using more than one color.

Keepsakes/Memorabilia continued on next page

KEEPSAKES/MEMORABILIA PRICING YOUR KEEPSAKES Include all charges to price items carefully before you announce the cost. Cost of item should include:

Pre-production cost Catalog cost per piece x # ordered Cost of artwork

$___________ $___________

Production cost Set-up Additional colors Customization charges Taxes Total production cost

$___________ $___________ $___________ $___________ $___________

Shipping cost Packaging materials Postage

$___________ $___________

How to pay for keepsakes Pre-reunion orders Everyone pays individually, in advance.

Include in reunion price/fee Guess how many and what sizes you’ll need, take your chances and pray they’ll all sell at the reunion.

Distribution At the reunion in registration packet or unveil at a special ceremony Send to members before the reunion (add cost of postage and shipping) Send to members after the reunion, which may be necessary if you don’t order in time. (add cost of postage and shipping)

To determine individual costs, divide total production cost by the number of pieces.

Your cost per piece = total production cost ÷ # of orders + shipping cost. © 2013 Clipart.com

ON-SITE AT THE REUNION Sales Items can be sold at, before, or between reunions to keep cash flowing. Suggest people buy reunion items as gifts. Be sure to include packing and postage in your price for items to be shipped. Offer discounts for large orders.

Personalized keepsakes, mementos, souvenirs, t-shirts, caps, mugs, pens, pencils, novelties Memory books, cookbooks, directories Photos, videos, audio tapes group, individual, families, couples, branches or small groups Raffles & auctions Plan ahead. Notify members ahead, if you want to raise money with raffles or auctions. Limit games of chance to your reunion or check with your local or State Department of Revenue to ascertain whether there are any regulations you should be aware of.

Ask members to donate items for sale.

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Simeroth Family Reunion fundraising basket.

Memorabilia, heirlooms, keepsakes Crafts or sewing Gifts of fresh seasonal produce, special homemade preserves, sauces Homemade baked goodies and candies Samples from members who manufacture or distribute goods or services

DeSoto County, Mississippi is the perfect place to hold your reunion.

For more information, call 662-393-8770 or visit SoDeSoto.com.

Charming B+B’s

Reunion Facilities

Golf

Shopping

In Northwest Mississippi, minutes from Memphis and Tunica.

With 36 hotels, 7 B+B’s, 250+ restaurants and lots of fun activities, a great reunion is just a phone call away.

INTRIGUING!

DeSoto County, Mississippi H E R N A N D O · H O R N L A K E · OLIVE BRANCH · SOUTHAVEN · WALLS

¨

COMMUNICATION

GETTING ORGANIZED

Ask everyone to help search

Records

Searching is an ongoing process often delegated to your most curious and detail-oriented members. Genealogists and family historians are notorious for starting family reunions and they never stop searching.

Technology is exciting, constantly changing and makes searching easier. Websites and national phone directories provide instant access to many databases that put endless information at your finger tips.

Rely on members to find others. There is often one person who stays in touch more than anyone else: a genealogist, historian, classmate, aunt or uncle who has kept careful records about everyone. Ask that person to help. Ask the oldest family members for leads. Ask everyone to submit lists. Remove duplicates as they occur.

Some reunion records are still kept on index cards.

Computer databases can be easily adapted to keep necessary reunion member information, or buy software designed for reunions.

Make one card, record or entry for each person, couple or family.

Include name, address, phone, email address and other numbers.

Set up database to sort; by zip code for mailing; by last name for a directory; by city, age, interests.

Be persistent Once your reunion becomes a tradition, it should be each person’s responsibility to make sure his or her information is up-to-date.

Ask for help to fill in details on the list.

Ask to help search for members.

Use social media to locate out-of-touch members.

HOW TO STAY IN TOUCH There will be no reunion until you announce it.

Websites/Facebook, Twitter, Google Many reunions have turned to websites and social media to announce and report changes and progress, as well as post photos.

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McNair-Brazil-Scott Family Reunion

How often should you communicate?

A note in your Christmas card or a postcard sent in plenty of time to make reservations might be sufficient for some. A series of letters, e-blasts and newsletters build momentum, share planning progress, keep members informed and updated, generate enthusiasm and increase attendance, but make sure every communications piece has an “action item.”

Budget for staying in touch If staying in touch is your responsibility, count on donating your time and creativity to the cause. Costs include printing, postage, phone, fax or web hosting.

©iStockphoto.com/Juanmonino

All reunion communications should include date(s), time(s), location(s) and contact information. As you learn more, include information about fees, payment/cancellation/ refund, map and party instructions (theme, things to bring).

Letters/email No one minds photocopied letters.

Newsletters/eblasts Newsletters are popular for reunion communication.

Everyone submits news. Keep a schedule. When your members look forward to reunion news, they learn to respect your deadlines.

Postcards Postcards are an easy, graphic and inexpensive way to communicate. Print a bunch for follow-up. Pre-printed postcards that announce “Save the Date” and remind that “Time is running out” are inexpensive to produce.

Phone/fax Share phoning and follow-up responsibility with committee members. Use a phone tree where volunteers agree to call and notify a list of others until everyone is called.

A good division of labor is to have one person from each generation/branch/class/unit/group take responsibility to notify others in their “line.”

Reunite on

Chicago’s North Shore Bordering Chicago along Lake Michigan, Chicago’s North Shore is the perfect location where the scenery of the North Shore and the amenities of the City of Chicago meet. We will work within your budget needs to arrange every aspect of your special event.

For personalized assistance and to make reservations, contact us today.

Caryn Shulman 847.763.0011 Ext. 25 · cshulman@cnscvb.com

www.visitchicagonorthshore.com

INVITATIONS

WHO DO YOU INVITE

settled in Hometown, USA. That could be thousands by now.

Family reunions are often three generations (parents, children, grandchildren) or cousins who grew up together but have scattered around the world, or anyone with the same first or last name or…your own definition.

How to communicate

© 2013 Clipart.com

Everyone!!!

Don’t worry whether feuding cousins or black sheep will come. Let them decide. Eccentric members always entertain and give everyone something to talk about.

If yours is a class or military reunion, your invitation goes to all known members. Finding them may be your challenge.

Members of family reunions can be endless combinations, often something like descendents of David and Angela Cabrol who emigrated from Germany in the 1800s and

There are many choices for ways to communicate.

Do regular email or snail mail updates. Mailings (letters, fliers, postcards, newsletters) get most people’s attention.

Some live on, posted on refrigerators. Email goes a long way to reduce reunion costs. Email can be used for surveys, announcements, recruitment (volunteers, donations) and registration.

Reunion websites and Facebook pages provide another level of communication and community. Post information before and summaries and pictures after your reunion.

Word-of-mouth is powerful

Ask members to talk up your reunion. Encourage each other to respond – to stay in touch.

Final pre-reunion mailing Your last correspondence before the reunion should include: Final deadlines Costs or fees Final details Accommodation information Program or schedule Map, directions and instructions

INVITATIONS

Publicity

If you are searching for members or simply want the world to know about your reunion – publicize it.

Send a notice – invitation – to local or specialty newspapers and associations.

Invitations can include

Keepsake orders, accommodation instructions, meal choices, directions, maps, special requests and events (tours, parties, auction, raffle).

One of your greatest challenges will be getting members to respond to your communications. Always include deadlines and stick to them.

If you can afford it, enclose a self-addressed, stamped envelope.

Follow up regularly to achieve response.

If your members respond instantly, skip this! If not, offer incentives for responding early. Set two deadline dates and for the earlier offer A 5% discount 1st in line for buffets Something free or discounted Celebrate the first response as one of your awards: “…and again this year for the 60th consecutive reunion, Auntie Kirsten got her reservation in before anyone else!”

If you’re lucky, you’ll have a many-way tie.

Invitation goals are to encourage

Registration Anticipation Interest

Participation Attendance

R

Invitation essentials answer

Rain or shine!

Say it or have a rain date

What?

When? (time, day, date and rain date) Where?

Cost?

Include deadlines and an RSVP in mailings Deadline(s) RSVP

R

The invitation publicizes

Dates, details, prices Accommodations Special reunion events

Themes, contests Special guests Programs, activities and worship services

For each mailing you should count Paper Printing Envelope Labels (material + printing) Postage

x x x x x

(#) = $ ________ (#) = ________ (#) = ________ (#) = ________ (#) = ________ Total $ ________

Everyone has a different concept of fun. That’s why Fairfax County is the perfect destination for your family reunion.

Our proximity to Washington, DC, George Washington’s Mount Vernon, and other historical sites will excite some folks. The Smithsonian’s National Air and Space Museum will inspire others. The Wolf Trap National Park for the Performing Arts will get music lovers jazzed. And for the kids, we have everything from magnificent waterfalls to exciting water parks. Combine all that with hotel and restaurant options to fit any budget and you’ve got a destination sure to generate high praise.

Let us help you plan your next reunion.

Simply visit FXVA.com Or call 703-790-0643 REUNIONS WORKBOOK •

13 t h E d i t i o n 33

REUNION TRAVEL If members are flying

If members are chartering a motorcoach

What are the nearest airports?

Are connections good for all members?

Investigate special group fares or charter flights.

Is shuttle service available? (free? cost?)

Use sites like busrates.com and busbank.com Determine interest Figure out the minimum number needed to break even.

Is there coach parking at hotels, attractions and parks?

Will coach provide transportation throughout reunion?

Before you charter, investigate the company’s DOT safety rating

If members are arriving by train or bus What is the nearest stop/station?

Are there convenient connections to arrive close to the reunion destination?

Does the hotel have a shuttle?(free? cost?)

If members are driving Provide maps and directions How far must they travel?

How long will it take?

Are there construction or heavy traffic considerations?

What does parking cost?

Rogers Family Reunion

REUNION ACTIVITIES WHAT TO DO WHEN YOU GET THERE These are activities to plan ahead and organize for reunion day. If yours is a large reunion or you have many activities planned and if your reunion will last several

SAMPLE ACTIVITY PROGRAM Friday NOON - 9:00 PM • Registration 7:00 PM • OPENING RECEPTION

The first activity sets the tone for your reunion.

Make it festive. Involve everyone.

MEET and GREET Icebreakers Use icebreakers to introduce, reintroduce or integrate; include a treasure hunt, reunion trivia or bingo.

Saturday

days, consider a printed program. Make it a memento. Activity or program times, places and requirements should be printed chronologically.

Games

Board games help develop intergenerational camaraderie.

For win-win activities see books about non-competitive games.

Round Robin introductions Self-introductions – everyone tells something about him/herself, something special or unique that’s happened since the last reunion, a milestone, success or triumph.

Tell a story Ask a story teller/griot to tell about the group’s history, or about an era or special anecdotes and remembrances.

Picnic (continued)

8:00 AM • Registration 8:30 AM • Breakfast 10:00 AM There should be activities for everyone.

Tournaments and competitions

Food; potluck, catered Plan lots of games (and prizes) for kids 1:00 PM to 5:00 PM Tours

Make your group history come alive.

Teams can be made up by generation or mixed Family homestead or farm generations of people from scattered places so Battlefield where elders or ancestors fought playing together creates a special bond.

Schools elders attended Inclement weather activities Monuments, memorials, plaques that honor Leave no room for doubt if your reunion day is wet. ancestors or members of your reunion group If you said “rain or shine,” mean it and be prepared.

Significant churches, cemeteries Or include a rain date in all prior communications.

Accompany all tours with personalized stories. Drive by Noon Lunch grandma’s house, school, church and landmarks.

Everyone on their own or an “event,” covered dish, Show off favorite museum(s), galleries, parks, zoo, exhibits, pizza party, trail lunch, tailgate party, beach picnic. festivals and attractions. Ask for group rates.

Picnic If you’re hosting reunion guests and the tour is of your town, A picnic gets everyone outdoors and is an opportunity celebrate all the reasons you love where you live. for kids to let off steam and expend lots of energy.

Select a site with amenities suitable for your group 7:00 PM Banquet and dancing • auction • raffle • talent show Reserve site (check local regulations) Worship service

Sunday Worship or memorial service

Remembrances are an important focus for most reunions. These are opportunities to respect and honor ancestors, classmates or fallen comrades and to celebrate special relationships.

Services can be held at The host’s church/synagogue/mosque At the reunion site with host’s clergyperson A special outdoor place or site important to your reunion group A cemetery A hotel meeting room

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If it’s in a church, ask the person presiding to recognize your reunion group. Offer to participate in the service by reading or serving at the altar. Use the service to make special dedications, donations or recognition. If your reunion has an anthem or special song, ask to sing it.

Memorial service A memorial service may be simple or complex. The ceremony may include a bagpiper, band, honor guard, guidon bearers or a simple wreath-laying with a prayer. Consider an evening candlelight service. Most importantly, honor memories of family, friend or comradeship.

Plan a dignified remembrance.

Retrace your reunion’s events and activities.

Choose songs or read excerpts from letters, diaries or histories.

REUNION ACTIVITIES CONTINUOUS ACTIVITIES PLACE In a reception area, commons, hospitality room ACTIVITIES DISPLAYS

Photos – a collection from everyone Collect, sort, label and mount pictures of ancestors, history, triumphs, successes, victories.

Establish a mystery photo area to display pictures you can’t identify – ask everyone to help.

Reunion memorabilia, heirlooms, artifacts Family tree Time capsule

Videos/slides/movies/DVDs Include subjects of mutual interest – past reunions, special events (mini-reunions, weddings, graduations, baptisms).

Schedule showings for rainy weather or evenings, or as background in a hospitality room or reception.

Reunion histories Collect oral or video histories. Encourage kids to be interviewers, photographers, videographers.

Williams Family Reunion

GAMES

Races Egg Carry Sack Race Three-legged Race Team sports Basketball Bowling Dodgeball Football Softball Kickball Volleyball Wiffleball Soccer

Individual sports Croquet Frisbee Golf Horseshoes Swimming Tennis After dark Flashlight Tag Kick the Can Stargazing Water games Bob for Apples Dive for Pennies Tag Volleyball Water Basketball Board games Backgammon Checkers Chess Clue Cranium Life Monopoly Pictionary Scrabble Trivial Pursuit TV board games Jeopardy Wheel of Fortune Who Wants to be a Millionaire?

Card games Blackjack Bridge Canasta Cribbage Gin Rummy Go Fish Hearts Old Maid Poker Solitair UNO War Genealogy/ history games Ancestors & Questions Generations Life Stories Reminiscing Table Talk The Ungame In a category by itself Bingo In a class by themselves Crossword puzzles Dominoes Jenga Limbo Mancala Yahtzee Events Concerts Festivals Rodeo County/State Fairs

©iStockphoto.com/ArtisticCaptures

Games reunions play Capture the Flag Charades Duck, Duck, Goose Find the Leader Follow the Leader Hopscotch Hot Potato Jump Rope/Double Dutch London Bridge Mother, May I? Pin the Tail on the Donkey Red Light, Green Light Red Rover Ring around the Rosy Ring Toss Scavenger Hunt Simon Says Steel the Bacon Tag (Freeze Tag) Treasure Hunt Tug of War Water Balloons Wolf & Sheep

REUNIONS WORKBOOK • Family 13 t h Reunion E d i t i o n 37 Seidemann

$

A FOCUS ON KIDS

lan activities for kids, suitable to all ages present. Your goal is to keep kids happy, interested, P busy, involved and interacting with cousins, family and friends. Include everyone. Emphasize non-competitive play and games.

Facepainting and temporary tattoos History fashion show Ask families to bring clothes from other eras – dresses, hats, shoes, old jewelry. Add makeup for fun.

Magician Sports Swimming, horseback riding, tennis, football, softball, volleyball and soccer tournaments Hiking, spelunking, exploring, discovering…

Nap area for babies and toddlers

Make and fly kites Contests and races (prizes for everyone) Tug of war, three-legged race, water balloon toss, sack race, egg toss, limbo Arts and crafts Establish reunion colors. Have lots of paints, crayons, fingerpaints. Decorate rocks; press leaves and flowers; color family tree or crest. Make lanyard, yarn or string friendship bracelets/anklets.

Make reunion scrapbooks Make a reunion quilt

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©iStockphoto.com/ArtisticCaptures

Piñata

FORMAL MEETINGS REUNION MEETING

Recognition, kudos and accolades

Incorporated reunion groups must hold an official, annual corporate meeting. But all reunions need a time to conduct reunion business.

Celebrating members can be a feature of the reunion meeting or other event such as a welcome reception, banquet or dance.

Recognize the person who came farthest, the oldest, youngest and ones with the most children or grandchildren; person with least hair, tallest, shortest; person who changed most, changed least; longest married, most recent parents, newest grandparents; most eligible single persons, first person to make reservations … and any awards traditional to your reunion.

Essential meeting business

Elect officers and committees.

This is also a good time to recruit organizing help and suggestions for your next reunion.

Treasurer’s report Set next reunion date.

Agree on next reunion place or choices for site selection committee to investigate.

Optional agenda items

Enter milestones and changes in a reunion history book – births, graduations, weddings, deaths.

Make announcements of triumphs, achievements, graduations, weddings, births, promotions, retirements.

Instruct, announce or collect __ squares for quilts __ recipes for a cookbook __ keepsakes or treasures for display

Room

2

Farewell

Sunday is often the day when tearful farewells prevail.

Some reunions end after brunch, some after lunch and some go on through an afternoon picnic.

When the inevitable parting time arrives, end with a circle, a moment of silent reflection or prayer for everyone’s safe trip home and return to the next reunion.

R

Color-code your reunion. Designate a color for each branch of your family.

Use the color for leaves on your family tree, name tags and t-shirts.

2 play

room suites. Free breakfast.

With its spacious two-room suites, sparkling pool, Free Signature Breakfast Buffet, complimentary parking, and all just 1.5 miles from Walt Disney World® Resorts, Buena Vista Suites is the perfect place for your group to stay and play in Orlando.

www.buenavistasuites.com 1-800-537-7737

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13 t h E d i t i o n 39

THEMES REUNION THEMES Theme parties require planning and advance notice for members to come prepared. Consider these ideas: Ethnic An ethnic theme is fun and an important source of education and pride. Ask your historian for suggestions and information. Include costumes, music, dancing, food and re-enactments. If your group originated from many ethnicities, acknowledge the diversity, celebrate them all.

American history relived Revolutionary era; Old West, cowboys – a party around a campfire, read cowboy poetry, square dance, sing. Stage re-enactments or have someone teach Western dancing.

Eras Gay (18)90s; Roaring (19)20s – dress like flappers, teach the Charleston; Big Band ’40s – stage a canteen dance, teach jitterbug; Rock-abilly ’50s; ’60s Hippies and Flower Children; ’70s Disco.

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Celebrate events Kentucky Derby; Oscars/Emmys – fashion your awards ceremony like really lavish affairs; World Series; Olympics – make your tournament a group Olympics; Super Bowl; Space Odyssey – ask everyone who remembers to tell about when they saw the first person walk on the moon; Mardi Gras.

Crazy costumes Outrageous ties, crazy sweaters, silly socks, denim and diamonds, vintage from different eras.

Miscellaneous Hawaiian luau – encourage costumes, hand out paper leis, build palm trees, spread a little sand, sing Hawaiian songs; French bistro; regatta; pirates; tropical paradise; Cajun; Caribbean; beach; casino night; murder mystery; dance party; fiesta; and any other theme you can think of from movies or TV (Sesame Street, Star Trek, This is Your Life).

Surprises Christmas in July; beach in December.

© 2013 Clipart.com

MORE ACTIVITIES

Wilson Family Reunion

Activities K Feature home-grown talent

Encourage members to showcase special talents; classical trio for a reception; soloists for after-dinner entertainment; skits, dancing, a comedian or karaoke.

K Your reunion theater Ask a talented group member or hire an actor to portray a “founding parent,” group leader or legend.

Ask members to write, script and perform family history events. Great activity for kids and young adults.

K Speakers Ask an elder or genealogist to speak about family or group history, genealogy; hire motivational speaker.

K Storytelling Encourage parents, grandparents and other favorite relatives to tell stories or contact the National Association of Storytellers.

K Movies Show old time silent films and ask someone to narrate.

Select favorites from then and now. Have an intergenerational talk about movies – with people who’ve witnessed the history of film.

K Videos or slide shows Show family videos, past reunions, travelogs. Rent videos.

K Workshops Workshops about family health history, investing and money management, scrapbooking, parenting, political action. Ask members who are experts or invite experts.

K Lessons Ask members to share their expertise at cooking, baking, golf, rollerblading, kite flying, fishing.

K Quiz show Pick a favorite quiz show and re-enact it with members as contestants. Make questions about your group. Attend a show, if you’re in the neighborhood.

K Predict the future Ask a psychic, tarot card or palm reader to entertain with predictions of a fabulous reunion and future.

K Life achievement celebration Honor rites of passage and achievements: graduates, newlyweds, new babies, promotions, retirements. These can be incorporated into memorial or religious services. Ethnic celebrations, e.g., African American families incorporate Kwaanza principles to strengthen family celebrations.

K Teach dances Hire or draft someone to teach new steps: line or swing dancing, macarena, hip hop. Get everyone involved. Have the young teach older members the latest dance steps and older members teach the waltz, swing, bunny hop or Charleston.

K Disc jockey Be sure he/she has a wide variety of music from swing to Top 40 (or whatever the number is now!).

K Break out in song Form a reunion musical group or choir to rehearse at the reunion and perform at a function or in church on Sunday.

K Magic show Use home-grown or hire talent. Teach kids to do magic!

K Mystery night Hire a theatre troupe to perform or ask members to stage a reunion mystery.

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FOOD: SUSTAINING REUNIONS ood is a focal and memorable feature of all reunions.

Reunion meals range from potluck picnics to formal F banquets. Each meal requires careful planning whether the organizer is the cook, everybody chips in or all meals are catered. Reunion events where guests eat and drink might include a welcome reception, breakfast meeting, working lunch, luncheon for spouses, memorial brunch, coffee/refreshment breaks, dinner dance and awards banquet, and, of course, a picnic.

General considerations for meal planning

K Consider special diets for health or religious reasons.

K Mealtime must accommodate all generations.

K If there are several generations, should adults and children sit together or separately?

K Handicap access and ease – closest to the rest room, end spot for wheelchairs, highchairs and boosters.

FOR SOME GROUPS, COOKING IS THE ACTIVITY. There should be a head cook, “chef” or designated person-in-charge who makes menus, delegates assignments, gathers ingredients and keeps preparation on time and on track. The bustle and camaraderie of a large group cooking together can add to the fun.

Assign non-cooks to kitchen patrol.

How to pay for food

If the reunion lasts for several days, many variations are possible.

K Everyone pay as you go K All meals included in price of reunion or facility cost K Some meals included in reunion cost, others on their own Pricing meals

Price items carefully before you announce your reunion cost.

Unless you have a benefactor, pass all charges on to your members. Include all the following in the cost.

Cost per plate x number expected = $ _____________ Rentals (tent, dishes, flatware, tables, chairs) $ _____________ Decorations $ _____________ Set up cost $ _____________ Taxes $ _____________ Gratuities $ _____________ Insurance $ _____________ Total $ _____________ To determine individual costs, divide total by number expected.

Time to pay – if food is part of cost

It is easiest if guests pay when they send in reservations. Ask hotel sales manager how to handle no-shows. Announce in advance that last-minute nonpaying guests may not be accommodated.

Where will meals be served?

K At home K At a church, synagogue, mosque K At a restaurant K Banquet room at a hotel K At a special venue; museum, botanical garden, zoo Does venue require a designated caterer?

K In a park

Jones-Williams-Scott and Quinn Family Reunion

Seating

K At random K A head/speaker table K Placecards Identify families or subgroups by color or border design.

K Assigned by subgroup: squadron, school year, generation Will the meal be followed by…

K A program K Music K Dancing

CATERING SERVICES… Caterers can help with many details in addition to food. Most can recommend places and provide supplies and rentals.

The caterer will need to know

How many people will be served? ____ K Number of adults _____ K Number of children ____ Will the meal be…

K Formal K Informal 42 REUNIONS WORKBOOK •

13 t h E d i t i o n

Will caterer…

K Deliver, set up, serve, clean up?

Make provision for leftovers.

K Include flatware, dishes, tablecloths and centerpieces?

K Deliver food without set-up and service?

K Provide food for you to pick up?

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Serving breakfast, lunch and dinner

Reservations made easy.

Visit www.buffet.com/leisuregroup E-Mail: groupsales@buffetsinc.com Phone: 800-753-8207

© 2011 Buffets, Inc.

Variety of Choices

Fresh Salad Sensations

FOOD: SUSTAINING REUNIONS *Cost per person or per adult and per child $________ x number of people ________ = $_________

K Friday evening: Reception hors d’oeuvres, open bar, soft drinks *Cost per person or per adult and per child $________ x number of people ________ = $_________

K Saturday morning: Breakfast in hotel cafe or buffet; everyone pays their own *Cost per person or per adult and per child $________ x number of people ________ = $_________

K Saturday lunch: Box lunches furnished for a bus tour *Cost per person or per adult and per child $________ x number of people ________ = $_________

LET THE HOTEL DO THE COOKING Good communication with the hotel’s catering and beverage manager and staff ensures their devotion to your reunion. They can save you from costly mistakes and make you a winner.

Costs, menu choice, number of courses and service type (buffet, sit-down) are all important.

K Communicate early with catering and beverage managers.

They know current trends – what works and what doesn’t.

K Inform them about your group and its budget.

It also helps if you know members’ likes and dislikes.

K Ask about alcohol regulations.

K Saturday evening: Adults – open bar, banquet, dancing Kids – early pizza party followed by a movie and snacks *Cost per person or per adult and per child $________ x number of people ________ = $_________

K Sunday morning: Brunch buffet *Cost per person or per adult and per child $________ x number of people ________ = $_________

K Sunday picnic Can be potluck or catered *Final cost includes tax, gratuity, set-up cost, room rental and decorations.

Each food and beverage function requires

K A count guarantee 48 hours before the event

POTLUCK PICNIC You’ll need…

K A designated space K Someone in charge K In case of inclement weather, a shelter or an alternative site K A menu – ensure all food groups and group favorites are included K Members who volunteer or are assigned to bring food, beverages Encourage cooks to bring special favorites. Ask them to bring copies of recipes, then organize a recipe exchange.

K Volunteers for K Set up K Service K Clean up K Ways to keep food and beverages hot or cold K Grills, if not provided K Ice, water K Paper goods: plates, napkins, cups, plastic flatware and glasses K Tablecovers K Rentals – tables, chairs, tent, porta toilets

Other considerations

K If you have a theme, should there be a corresponding menu?

K Decorations K Music K Beverage set-up What local regulations apply?

Can you supply your own liquor, beer and wine?

Is there a corkage fee?

K Seating arrangements K Cost

PLANNING A REUNION BANQUET Set schedule for the banquet K Banquet only K Gathering time before food is served K Awards banquet K Service and meal time K Dinner/dance K Speaker(s) schedule K Buffet style K Entertainment time(s) K Sit-down Ask about the waiter-to-table ratio, which affects service speed.

Type of bar setup K Hors d’oeuvres only K Open K Dessert only K Cash K Tickets 44 REUNIONS WORKBOOK •

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©iStockphoto.com/AdShooter

Choose and sample the menu before the reunion to avoid surprises. Many establishments offer a choice of entrees; if guests must choose main dish ahead of time, include the information on your registration.

π

PRESERVING YOUR REUNION

here are many ways to document reunions. New technology T for preserving reunions makes us wish there’d been something like this to record our grandparents’ get-togethers.

Now you must preserve reunions for your grandchildren using myriad tools available. Involve children and teenagers.

Purposes for recording your reunion

K As a keepsake K To preserve history K As a fundraiser to sell to members Formats to consider

K Audio tape Audio tapes combined with photos create an excellent family history account. Any tape recorder will do. A good microphone, however, is essential. The best kind for recording individuals is a small lavalier microphone clipped to a shirt or dress. If you are interviewing more than one person, a hand-held microphone can be passed to achieve clear sound. Make sure the microphone is aimed toward the speaker’s mouth.

K Photographs Photographs, especially photos on CD, can easily be incorporated into a video or in computer-generated documents and books.

K Video tape Video recording creates a sense of atmosphere. If you can interview at the place where an event happened, memories flow more naturally.

If you don’t own a video camera, rent one.

K Become familiar with the equipment.

K Spend time practicing before the reunion.

K Ask for help with basics.

High school and college students often know a lot about video production.

K Or hire a professional.

Ask for samples, resumes and references.

K Computer Compilation of family history is enormously enhanced by software and Internet access. New applications are always being developed to integrate and manipulate still and moving pictures, voices and music. Use the occasion of the reunion to gather more information for your project.

Be prepared The photographer/videographer must expect to sacrifice social time and be available to capture spontaneity or hire professionals.

K Enlist a photographer’s helper Engage a well-organized adolescent or teenager to carry a clipboard and keep a list of people as they’re photographed.

K Include everyone Including everyone ensures an audience. Everyone whose picture is taken will be interested in seeing the outcome.

If highlights and special events are featured, you will have a genuine treasure to be viewed for generations to come. Respect the wishes of persons who prefer not to be photographed.

Tips for video success

Careful planning is crucial. Planning ahead means the difference between disappointment and a gratifying, entertaining record of your reunion.

K Rehearsal helps.

Subjects relax, feel comfortable talking into a microphone and in front of a camera.

K Take your time; don’t rush making a video tape.

K Check camera/microphone batteries.

K Have sufficient supplies.

Film, batteries, bulbs, tapes K Clean lenses.

K Test equipment to ensure everything is working properly.

K Forget bargain tapes.

Buy the best quality tapes for video and audio recording.

K Use a tripod to steady the camera and facilitate “zoom” shots.

K Use effective lighting.

Back or side lighting eliminates shadows.

K Rent lighting equipment, if necessary.

K Use lapel/lavalier microphone for the best possible voice recording.

K Have extra sets of batteries for all equipment.

K Make a plan.

It can be short or detailed as necessary. Cover all highlights. The outcome – not the production – is your goal.

K Carefully assess the guest list.

Make notes about guests that suggest places, angles and contexts in which each should be photographed.

Concentrate on the oldest and youngest family members.

Lights, camera and action!

K Arrivals and departures are events.

A novel way to edit a video might be to show happy farewells at the beginning, then show what produced such joy and happiness.

K Let youngsters tell what’s on their minds.

“Kids say the darndest things” and their video-taped expressions may be the bear rug pictures of the future.

K Take pictures in the kitchen.

Gossip, giggling and stories galore. Tell the story of group food traditions. Interview cooks and food captains. Ask for their tips, hints and recipes.

K If your reunion meal is pot luck, the groaning board is an event.

Be there when all the food is on display – the magic time of awe – the silence between the dinner bell and the matriarch bidding, “Dig in.”

Include a special blessing, which may be the only solemn moment.

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π

PRESERVING YOUR REUNION

K Use video and audio to talk to elders.

Encourage tall tales about covered wagons, floods, tornados, births, deaths, triumphs…and small tales about love, wisdom and the secrets to a good life.

K Pinpoint places and objects of interest Interview at a home, church or school. If being at an exact place isn’t feasible, contact a museum and ask if Grandma can sit in or near a period collection while you record her memories. If she is recalling her wedding, ask her to wear or show her wedding dress. Use props, don’t just include “talking heads.”

Use farm implements in a scene about farm memories or an airplane for memories of your subject’s flying days.

K Encourage kids to talk to elders.

K Collect history from elders.

FINISHING TOUCHES All video tapes need editing. Spend the extra money for professional tape editing. Check the Yellow Pages under “Video Tape Duplicating & Transfer Service” and “Video Tape Editing Service.”

Video editors can strategically place dates and names, dub-in music and close-up shots of photos, memorabilia or artifacts pertinent to the story. Professional editing will give your tape the look of a professional production.

e

©iStockphoto.com/Sergei Kozak

Interviewing

The finished tape is a precious record of family history.

Professional copies of the master tape are also advised.

Prices vary according to tape and labor costs. Save original tape and update to state-of-the-art medium at least every five years.

Who will distribute pictures or videos?

If pictures or videos will be offered for sale as a reunion fundraiser, consider these.

K Photographer The photographer can charge and keep income from photos or mark up price and share profit with the reunion.

K You or someone you appoint Buy (mark up or sell at cost) and distribute to members.

WRAP UP AND EVALUATE YOUR REUNION

It’s not over til it’s over.

Success includes some final steps.

Each of the following is very important.

On-site K Return all borrowed equipment (overhead projector, DVD player and stapler from the sales office).

K Pay all your bills.

K Meet with hotel staff to make certain everything is okay. It’s easier to solve problems in person than by letter, email, or phone later.

K Tip staff who deserve special consideration.

K Collect all the data and information you can about the number of rooms used by your group, the number of meals eaten in the hotel’s restaurant and the amount of room service. This information is important for your next reunion negotiation to demonstrate your business and economic value. It is well worth the effort.

K Create a full reunion evaluation form for members and committees

K Write thank-you notes to committee members and key hotel staff.

Write a letter or e-mail the hotel’s general manager and recognize employees – by name – who did an outstanding job. Such commendations help management make decisions about raises and promotions. You may also wish to give them a t-shirt, hat or other memento from your group.

K Include a reunion summary from the chairperson, recommendations and treasurer’s report in a mailing or newsletter.

K Analyze all the information you collect – both positive and negative – and give it to the committee for your next reunion.

Finally Sit back and contemplate the fact that each reunion presents new faces, challenges, problems and successes.

Celebrate your success!

.

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REUNION RESOURCE DIRECTORY

Reunion-Planning Resources Found Here!

The following directory includes reunion-friendly attractions, destinations, hotels and reunion service providers eager to help you plan your next memorable reunion. Contact them first! The numerical ID code for each listing, a new feature for 2013, unlocks the company’s profile page on ReunionTravelDirectory.com, an online tool with hundreds of resources to help you plan your next reunion. By typing in the number, you’ll access maps, videos, photo galleries, special promotions and additional company information. Check out ReunionTravelDirectory.com today!

ATTRACTIONS

DESTINATIONS

Endless Mountains Visitors Bureau

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COSI: Center of Science and Industry Museum

Atlantic City Convention & Visitors Authority

333 W. Broad St. Columbus, Ohio 614-629-3113 speters@mail.cosi.org www.cosi.org The Center of Science and Industry (COSI) offers a family-friendly atmosphere for children and adults alike to learn and experience the modern marvels of today's advance in biology, technology and chemistry.

10694

2314 Pacific Ave. Atlantic City, New Jersey 609-449-7151 hcolache@accva.com www.atlanticcitynj.com Atlantic City delivers the fun, with exciting casino action, fabulous dining and entertainment, museums and outlet shopping. We are here to assist you and your reunion group in hosting the best trip possible.

62

5405 State Route 6 Tunkhannock,Pennsylvania 800-769-8999 emvb@epix.net www.endlessmountains.org The antique shops at the Endless Mountains are a collector's fantasy. Each shop has its own unique line of antiques and collectibles, giving each its own personality.

10698

Drayton Hall

Berkeley County Chamber of Commerce

3380 Ashley River Road Charleston, South Carolina 888-349-0588 kristine_manzullo@draytonhall.org www.draytonhall.org For seven generations, Drayton Hall stayed within the Drayton family - from its founding in 1738 by John Drayton until 1974 when Charles and Frank Drayton made the assessment to sell their family's ancestral home to the National Trust.

10707

1004 Old Highway 52 Moncks Corner, South Carolina 843-761-8238 nruss@bcoc.com www.berkeleysc.org Berkeley County is quickly becoming part of the "Emerging New South." Let us help you plan a reunion trip your group will never forget.

5106

Chicago Southland CVB

399 Lexington Road Concord, Massachusetts 978-369-4118 info@louisamayalcott.org www.louisamayalcott.org Visit the historic home of the extraordinary Alcott family, where Louisa May Alcott wrote and set Little Women.

5710

2304 173rd Street Lansing, Illinois 888-895-8233 kim@cscvb.com www.reuniteinchicagosouthland.com Easily accessible to Midway and O'Hare International Airports and Interstates I-55, I-57, I-80, I-90, I-94 and I-294, the Chicago Southland is Chicago's most convenient and affordable destination for your reunion. Enjoy your visit.

232

Monona Terrace Community and Convention Center

Chicago's North Shore Convention and Visitors Bureau

One John Nolen Drive Madison, Wisconsin 608-261-4015 hsabin@mononaterrace.com www.mononaterrace.com Frank Lloyd Wright's long-awaited dream of a wedding between the city and beautiful Lake Monona has finally been realized in Madison's Monona Terrace Community and Convention Center.

6301

8001 N. Lincoln Ave. Suite 715 Skokie, Illinois 847-763-0011 Ext. 24 gspeckman@cnscvb.com www.cnscvb.com/group_tours.cfm Bordering Chicago along Lake Michigan, Chicago's North Shore is 20 minutes from downtown Chicago and is home to the Chicago Botanic Garden, Northwestern University, Illinois Holocaust Museum, offering affordable hotel alternatives with free parking.

8818

Louisa May Alcott's Orchard House

National Mississippi River Museum & Aquarium 350 East 3rd Street Dubuque, Iowa 800-226-3369 jsutter@rivermuseum.com www.rivermuseum.com Take an entertaining and informative journey along the Mighty Mississippi at the National Mississippi River Museum & Aquarium. You'll enjoy various aquariums, dynamic exhibits, a boatyard, and more while exploring this world-class museum campus.

6674

DeSoto County Tourism 4716 Pepper Chase Drive Southaven, Mississippi 662-393-8770 kim@desotocountytourism.com www.desotocountytourism.com Southern hospitality, great weather & golf and yearround festivals are but a few reasons to have your reunion stay in DeSoto County. DeSoto County is an oasis of southern comfort, surrounded by music legends, good sports and lady luck.

411

Tulalip Casino 10200 Quil Ceda Blvd.

Tulalip, Washington 360-716-6000 lindsey.watkins@tulalipresort.com www.tulalipresort.com With Tulalip Resort's unique combination of luxurious accommodations and endless entertainment, it's easy to see why the Tulalip is regarded as one of the most outstanding group destinations in the Pacific Northwest.

6603

Effingham CVB 201 E. Jefferson Ave. Effingham, Illinois 800-772-0750 jansenki@ci.effingham.il.us www.visiteffinghamil.com Located in central Illinois where I-57 meets I-70, Effingham has 19 hotels, over 60 restaurants and great attractions. Visit us today for a great group tour stop.

4522

Experience Columbus 277 W. Nationwide Blvd., Ste. 125 Columbus, Ohio 614-221-6623 kkauffman@experiencecolumbus.com www.experiencecolumbus.com It's time for your groups to experience Columbus. Your reunion groups will create long-lasting memories and rekindle their spirits when they enjoy one of our many experiential activities.

4992

Fayetteville Area Convention & Visitors Bureau 245 Person Street Fayetteville, North Carolina 888-255-8217 mjones@visitfayettevillenc.com www.visitfayettevillenc.com Fayetteville is proud to hold a rich role in our nation's history and displays the friendly feel of a true hometown, while providing the cultural and entertainment amenities of bigger cities.

10689

Fredericksburg Area Tourism 706 Caroline Street Fredericksburg, Virginia 800-678-4748 khedelt@fredericksburgva.gov www.visitfred.com The Fredericksburg area blends classic modern life with small town charm. Conveniently located along I-95, between Washington and Richmond. Bring your Reunion to Fredericksburg - contact us for reunion travel tips and things to do with your group.

5212

Jackson CVB 111 E. Capitol St., Suite 102 Jackson, Mississippi 800-354-7695 info@visitjackson.com www.visitjackson.com The Jackson tourism sights will send your family reunion into a blissful sensory overload. They won't be able to see it all in one visit. So why don't you all come back and see us again? We know you'll fall in love with our city, heart and soul.

423

Kissimmee CVB 1925 E. Irlo Bronson Memorial Hwy. Kissimmee, Florida 800-831-1844 cpilkington@visitkissimmee.com www.reunionsinkissimmee.com Kissimmee, next to Orlando and close to everything, gives you a wide variety of lodging and entertainment options including world-famous theme parks. And, we'll give you reunion T-shirts free.

4394

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REUNION RESOURCE DIRECTORY CHOOSE A DATE 2 Lake County CVB

New Orleans Convention & Visitors Bureau

Pigeon Forge Dept. of Tourism

5465 West Grand Avenue, Suite 100 Gurnee, Illinois 800-LAKE-NOW jayne@lakecounty.org www.visitlakecounty.org/meetings_family.cfm Family reunions will recognize our area as the home to many hotels and family fun activities. Our complimentary services include site inspections, digital photographs, group giveaways, and assistance in choosing accommodations.

4516

2020 St. Charles Ave. New Orleans, Louisiana 504-566-5032 kpriez@neworleanscvb.com www.neworleanscvb.com/travel-professionals/family-reunions/ Indulge your senses and savor New Orleans' rich culture.

Celebrate everything that, even after over 200 years of the greatest achievements and the steepest challenges, still makes New Orleans America's most authentic reunion group trip destination.

5299

2450 Parkway Pigeon Forge, Tennessee 865-453-8574 ldowney@mypigeonforge.com www.mypigeonforge.com Nestled in the foothills of Great Smoky Mountains National Park, Pigeon Forge is one of the top group tour destinations in the United States - the home of Dollywood and 14 great musical variety shows that include 5 dinner shows.

19

Lee County VCB

Prince George's County CVB

12800 University Drive, Suite 550 Fort Myers, Florida 239-338-3500 anniee@bvk.com www.fortmyers-sanibel.com Easily accessible tropical paradise offers a diverse array of inspiring group activities set on 50 miles of white-sand Gulf beaches, the perfect destination for any group. Visit our website to plan your next trip around one of our signature events.

10647

North Little Rock Visitors Bureau

Little Rock CVB

Panama City Beach CVB

P.O. Box 3232 Little Rock, Arkansas 800-844-4781 asims@littlerock.com www.littlerock.com Located on the Arkansas River, Little Rock is home to an exciting New South community offering an exhilarating nightlife, world-class entertainment, big-time attractions and a thriving dining scene with the best Arkansas restaurants.

10706

17001 Panama City Beach Parkway Panama City Beach, Florida 800-327-8352 pam@realmedia-solutions.com www.visitpanamacitybeach.com The Panama City Beach Convention & Visitors Bureau and Visitors Information Center offer visitors a resource for current Panama City Beach information about attractions, events, restaurants and accommodations. We're here to help you.

10704

1 Elder Johnson Dr. Burns Park North Little Rock, Arkansas 800-643-4690 stoyne@northlittlerock.org www.northlittlerock.org Groups are big to North Little Rock. Whether planning a group tour, family reunion, military or class reunion, small meeting, or wedding party & reception, North Little Rock will fit your needs.

433

9200 Basil Court, Suite 101 Largo, Maryland 888-925-8300 csmith@co.pg.md.us www.visitprincegeorges.com With exciting attractions, wonderful amenities and immediate proximity to downtown Washington, DC, there's no better place for your next group trip.

4704

Prince William County/Manassas CVB 10611 Balls Ford Road, Suite 110 Manassas, Virginia 800-432-1792 MStoupa@DiscoverPWM.com www.visitpwc.com We provide site visits, itinerary planning, and assistance with securing hotel and banquet space. Where outdoor adventure, historic sites and fun meet.

5207

Pulaski County Tourism Bureau 137 St. Robert Blvd., Suite A Saint Robert, Missouri 573-336-6355 email@visitpulaskicounty.org www.groupsinpulaski.org/gtd Centrally located between Branson and St. Louis, along Interstate-44. Military, WWII building complex , Civil War museums, step-on guided tours, group river floats.

Assistance with itinerary planning, meet and greets, dining options.

10644

Queen Anne's County Office of Tourism 425 Piney Narrows Rd. Chester, Maryland 888-410-7787 bsiegert@qac.org www.discoverqueenannes.com Spectacular sunsets complement some of the finest waterfront dining in Maryland. Come play a challenging round of golf or cycle the Cross Island Trail. Enjoy a restful night in a charming B&B, casual outlet shopping and more.

4702

Riverside CVB 3750 University Avenue, Suite 175 Riverside, California 951-222-4700 dmegna@riversidecvb.com www.riversidecvb.com Come explore, look inside, and find what makes Riverside the City of Arts and Innovation, a top reunion event destination in Southern California.

10705

Santa Rosa County Tourism Office 8543 Navarre Parkway Navarre, Florida 800-480-7263 srctel@mchsi.com www.floridabeachestorivers.com Navarre Beach has miles of sugar white sand, emerald green Gulf water, condos, hotels, golf, restaurants and a convention center perfect for small groups, beach weddings and reunions.

8806

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Tupelo CVB

Wisconsin Dells Visitor & Convention Bureau

Cragun's Resort

P.O. Drawer 47 Tupelo, Mississippi 800-533-0611 sjohnson@tupelo.net www.tupelo.net Accustomed to handling many reunions, your group will find a friendly community seeking to extend Southern hospitality at every turn. Tupelo's commitment is to providing your reunion groups with high-quality hospitality service.

451

115 LaCrosse St. Wisconsin Dells, Wisconsin 888-339-3822 x 345 sales@wisdells.com www.wisdells.com Reunion group trips of all kinds -- family, company, motorcoach, and special-occasion gatherings -- often make a beeline for the amenity-laden waterpark resorts at the Wisconsin Dells, The Waterpark Capital of the World.

229

11000 Craguns Drive Brainerd, Minnesota 800-CRAGUNS vacation@craguns.com www.craguns.com WORRY-FREE REUNIONS AT CRAGUN'S RESORT. Named "One of Minnesota's ideal locations to hold a Reunion" by AAA. Call for your FREE Family Reunion Planning Packet, or order online at: Craguns.com/vacations/family_reunions/index.html.

10695

ACCOMMODATIONS â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â– â–

Doubletree Hotel Little Rock

Visit Fairfax 7927 Jones Branch Drive McLean, Virginia 703-752-9509 dmiller@fxva.com www.fxva.com Have your reunion groups enjoy everything that Fairfax has to offer. From the monuments and memorials of nearby Washington, DC to the Smithsonian National Museum Steven F. Udvar-Hazy Center to George Washington's Mount Vernon Estate & Gardens.

5200

Visit Norfolk 232 East Main Street Norfolk, Virginia 800-368-3097 mhopper@norfolkcvb.com www.visitnorfolktoday.com Norfolk, Virginia is a dynamic, modern city known for its scenic waterways, historic sites, moderate climate and diverse cultural and entertainment opportunities. For more information: www.visitnorfolktoday.com.

226

Baymont Inn & Suites 9790 North by Northeast Blvd.

Fishers, Indiana 317-578-2000 lrowe@dorahg.com www.baymontinns.com Our 140-room suburban situated hotel is only minutes away from some of Indiana's best attractions, restaurants and shopping. Come spend the night with us, not a fortune.

We are the best value on Indy's north side.

10699

Buena Vista Suites 8203 World Center Drive Orlando, Florida 800-537-7737 agreenwood@mmgyglobal.com www.thecaribeorlando.com/buena-vista-suites Located 1.5 miles from Walt Disney World Resorts, Buena Vista Suites offers every guest two-room suite accommodations, free parking and no resort fees.

10678

424 West Markham Little Rock, Arkansas 501-372-4371 vfrench@doubletreelr.com www.doubletreelr.com The downtown Little Rock Doubletree Hotel is a pristine property just off I-30 in the heart of the capital city. The hotel provides lodging near Statehouse Convention Center, Riverfront Park Amphitheater and shopping district.

10703

Extra Holidays by Wyndham More than 80 Resorts Across the U.S. 800-619-4831 sharondamante@gmail.com www.wyndhamgroups.com Spacious 1- and 2-bedroom luxury condominium suites in spectacular resort settings across America. Ask about our attractive reunion rates and incentives for your next reunion gathering.

10681

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REUNIONS WORKBOOK •

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49

2

REUNION RESOURCE DIRECTORY

Holiday Inn Club Vacations 8505 W. Irlo Bronson Memorial Hwy. Kissimmee, Florida 407-905-1443 clittle@holidayinnclub.com www.hicvrewards.com/groups Anywhere and everywhere you wish to stay, Holiday Inn has your back. Whether you need a full-service conference room for your reunion, or just a place for everyone to stay together, Holiday Inn Club Vacations has you covered.

10693

Holiday Inn Express Phoenix 15221 S. 50th Street Phoenix, Arizona 480-785-8500 leslee@finehospitality.com www.hiexpress.com/phx-chandler The Holiday Inn Express Hotel and Suites Phoenix - Chandler is the answer for anyone seeking affordable Phoenix hotels. The property offers convenient access to premier businesses and exciting attractions throughout Phoenix and Chandler, AZ. 10688

The Lodge & Conference Center at Geneva-on-The-Lake 4888 North Broadway (SR 534) Geneva-on-the-Lake, Ohio 866-312-4941 dlhall@dncinc.com www.thelodgeatgeneva.com With 8,500 sq. ft. of flexible conference space and 8 meeting rooms, The Lodge can accommodate nearly any configuration for your meeting or event needs. Our facility can hold up to 350 people for banquet seating and up to 550 with theater-style seating.

1707

The Victorian Condo-Hotel

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CustomInk 7902 Westpark Drive Tysons Corner, Virginia 877-803-5887 lgrant@customink.com customink.com/reunion Create amazing reunion shirts online in our fun & easy Design Lab. Choose from hundreds of design ideas or upload your own art. Free shipping and Free design help.

10680

Eagle Crest, Inc.

6300 Seawall Blvd., Galveston Island, Texas 409-740-3555 matlock@spectrumgalveston.com www.victoriancondo.com Spacious one- and two-bedroom condominiums with beautiful Gulf view from your private balcony and plenty of room to accommodate your group.

1950

greg@eaglecrest.com www.eaglecrest.com Eagle Crest is a manufacturer and wholesale distributor of an ever-increasing assortment of military insignia products, perfect for your reunion. We excel at designing custom coins, dog tags, and decals - all to our customers' unique specifications.

10684

Honor's Haven Resort & Spa

The Woods

1195 Arrowhead Road Ellenville, New York 845-210-3114 wlupinski@honorshaven.com www.honorshaven.com Rediscover family time...heart-to-hearts don't happen on roller coasters & catching up with cousins is tough while battling endless lines. Trade in the traditional tourist attractions and focus on what is really important; your family.

10664

P.O. Box 5, Mountain Lake Road Hedgesville, West Virginia 304-754-3358 amy@thewoods.com www.thewoods.com The Woods is bordered by the 23,000-acre Sleepy Creek Wildlife Management Area, which contains more than 75 miles of trails and a 205-acre lake for fishing and canoeing.

The Woods is the perfect destination for your next reunion.

9447

8329 Fairview Rd. Mint Hill, North Carolina 888-533-7637 dmartinson@photovision.com www.photovision.com PhotoVision, Inc. captures family history on film, photographs, video, and digital images. We then offer them to customers in many ways, including: PhotoMozaix, Keepsake Videos, and PhotoBooks.

10708

Killington Resort

Wyndham Resort

4763 Killington Rd. Killington, Vermont 800-451-4105 ressies@chaletkillington.com www.killington.com The summer season is packed full of events from the sounds of the Killington Music Festival, to the tastings of the Killington Wine Festival. A Killington summer vacation truly offers something for every mood, taste and budget no matter the group.

1993

601 Government St. Mobile, Alabama 877-999-3223 msouth@mdimediagroup.com www.wyndham.com The Wyndham Resort in Mobile has all the amenities your reunion group will need for your next event.

10700

Sidney James Mountain Lodge

Buffets, Inc - Group Reservations

610 Historic Nature Trail Gatlinburg, Tennessee 865-436-5377 sales@sidneyjames.com www.sidneyjames.com The Sidney James Mountain Lodge has been owned by the same family for three generations. Established and proven to provide true southern hospitality Smoky Mountain style.

10702

651-365-2733 julie.diamond@buffetsinc.com www.buffet.com/groups Get your reunion group the best value in dining and the best variety at Old Country Buffet, Ryan's Grill Buffet and Bakery, HomeTown Buffet, Fire Mountain Grill and Country Buffet. With more than 500 locations nationwide, we're always on your way.

8098

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Old Country Buffet - Group Reservations Rt. 178 & 71, Utica, Illinois 800-868-7625 kcasstevens@starvedrocklodge.com www.starvedrocklodge.com Groups Welcome. 40 musical tribute shows, trolley tours, step-on guides, onsite dining, historic landmark lodge in lovely Starved Rock State Park.

1219

651-365-2733 julie.diamond@buffetsinc.com www.buffet.com/leisuregroup It's not easy to make everyone in a big group happy.

Unless, of course, you come here. With banquet rooms available at many locations at no additional charge and over 100 menu items to choose from, our restaurants are perfect for your group dining.

10575

Staybridge Suites Tysons-Corner

Piccadilly Restaurants

6845 Old Dominion Drive Mclean, Virginia mark@staymclean.com www.staymclean.com This award-winning, family-oriented, all-suites hotel is located six miles from the nation's Capital and close to golf, sightseeing and regional shopping malls - perfect for your reunion's visit to Washington D.C. 10685

3232 S. Sherwood Forest Blvd.

Baton Rouge, Louisiana 800-345-5134 mls@piccadilly.com www.piccadilly.com/group_dining With our wide range of hearty entrees, sides and freshbaked desserts, dining at Piccadilly makes everyone happy.

This is why it's the perfect choice for family reunions.

8064

Starved Rock Lodge & Conference Center

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Branson Country Tours 1698 Spokane Rd., Spokane, Missouri 800-841-2376 bctours@aol.com www.bransoncountrytours.com We'll make it so easy. We'll arrange your lodging with the amenities you need. We'll work to get you the best possible theater seats. We'll deliver your tickets to your local accommodations. You'll love our reliable service and affordable rates.

7882

Goway Travel LTD. 1200 West 73rd Ave. Suite 1050 Vancouver, British Columbia 800-387-8850 barbara@goway.com www.goway.com Come Globetrotting with Goway's GroupsOnly and Special Events. Since 1970, we have been providing unique, innovative and interactive customized group experiences to Downunder, Asia, Africa and now to our new destinations in Latin America and Europe.

7538

Group IST/Regina Tours 494 8th Ave., 22nd Floor New York City,New York 800-833-2111 cbongolan@groupist.com www.groupist.com We create content-rich, original, thematic, educational and interactive travel programs tailor-made for organizations and groups. We feature one-of-a-kind land and waterborne venues around the world.

7741 TIP: Visit ReunionTravelDirectory.com and type in the ID code found in each supplier’s listing to unlock that company’s web page with special promotions and complete company details!

Instant Info Center Advertiser Name ❑ Baymont Inn & Suites, Fishers, IN ❑ Berkeley Chamber of Commerce, SC ❑ Branson Country Tours, Branson, MO

2013/13th Edition

❑ Buena Vista Suites, Orlando, FL ❑ Buffets Inc. Restaurants ❑ Center of Science & Industry, Columbus, OH

Let us help you plan YOUR REUNION! Request information on advertisers in this edition, or tell us about your reunion needs and we will connect you directly with qualified destinations, facilities and service providers!

❑ Chicago Southland CVB, IL ❑ Chicago's North Shore CVB, IL ❑ Cragun's Resort, Brainerd, MN ❑ CustomInk.com ❑ DeSoto County Tourism, MS ❑ Discover Prince William & Manassas CVB, VA ❑ DoubleTree by Hilton, Little Rock, AR ❑ Drayton Hall, Charleston, SC ❑ Endless Mountains Visitors Bureau, Tunkhannock, PA ❑ Experience Columbus, OH

Name ____________________________________________________________________

❑ Extra Holidays by Wyndham ❑ Holiday Inn Club Vacations

Reunion or Group Name ______________________________________________________

❑ Honor's Haven Resort & Spa, Ellenville, NY ❑ Kissimmee Convention & Visitors Bureau, FL

Type of Reunion/Group __________________________________________________________

❑ Lake County CVB, Gurnee, IL ❑ Little Rock CVB, AR

Address ___________________________________________________________________

❑ Navarre Beach, FL ❑ New Orleans Metro CVB, LA

City ____________________________________ State _________ Zip _________________

❑ Norfolk CVB, VA ❑ North Little Rock Visitors Bureau, AR

Phone ____________________________ Email ___________________________________

❑ Panama City Beach CVB, FL ❑ PhotoVision

REQUIRED Signature ___________________________________________ Date ___________________

❑ Pigeon Forge Department of Tourism, TN ❑ Prince George's County CVB, MD

REQUIRED

City of Birth _______________________________________________________________

❑ Pulaski County CVB, MO ❑ Riverside CVB, CA

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❑ The Beaches of Fort Myers & Sanibel, FL

Please continue to send me Reunions Workbook

❑ The Victorian Hotel & Resort, Galveston Island, TX ❑ The Woods Resort & Conference Center, Hedgesville, WV ❑ Tulalip Resort Casino, Tulalip, WA

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Return to: Fax: 630.794.0652 Mail: PTM Publications 621 Plainfield Rd., Suite 406 Willowbrook, IL 60527

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