Reunions Workbook 2012

2012 /12th Edition

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

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

With a booming culinary scene, surprisingly affordable prices, a calendar full of awesome festivals and lots of unique attractions, Columbus is the perfect backdrop for a reunion your whole family will remember forever. Find out more at experiencecolumbus.com/reunions or by calling 800-354-2657.

A

s you set out to plan your next reunion gathering, let Reunions Workbook be your companion throughout the entire reunion-planning process.

The information contained in the following pages is a collective “best practices” manual culled from hundreds of successful reunion groups. This collective experience of your peers will help you model the perfect reunion for your group.

In addition to the materials contained in this workbook, we include direction to corresponding sections on the reunionsmag.com website where you can learn more about a particular topic.

Additionally, we’ve made a digital edition of the Workbook available online @ ReunionTravelDirectory.com, along with resource listings linked directly to their websites for more information.

These constitute a great foundation for your reunion planning.

If you are a long-time, seasoned Spaulding Family Reunion reunion organizer, this list will remind you about details you must consider for each reunion. If you are just starting out, consider this your blueprint. We encourage your questions and comments about this workbook. Contact us at editor@reunionsmag.com, on the web or on facebook.

Happy Reunion Planning!

Look for web links:

Throughout this book, we have added these symbols to direct you to even more information at reunionsmag.com. These signify information on pages (right) and for podcasts (left). All of this is available to you at no cost to enhance your reunion-planning experience.

TABLE

OF

CONTENTS

First decisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Reunion timetable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Choose a date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Choose a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Site inspection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Negotiate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Fundraising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Getting there . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Games . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Focus on kids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 More activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Food . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Preserving your reunion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Wrap up & evaluate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Directory/Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 4 REUNIONS WORKBOOK •

12 t h E d i t i o n

2012 / 12 th Edition Editorial & Advertising Office 621 Plainfield Road, Suite 406 Willowbrook, IL 60527 P 630.794.0696 • F 630.794.0652 info@ptmgroups.com www.ptmgroups.com

Publisher – Jeffrey Gayduk jeff@ptmgroups.com

Editor In Chief – Edith Wagner editor@reunionsmag.com

Managing Editor – Randy Mink randy@ptmgroups.com

Director, Design & Production – Robert Wyszkowski rob@ptmgroups.com REUNION PICTURES FROM THE FOLLOWING REUNIONS ALAFFFA, Arce, Banks Hill Outlaw, Bisel, Brown, Caldwell, Curtis Butler, Epps, Hanlon, Immaculate Heart of Mary High School, Malsam, Jones-Williams Scott, McAuley High School, McNair-Brazil-Scott, Pague, Philhower, Quinn, Ransom-Sease, Saffore-Scyffore, Seideman, Simeroth, Spaulding, Stewart-Bostic, Tema, Whitehurst, Williams, Wilson, USS Charles P. Cecil, 9th Infantry Division.

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.

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.

Send Address Change to: Premier Tourism Marketing, Inc. P.O. Box 609, Palos Heights, IL 60463

A

publication

Copyright 2012. All rights reserved. Materials may not be reproduced in any form without written permission of the publisher.

Brown Family Reunion

COVER CREDITS (Photo courtesy of Silver Dollar City, Branson, Mo.)

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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 K willing to take charge K eager to do everything necessary to plan a successful event and keep smiling.

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

Curtis Butler Family Reunion

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

Memberships

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.

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.

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 •

Malsam Family Reunion

12 t h E d i t i o n

FIRST DECISIONS 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.

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.

eunion

t Family R

Whitehurs

8 REUNIONS WORKBOOK •

12 t h E d i t i o n

Stewart-Bos

tic Family R

eunion

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).

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.

Kissimmee gives you a lot to about

© Disney

LOL OL @ Y Your our o Family Reunion in Kissimmee! #bestr #bestreunionever eunionever - (use this hash tag and share your experience) There is no substitution for spending time with the ones you love, and Kissimmee is the perfect place to connect with your family. With exceptional attractions, lodging options and a central location, Kissimmee truly has it all!

AND Kissimmee’ss Services Team e will help you with every step of your planning process. See our free Reunion Planning Calendar at ReunionsInKissimmee.com Book your reunion reunion now through through the Kissimmee CVB and you’ll get your personalized family reunion T--shirts FREE! reunion T-shirts To view our Kissimmee Reunions video, simply snap this tag with your smartphone. Get the free mobile app for your phone at gettag.mobi. gettag.mobi

ReunionsInKissimmee.com

REUNION TIMETABLE 18-24 months before…

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

∫

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

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 appear in upcoming REUNIONS, www.reunionsmag.com

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…

This timetable is online at reunionsmag.com with direct links to copy and podcasts on the site and to print out.

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 •

12 t h E d i t i o n

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

CHOOSE 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 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

How long?

an afternoon/evening one day a weekend a week other____________________

How often?

© 2012 JUPITERIMAGES Corporation

annually every two years

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

1-2 years

every five years other_______________

R

Choose a date and stick to it!

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 Bathurst, Bisel, Foreman, Kleper, Jordan, Levine, Rosenson Family Reunion

12 REUNIONS WORKBOOK •

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REUNION BUDGET Reunion income

In-kind

Cash

(time, goods, services)

Reunion expenses

Organizational expenses $__________ $ __________ Bank fees $ ____________ Fees, dues $__________ $ __________ Long distance/fax/email/web page $ ____________ Keepsake, memento and Postage $ ____________ book sales $__________ $ __________ [number of mailings x number on list] $ ____________ Corporate sponsor $__________ $ __________ Printing $ ____________ Tickets (meals, tours, activities) $__________ $ __________ Supplies Subtotal $ ____________ Scholarships $__________ $ __________ Pre-reunion deposits Door prizes*/awards $__________ $ __________ Hotel (at time of reservation) $ ____________ Raffle/auction $__________ $ __________ Caterer/meals (when you place your order) $ ____________ Volunteers $__________ $ __________ Keepsakes (when you submit your order) $ ____________ TOTAL $ __________ Tours (when you book the tour) $ ____________ Reunion finances Printing (when you submit the job) $ ____________ Set financial goals. For example, you may want to break even Pre-reunion expenses or profit just enough to pay next reunion startup costs. Some reunions have money-making goals such as scholarships, Printing $ ____________ investments or group business enterprises. [flyer, invitations, newsletter, program, directory, memory book] Establish your budget. Make your best educated guesses. Don’t Rentals $ ____________ underestimate or you’ll find yourself with reunion bills and no Registration supplies and name badges $ ____________ way to pay them. Don’t forget to add taxes and gratuities. It Awards/certificates/prizes $ ____________ would be wise to enlist an experienced budgeter to gather and assemble the pieces for the reunion budget puzzle.

Picnic paper goods $ ____________ Reunion costs range from free to lavish. Consider all potential Decorations/banners/signs/memorials $ ____________ expenses thoroughly. Add 10% to offset unexpected expenses; Displays $ ____________ then save leftover funds for the next reunion. $ ____________ Open a separate checking account to keep a permanent, legal Flowers record of reunion income and expenses.

Other (explain) $ ____________ Subtotal $ ____________ Covering expenses Reunion day(s) expenses When you’re just starting, you can’t be shy about asking for Meals/food $ ____________ donations to help cover expenses.

Consider dues or fees with several membership “classes.” The Beverages, bartender $ ____________ lowest dues may cover essential administrative costs and a Entertainers/musicians $ ____________ newsletter. Charge what most members can comfortably pay.

Photo/videographer/DJ $ ____________ Don’t price membership out of reach of anyone on a fixed income. Membership classes can include individual, young Clergy $ ____________ adult, family, sustaining, donating and seniors. For family Tips and gratuities $ ____________ reunions consider a complimentary membership to any member over 70 who requests it. Publicly recognize sustaining Taxes (fill in percentage for your location) $ ____________ and donating members to encourage other/more generous Subtotal $ ____________ individuals.

Post-reunion expenses Keep track of every nickel Printing $ ____________ You may already use financial software that can be adapted Postage $ ____________ for your reunion budget. If not, we find Quicken by Intuit to Pictures, video tapes $ ____________ be inexpensive and easy to use. Its budget capacity allows you to track actual expenses and compare them to your Other (explain) $ ____________ budget. Quicken can generate those all-important income Subtotal $ ____________ statements and final reports.

Contributions/donations

*reunionsmag.com maintains a freebie page that’s updated and added to regularly. Check early and often.

14 REUNIONS WORKBOOK •

12 t h E d i t i o n

TOTAL $ ____________

Where every visit creates lasting memories Motorcoach travelers know that Pigeon Forge is the perfect place to make memories. Could be because there’s so much to see and do here … shopping, shows, Dollywood® or the majestic beauty of our Smoky Mountains. Or it could be that warm welcome they receive, kind of like visiting an old friend. Whatever the reason, they know that every visit creates memories that will last a lifetime.

PigeonForgeTours.com 1-800-285-7557

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

Narrow your destination choices. Then contact local CVBs. 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 reunionsmag.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 In our rush to book everything online, we have forgotten about the invaluable services travel agents provide. A worthwhile expense if you're organizing complicated travel or taking a cruise is to talk to a travel agent. Many agents specialize in group or cruise travel and will not charge to book a cruise or tour package because they earn commissions. The most important thing the travel agent brings to your planning is that s/he can save you hours of research time learning about destinations. She or he can also negotiate discounts, special amenities, parties and meeting space.

Banks Hill Outlaw Family Reunion

16 REUNIONS WORKBOOK •

12 t h E d i t i o n

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CHOOSE 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 Accommodations

Number singles _____ doubles _____ king _____ suites _____ dormitories _____ camp sites _____ special considerations

Also try a reverse auction at reunionsmag.hotelplanner.com

Meeting space needs

Amenities

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

USS Charles P. Cecil Reunion

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

12 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

Transportation

meals included; explain ________ restaurants __________________ hours _____________________ price range(s) _______________ room service hours _____________________

18 REUNIONS WORKBOOK •

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

CHOOSE 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 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: Availability

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 the newest: restaurants

Activities

backpacking boats rental launch skiing fishing sports tennis volleyball basketball baseball playground hiking woods mountains water beach fishing pool swimming waterskiing

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 •

12 t h E d i t i o n 19

SITE INSPECTION When 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 Site Inspection 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 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

barber/hair dresser concierge gift shop recreation facilities

bell service exercise room/swimming pool in-house movies safe deposit boxes

What types of sleeping rooms are available? singles doubles king-size beds suites mix

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?

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

Saffore-Scyffore Family Reunion

20 REUNIONS WORKBOOK •

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OOH-RAH and

Welcome!

Host your group’s next reunion at the National Museum of the Marine Corps

r Conveniently located in Quantico, VA r Tours of the galleries and exhibits r Catering for casual to formal events r Ample free and convenient parking Contact Pamela Dodson, (703) 649-2350 or dodson@marineheritage.org

NEGOTIATE Organizing 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.

Negotiating can be complex.

Do your homework.

If this is your first time negotiating, learn the facts to get the greatest value for your reunion dollars.

Know the basics.

Get fair value in exchange for your reunion business.

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. 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. 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. It is critical to supply documentation from past reunions.

Records from previous 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 and seasons are flexible, you may be able to save 50% or more off published rates.

Let places know you’re shopping around Do not select a place just because it offers the lowest price. You may not get the service level you want.

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 flattered and genuinely interested, they will try hard to do it.

Ask for complimentary items If you don’t ask, they will not be offered. You may get nothing free but some things may be provided at attractively reduced rates.

If this is your first reunion don’t expect to get all of these.

• airport 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 • room 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.

Ransom-Sease Family Reunion

22 REUNIONS WORKBOOK •

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NEGOTIATE AFTER NEGOTIATION 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. Once signed, the contract becomes legally binding on both parties. Return the signed contract in person or by certified mail.

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.

Epps Family Reunion

Check the contract for the following:

total number of rooms held for your reunion how long rooms will be held types of rooms and beds complimentary rooms, suites smoke-free rooms meeting space deposit requirements cut-off dates cancellation 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 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 Other_______________________________

Immaculate Heart of Mary High School, Class of 1991

REUNIONS WORKBOOK •

12 t h E d i t i o n 23

FUNDRAISING Fundraising 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. theatre party; transportation (bus), meals and tickets style show; location, meal/brunch/dessert, tickets

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. fundraising continued on page 26

24 REUNIONS WORKBOOK •

12 t h E d i t i o n

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REQUEST OUR FREE REUNION CHECKLIST

888-673-2221 t TheWoods.com ÂœĂ•Â˜ĂŒ>ÂˆÂ˜ĂŠ >ÂŽiĂŠ,Âœ>`ĂŠUĂŠ i`}iĂƒĂ›ÂˆÂ?Â?i]ĂŠ7iĂƒĂŒĂŠ6ÂˆĂ€}ˆ˜ˆ>

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 magniďŹ cent waterfalls to exciting water parks. Combine all that with hotel and restaurant options to ďŹ t 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

FUNDRAISING Personalizing your reunion 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.

“The engraver mistook the instructions and that’s my phone number instead of the reunion date!”

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 and affordable. t-shirts caps mugs key chains paperweights tote-bags other__________ Ask others 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. Then, tell us about it!

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. 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.

Choosing a keepsake supplier After you’ve explored web sites (many links at reunionsmag.com), 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 vendors Can vendors send samples?

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

What are the art or illustration requirements?

Can vendors provide art? 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.

Submit only perfect camera-ready artwork.

Do not staple, tape, photocopy or fax. Most vendors accept computer art via email.

Hanlon Family

Reunion

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. fundraising continued on page 28

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

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.

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 Simeroth Family Reunion fundraising basket.

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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12 t h E d i t i o n

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

Minutes from Memphis and Tunica in Northwest Mississippi.

With 36 hotels, 8 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. Web sites 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.

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

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 followup. Pre-printed postcards that announce “Save the Date” and remind that “Time is running out” are available at www.reunionsmag.com.

Phone/fax Share phoning and followup 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.”

Web sites/facebook, myspace, twitter, google+ Many reunions use websites and social media to announce and report changes and progress.

30 REUNIONS WORKBOOK •

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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.

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.

COMMUNICATION THE INVITATION Who do you invite?

Invite 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 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

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 final details program or schedule costs or fees accommodation information map, directions and instructions

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

Invitation essentials answer

what? when? (time, day, date and rain date) where? cost?

Rain or shine! deadline(s) Say it or have a rain date RSVP

R

The invitation publicizes

dates, details, prices accommodations special reunion events themes, contests special guests programs, activities and worship services

Publicity

For each mailing you should count

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

Send a notice to REUNIONS MAGAZINE for web listing.

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

Paper Printing Envelope Labels (material + printing) Postage

R

x x x x x

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

Include deadlines and an RSVP in mailings

REUNIONS WORKBOOK •

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GETTING THERE 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?)

Listen to "How to hire a mororcoach," a podcast at www.reunionsmag.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?

Hire motorcoach Sell seats Sing all the way to your reunion and home again!

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?)

ALAFFFA Family Reunion

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?

U

FREE STUFF

Free picture gallery online Join the reunion crowd! Add your See all the Free Stuff at www.reunionsmag.com to help you plan reunion picture to our gallery.

See requirements online. Send to your reunion. This is just a sample. reunionsmag@gmail.com with reunion Free podcasts name in the subject line or mail to: Topics include how to set a Reunions Magazine, PO Box 11727, reunion date, ideas for kids, how Milwaukee, WI 53211. convention and visitors bureaus Free reunion announcements help reunions, ideas for reunion goody See lists of upcoming reunions at bags, awards and prizes and more. www.reunionsmag.com. Send reunion Listen online or upload to your iPod name, date, place and contact information or mp3 player! to editor@reunionsmag.com to add yours.

Free reunion timetable

Lots free for your reunion!

Just starting a reunion or need a list to guide you? Print this timetable from www.reunionsmag.com.

Free copy of Reunions magazine Request your copy at www.reunionsmag.com.

Free fundraising helpers Check contests and sweepstakes regularly online at www.reunionsmag.com to see what’s new to help reunions.

A Reunions magazine reader won the American Airlines Family Reunion Sweepstakes.

Free monthly email newsletter All about reunions. New contests and sweepstakes, publicity opportunities and lots of reunion-planning reminders. Send your email address and request to receive the newsletter to editor@reunionsmag.com.

32 REUNIONS WORKBOOK •

12 t h E d i t i o n

Free reunion evaluation form Learn more at www.reunionsmag.com, “Wrapping up your reunion.”

Free reverse auction Let hotels bid for your reunion based upon your specifications. Some qualify for free rooms and rebates after your reunion.

Go to www.reunionsmag.hotelplanner.com Free ideas, suggestions, inspiration www.reunionsmag.com contains thousands of pages of reunion planning information for all levels and stages of planning to guide you to a successful reunion.

Enter contests and sweepstakes Contests and sweepstakes with reunions as prizes at www.reunionsmag.com

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 days, consider a printed program. Make it a memento.

Activity or program times, places and requirements should be printed chronologically.

Note: This is intentionally excessive to include many examples.

Games

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

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

34 REUNIONS WORKBOOK •

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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.

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

Reunion memorabilia, heirlooms, artifacts Family tree Time capsule

GAMES 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 Races Egg Carry Sack Race Three-legged Race

36 REUNIONS WORKBOOK •

Team sports Basketball Bowling Dodgeball Football Kickball Soccer Softball Volleyball Wiffleball 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

12 t h E d i t i o n

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

Seideman Family Reunion Seidemann Family Reunion

$

FOCUS ON KIDS

Plan activities for kids, suitable to all ages present. Your goal is to keep kids happy, interested, busy, involved and interacting with cousins, family and friends. Include everyone. Emphasize noncompetitive 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

Piñata 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

Seideman Family Reunion

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

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

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Recognition, kudos and accolades

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.

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.

THEMES REUNION THEMES Theme parties require planning and advance notice for members to come prepared.

Consider some of 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.

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.

© 2012 JUPITERIMAGES Corporation

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.

What are your unique entertainment ideas?

Paque Family Reunion

© 2012 JUPITERIMAGES Corporation

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ACTIVITIES 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 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.

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.

Wilson Family Reunion

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FOOD: SUSTAINING REUNIONS Food is a focal and memorable feature of all reunions. Reunion meals range from potluck picnics to formal 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…

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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?

FOOD: SUSTAINING REUNIONS LET THE HOTEL DO THE COOKING

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

K Friday evening: Reception hors d’oeuvres, open bar, soft drinks

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.

*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 ________ = $_________

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

Each food and beverage function requires

*Final cost includes tax, gratuity, set-up cost, room rental and decorations.

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 a count guarantee 48 hours before the event

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 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.

K banquet only K awards banquet K dinner/dance K buffet style K sit-down Ask about the waiter-to-table ratio, which affects service speed.

K hors d’oeuvres only K dessert only

Set schedule for the banquet

K gathering time before food is served K service and meal time K speaker(s) schedule K entertainment time(s) Type of bar setup

K open K cash K tickets

Arce Family Reunion

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PRESERVING YOUR REUNION

There are many ways to document reunions. New technology 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

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.

Formats to consider Film, batteries, bulbs, tapes K Audio tape K Clean lenses.

Audio tapes combined with photos create an excellent K Test equipment to ensure everything is working family history account. Any tape recorder will do. A good properly. microphone, however, is essential. The best kind for recording K Forget bargain tapes. individuals is a small lavalier microphone clipped to a shirt or dress. If you are interviewing more than one person, Buy the best quality tapes for video and audio a hand-held microphone can be passed to achieve clear recording. sound. Make sure the microphone is aimed toward the K Use a tripod to steady the camera and facilitate speaker’s mouth. “zoom” shots.

K Photographs K Use effective lighting.

Photographs, especially photos on CD, can easily be Back or side lighting eliminates shadows. incorporated into a video or in computer-generated K Rent lighting equipment, if necessary. documents and books.

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

Video recording creates a sense of atmosphere. If you K Have extra sets of batteries for all equipment. can interview at the place where an event happened, memories flow more naturally.

K Make a plan.

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

It can be short or detailed as necessary. Cover all highK Become familiar with the equipment. lights. The outcome – not the production – is your goal.

K Spend time practicing before the reunion.

K Carefully assess the guest list.

K Ask for help with basics.

Make notes about guests that suggest places, angles High school and college students often know a lot about and contexts in which each should be photographed. video production.

Concentrate on the oldest and youngest family members.

K Or hire a professional.

Ask for samples, resumes and references.

Lights, camera and action!

K Computer K Arrivals and departures are events.

Compilation of family history is enormously enhanced by A novel way to edit a video might be to show happy software and Internet access. New applications are always farewells at the beginning, then show what produced being developed to integrate and manipulate still and such joy and happiness. moving pictures, voices and music. Use the occasion of the K Let youngsters tell what’s on their minds. reunion to gather more information for your project.

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

The photographer/videographer must expect to sacrifice social K Take pictures in the kitchen. time and be available to capture spontaneity or hire professionals.

Gossip, giggling and stories galore. Tell the story K Enlist a photographer’s helper of group food traditions. Interview cooks and food Engage a well-organized adolescent or teenager to captains. Ask for their tips, hints and recipes. carry a clipboard and keep a list of people as they’re K If your reunion meal is pot luck, the groaning photographed. board is an event.

K Include everyone Be there when all the food is on display – the magic Including everyone ensures an audience. Everyone whose time of awe – the silence between the dinner bell and picture is taken will be interested in seeing the outcome. the matriarch bidding, “Dig in.”

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

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PRESERVING YOUR REUNION

Interviewing

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.

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.

ALAFFFA Family Reunion school theme

e

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, VCR 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 For a full reunion evaluation form for members and committees, go to www.reunionsmag.com to “Wrap up your reunion.” Or send stamped, self-addressed envelope with your request to: Reunions Magazine, PO Box 11727, Milwaukee WI 53211.

Not much later

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

Write a letter to the hotel’s general manager and recognize employees – by name – who did an outstanding job. Such letters 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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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! This directory and other reunion-planning resources are available online at ReunionTravelDirectory.com and ReunionsMag.com.

ATTRACTIONS

Experience Columbus

New Orleans Convention & Visitors Bureau

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277 W. Nationwide Blvd., Suite 125 Columbus, OH 43215 800-354-2657 bcheek@experiencecolumbus.com www.experiencecolumbus.com Check out Columbus for your groups! They’ll create longlasting memories after enjoying one of our 70+ experiential activities. Our reunion seminar makes planning easy.

2020 St. Charles Ave. New Orleans, LA 70130 504-566-5032 abarbara@neworleanscvb.com www.neworleanscvb.com 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.

National Museum of the Marine Corps 18900 Jefferson Davis Highway Triangle, VA 22172-1938 703-649-2350 dodson@marineheritage.org www.marinemuseumdining.com Stunning space with guided tours of the galleries and exhibits; dining/catering options for groups of all sizes; ample free and convenient parking.

Contact Pamela Dodson.

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Berkeley Chamber of Commerce P.O. Box 968 Moncks Corner, SC 29461 843-761-8238 emorgan@bcoc.com www.visitberkeleycounty.com Discover Berkeley County, South Carolina; The Perfect Vacation for Every Generation! Enjoy year-round attractions, superb shopping, rich culture, unique fusion of cuisine and exciting activities for adventurers and nature seekers.

Chattanooga CVB 215 Broad St. Chattanooga, TN 37402 800-322-3344 ssrees@chattanoogacvb.com www.chattanoogafun.com Chattanooga is the perfect destination for your next reunion group trip. We have the ideal mix of accommodations, dining options, scenic beauty and attractions including the Tennessee Aquarium, Rock City and Ruby Falls.

Chicago Southland CVB 2304 173rd St. Lansing, IL 60438 708-895-8200 tours@visitchicagosouthland.com www.tourchicagosouthland.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!

Clayton County Convention & Visitors Bureau 127 North Main St. Jonesboro, GA 30236 770-478-4800 reunions@visitscarlett.com www.southatlantareunions.com Just 15 miles south of Atlanta and home to HartsfieldJackson International Airport, Clayton County offers cost conscious and family-friendly reunion facilities, hotels and attractions.

DeSoto County Tourism 4716 Pepper Chase Drive Southaven, MS 38671 662-393-8770 susan@desotocountytourism.com www.desotocountytourism.com Southern hospitality, great weather, golf and year-round festivals are but a few reasons to have your reunion stay in DeSoto County; an oasis of southern comfort, surrounded by music legends, good sports and lady luck!

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Fredericksburg Regional Tourism Partnership 706 Caroline St. Fredericksburg, VA 22401 800-260-3646 ksherbert@fredericksburgva.gov www.visitfred.com Colonial and Civil War history and the unique shops and restaurants of Old Town coexist with modern lodging facilities to make your reunion a memorable one.

Hershey Harrisburg Regional Visitors Bureau 17 South Second St. Harrisburg, PA 17101 717-231-2988 candice@hersheyharrisburg.org groups.visithersheyharrisburg.org The Hershey Harrisburg Region is affordable and accessible with world-class attractions and entertainment.

Experience thrilling rides at Hersheypark and stunning architecture at The State Capitol Complex.

Jackson CVB 111 E. Capitol St., Suite 102 Jackson, MS 39215 800-354-7695 mcurrent@visitjackson.com www.visitjackson.com The Jackson tourism sights will send your 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.

Kissimmee Convention & Visitors Bureau 1925 E. Irlo Bronson Memorial Highway Kissimmee, FL 34744 800-831-1844 meet@meetinkissimmee.com www.reunionsinkissimmee.com Kissimmee is the perfect place to reunite with your family or group. Kissimmee’s ideal location gives you theme parks, exciting outdoor adventures, and lodging options sure to thrill you and your budget.

Lake County CVB 5465 West Grand Ave., Suite 100 Gurnee, IL 60031 800-LAKE-NOW jayne@lakecounty.org www.visitlakecounty.org Lake County offers so much for you and your reunion group trip. With so much to see and do on your trip, we suggest your reunions take advantage of our customized itineraries to fit it all in.

North Little Rock Visitors Bureau P.O. Box 5511 North Little Rock, AR 72119 800-643-4690 info@northlittlerock.travel www.northlittlerock.travel As you celebrate coming together let the North Little Rock Visitors Bureau help you find the perfect places to eat, stay and play.

Pigeon Forge Department of Tourism P.O. Box 1390 Pigeon Forge, TN 37868 800-285-7557 jmcnealy@mypigeonforge.com www.pigeonforgetours.com Pigeon Forge, Tennessee — We’re a gold mine for reunions. Need attractions? Try Dollywood, Titanic Museum Attraction, Zorb and the action-packed Parkway. Want nature? Great Smoky Mountains National Park is next door. Want entertainment? More than a dozen theaters await you. Hungry? We’ll feed you well.

See our display ad!

Prince George's County 9200 Basil Court, Suite 101 Largo, MD 20774 301-925-8300 visitorinfo@co.pg.md.us www.reunioncapitalusa.com With exciting attractions, wonderful amenities and immediate proximity to downtown Washington, DC, there's no better place for your next family, military, class, social or fraternity/sorority reunion.

Pulaski County 137 St. Robert Blvd.

St. Robert, MO 65584 877-858-8687 email@visitpulaskicounty.org www.reunionsatftwood.org Centrally located between Branson and St. Louis, Missouri on I-44. Enjoy the museums at Fort Leonard Wood or family activities on the Gasconade and Big Piney Rivers. Trail of Tears, Historic Route 66, fairs, festivals, antiques and more. Over 1,500 sleeping rooms and 70 restaurants including the Cave Restaurant, dining in a real cave.

Sandy Springs Hospitality & Tourism 5920 Roswell Rd., Suite A-118 Sandy Springs, GA 30328 770-206-1445 will.carlson@sandyspringsga.org www.visitsandysprings.org Your celebration is our priority. Let us help you find event facilities and hotel rates. Other services: goody bags, welcomes and more.

Southern Ocean County Chamber of Commerce/LBI Region DMO 265 West Ninth St. Ship Bottom, NJ 08005 800-292-6372 lpepenella@sochamber.com www.visitlbiregion.com For generations families have been gathering on Long Beach Island, NJ to experience quality time like none other! Customize your next reunion at the heart of the Jersey Shore.

Tupelo CVB 399 East Main Tupelo, MS 38802 800-533-0611 visittupelo@tupelo.net www.tupelo.net Tupelo, Mississippi, the birthplace of Elvis Presley, is a must-see location and a convenient stop-over for any trip through the South. Travel deals at tupelo.net.

Visit Fairfax 3702 Pender Drive, Suite 420 Fairfax, VA 22030 703-752-9509 dmiller@fxva.com www.fxva.com Reunion groups will enjoy everything that Fairfax County, Virginia has to offer! Our 100 hotels, world-class attractions, and family-friendly amenities (swimming pools, water parks, and great restaurants) make us the perfect reunion destination.

Visit Norfolk 232 East Main St. Norfolk, VA 23510 800-368-3097 dallen@visitnorfolktoday.com www.visitnorfolktoday.com Visit Norfolk provides itineraries designed for military reunions for all your members’ needs. Request your customized itinerary online at www.visitnorfolktoday.com.

Wisconsin Dells Visitor & Convention Bureau 701 Superior St. Wisconsin Dells, WI 53965 800-223-3557 sales@wisdells.com www.wisdells.com Reunion group trips of all kinds — family, company, and special-occasion gatherings — often make a beeline for the amenity-laden waterpark resorts in Wisconsin Dells, "The Waterpark Capital of the World!"

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Best Western PLUS Wynwood Hotel & Suites 580 US 1 Bypass Portsmouth, NH 03801 603-436-7600 info@wynwoodportsmouth.com www.wynwoodportsmouth.com Our group-friendly hotel, just a mile from downtown Portsmouth, hosts reunions throughout the year! Find out why the Phantom Gourmet raves about our restaurant “The Roundabout Diner & Lounge”.

Buena Vista Suites 8203 World Center Drive Orlando, FL 32821 800-537-7737 jmcnulty@bvsuites.com www.buenavistasuites.com An all-suite hotel with 279 one-bedroom suites and free, full American breakfast buffet, just 1.5 miles from Disney.

Free scheduled shuttles to Disney and two outlet malls.

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DIRECTORY

Canaan Valley Resort State Park

Cragun's Resort

Holiday Inn Dulles-Expo (IAD)

230 Main Lodge Rd. Davis, WV 26260 800-622-4121 www.canaanresort.com rhodesk@canaanresort.com Four-season mountain resort state park offering picturesque scenery in a relaxed atmosphere.

Affordable group accommodations, recreational activities and full service banquet facilities available.

11000 Craguns Drive Brainerd, MN 56401 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: http://craguns.com/vacations/family_reunions/index.html.

4335 Chantilly Shopping Center Chantilly, VA 20151 855-815-6060 marykashani@hichantilly.com www.hichantilly.com Stay Your Way at the Holiday Inn Hotel in Chantilly, VA. Just 24 miles from downtown Washington, D.C. and 6 miles from Dulles airport.

Circus Circus Hotel & Casino Las Vegas 2880 Las Vegas Blvd. S. Las Vegas, NV 89109 800-765-4449 rhudgens@circuscircus.com www.circuscircus.com Centrally located and invitingly decorated, our refreshed and remodeled rooms promise all the comfort and convenience you and your reunion group trip would expect from a Las Vegas hotel with all the round-the-clock excitement of a Las Vegas casino.

CoCo Key Hotel and Water Resort Orlando 7400 International Drive Orlando, FL 32819 407-351-2626 info@cocokeyorlando.com www.cocokeyorlando.com Family-friendly resort features a canopy-covered and outdoor water park, 4 pools, and an interactive arcade. Guestrooms feature mini-refrigerator, digital safe and a variety of amenities.

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Embassy Suites Hotels 800-EMBASSY www.embassymeetings.com Celebrate with family and friends at any of our 213 properties offering spacious two-room suites, free cooked-to-order breakfast and complimentary beverages each evening.

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

Grand Sierra Resort & Casino 2500 East Second St. Reno, NV 89595 800-501-2651 www.grandsierraresort.com Grand Sierra Resort is the most complete destination with nearly 2,000 guest rooms and suites, 200,000 square feet of meeting and convention space, 10 restaurants, headliner entertainment and more.

Holiday Inn Express & Suites Phoenix/Chandler 15221 S. 50th St. Phoenix, AZ 85044 480-785-8500 leslee@finehospitality.com www.hiexpress.com/phx-chandler Just the place for you - Full, hot breakfast buffet, internet included, heated pool, spa, fitness center, walking distance to restaurants, microwave and refrigerator in each room.

Honor's Haven Resort & Spa 1195 Arrowhead Rd. Ellenville, NY 12428 845-210-3114 salesadmin@honorshaven.com www.honorshaven.com A four-season resort destination boasting formal gardens, championship golf, superb resort amenities & a host of spa services as well as over 36,000 square feet of dedicated meeting space.

DIRECTORY Oakbrook Terrace Hotels

TOUR OPERATOR

915 Harger Rd., Suite 240 Oak Brook, IL 60523 800-232-0502 visitor@oakbrookterracehotels.com www.oakbrookterracehotels.com Oakbrook Terrace, home to Drury Lane Theatre, 17 miles from downtown Chicago, 20 minutes from O'Hare and Midway Airports, home to seven outstanding hotels offering convenience and comfort.

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Sea Mist Oceanfront Resort

Branson Country Tours 1140 W. 76 Country Blvd.

Branson, MO 65616 800-841-2376 bctours@aol.com www.bransoncountrytours.com Let's get together in Branson! Branson has the shows and attractions sure to please your military or family reunion.

We can help you with your Branson arrangements.

1200 South Ocean Blvd.

Myrtle Beach, SC 29577 800-200-8687 groupsales@seamist.com www.seamist.com Reunions made easy! Specializing in reunions from military to family at the most affordable rates in Myrtle Beach.

Sea Mist’s premier oceanfront location is near shopping, theaters and golf courses. Sea Mist has over 750 units, multiple restaurants, miniature golf, 10 pools, jacuzzis, fitness room, 17,000-sq.ft. of versatile meeting space and much more!

Staybridge Suites McLean-Tysons Corner 6845 Old Dominion Drive McLean, VA 22101 855-STAYMCLEAN 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.

The Victorian Condo-Hotel Resort & Conference Center 6300 Seawall Blvd.

Galveston, TX 77551 888-804-1420 kallen@viccondo.com www.victoriancondo.com The Victorian is a favorite choice for reunions. Spacious condominiums with nicely equipped kitchens, meeting spaces both indoors and out, swimming pools and more.

The Woods Resort & Conference Center P.O. Box 5, Mountain Lake Rd. Hedgesville, WV 25427 304-754-7977 news@thewoods.com www.thewoods.com Located only 90 mi. from the Balt/DC beltways, The Woods offers lodging accommodations, 36 holes of Golf, swimming, tennis, Sports Center, Sleepy Creek Spa & more!

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CustomInk 7902 Westpark Drive McLean, VA 22102 877-803-5887 service@customink.com www.customink.com Ten years and 25 million custom t-shirts of experience makes for 99% happy customers! CustomInk is the t-shirt printing expert for your reunion, team, school or any event!

Group events are all about enjoying each other’s company. So why not plan yours in the place with the most thrilling attractions and versatile accommodations – “The Waterpark Capital of the World!®” Not only do we have the largest concentration of waterparks in the world, we also have a pretty good concentration of smiles. groups@wisdells.com | (800) 223-3557 MeetInTheDells.com

Eagle Crest, Inc. 5357 Ramona Blvd.

Jacksonville, FL 32205 800-874-1410 greg@eaglecrest.com www.eaglecrest.com Eagle Crest has an in-house art department that will convert any design to create your custom embroidery, screen printing, coins, dog tags and decals.

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Instant Info Center Advertiser Name

2012/12th Edition

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!

Name ____________________________________________________________________ Reunion or Group Name ______________________________________________________ Type of Reunion/Group __________________________________________________________ Address ___________________________________________________________________ City ____________________________________ State _________ Zip _________________ Phone ____________________________ Email ___________________________________

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Berkeley Chamber of Commerce, SC Best Western PLUS Wynwood Hotel & Suites, Portsmouth, NH Branson Country Tours, Branson, MO Buena Vista Suites, Orlando, FL Canaan Valley Resort State Park, Davis, WV Chattanooga CVB, TN Chicago Southland CVB, IL Circus Circus Hotel & Casino, Las Vegas, NV Clatyon County CVB, Jonesboro, GA CoCo Key Hotel and Water Resort, Orlando, FL Cragun's Resort, Brainerd, MN CustomInk.com DeSoto County Tourism, MS Eagle Crest, Inc. Embassy Suites Hotels Experience Columbus CVB, OH Extra Holidays by Wyndham Vacation Rentals Fredericksburg Regional Tourism Partnership, VA Grand Sierra Resort & Casino, Reno, NV Hershey Harrisburg Regional Visitors Bureau, PA Holiday Inn Dulles-Expo (IAD), Chantilly, VA Holiday Inn Express & Suites, Phoenix/Chandler, AZ Honor's Haven Resort & Spa, Ellenville, NY Jackson CVB, MS Kissimmee Convention & Visitors Bureau, FL Lake County CVB, Gurnee, IL National Museum of the Marine Corps, Quantico, VA New Orleans Convention & Visitors Bureau, LA North Little Rock Visitors Bureau, AR Oakbrook Terrace Hotels, IL Pigeon Forge Department of Tourism, TN Prince George's County CVB, MD Pulaski County CVB, MO Sandy Springs Hospitality & Tourism, GA Sea Mist Oceanfront Resort, Myrtle Beach, SC Southern Ocean County Chamber of Commerce/ LBI Region DMO, Ship Bottom, NJ Staybridge Suites McLean-Tysons Corner, VA The Victorian Condo-Hotel Resort & Conference Center, Galveston, TX The Woods Resort & Conference Center, Hedgesville, WV Tulalip Resort Casino, Tulalip, WA Tupelo CVB, MS Visit Fairfax CVB, VA Visit Norfolk, VA Wisconsin Dells Visitor & Convention Bureau, WI

Please send me information on reunions in the following regions and countries: ❑ Northeast U.S. ❑ Southeast U.S. ❑ Midwest U.S. ❑ Frontier/Mountain West U.S. ❑ West Coast U.S. ❑ Canada ❑ Mexico/Caribbean ❑ Europe ❑ Asia ❑ Other (list)______________________________

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