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2016 Edition
HOLDING ONTO REUNION MEMORIES Smart tips for preserving your group’s big event
FAVORITE DESTINATIONS Mountain retreats, beach resorts, urban oases
FAMILY REUNION CRUISING Great times on the high seas A Premier Travel Media publication $ 9.95 • ReunionsWorkbook.com
CELEBRATION VACATIONS Perfect reasons to observe family milestones
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Plan a Reunion to Remember
2016 Edition
P
Editorial & Advertising Office
Laurel Mink
erhaps your extended family gathers for a reunion every year—either in the same location or a different place every time. Or maybe your clan is long overdue for the big get-together.
As reunion planners know, getting all the Mink Family Reunion pieces in place is a major undertaking. These much-anticipated gatherings don’t just happen—they require hours of homework on the part of some dedicated souls. And that’s where this guide comes in. Let this 16th edition of Reunions Workbook be your planning resource. It will not only inspire you to get the wheels in motion, but it provides practical tips to help you get organized, from choosing a destination and sending out invitations to planning meals and budgeting for keepsakes. In the page 12 article “Holding Onto Family Reunion Memories,” family travel expert Erin Gifford suggests some ways to preserve the good times for posterity. Where does your group want to go? You can’t go wrong with a beach party. Or maybe the mountains beckon. Metropolitan areas also make sense for many groups. These and other destination ideas abound in the Site InSpections section that starts on page 37. Cruising, another consideration, is becoming increasingly popular with reunion groups, as cruise writer Lynn Seldon points out in his profile of family-friendly lines on page 8. Also check out our website, ReunionsWorkbook.com, where you can download a digital edition of this guide, sign up for InSite on Reunions e-newsletter, read up on reunion-friendly destinations and download helpful forms. Happy reunion planning!
Randy Mink Managing Editor
CONTENTS
Reunion Cruising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Holding Onto Family Reunion Memories
. . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Families Reunite for a Celebration Vacation . . . . . . . . . . . . . . . . . . . . . . . . 16 Is There A Reunion In Your Future? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
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
Managing Editor – Randy Mink randy@ptmgroups.com Staff Writer – Miles Dobis miles@ptmgroups.com Editorial Coordinator – Danielle Golab danielle@ptmgroups.com
Director, Design & Production – Robert Wyszkowski rob@ptmgroups.com
The publisher accepts unsolicited editorial matter , as well as advertising, but assumes no responsibility for statements made by advertisers or contributors. Every ef fort 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 Travel Media, Inc. 621 Plainfield Road, Sui te 406, Willowbrook, IL 60527. This publication is distributed to reunion planners and may be ordered through groupuniversity .com. The regular sub scription price is $9.95 per year.
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Establishing A Timetable For Your Reunion. . . . . . . . . . . . . . . . . . . . . . . . . 22 Making Destination Decisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Choosing A Date For Your Reunion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Better Meal Planning & Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Planning Reunion Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Invitation Essentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Your Communication Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Keepsakes/Memorabilia
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
101 Games Reunions Play . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 SITE INSPECTIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Wrap Up & Evaluate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 4 REUNIONS WORKBOOK
ON THE COVER Wyoming’s Grand Teton National Park Cover photo courtesy Austin Adventures
ReunionsWorkbook.com
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How do you say
“Vacation of a lifetime” in Italian? History Walk the streets of timeless treasures of the Med to visit the masterpieces and mysteries of the past, simply breathtaking.
Culture Experience a cultural awakening, sharing in the traditions, customs and cuisines of Italy and beyond.
Italy’s Finest A Unique Italian Lifestyle Quality, Style, Hospitality and Passion
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[vacanza di una vita] Time... with Family and Friends Together you will embark on a journey of exploration, excitement and fun.
Value: Priceless Your Costa vacation will build memories to cherish for a lifetime.
Choose Costa for your next reunion!
For reservations, more information on Costa’s other unique destinations, contact your travel agent, visit costacruises.com or call us at 1-800-GO- COSTA (1-800-462-6782)
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Reunion Cruising
Get your group together and chart a course on the high seas By Lynn Seldon
With so much to offer planners, it’s easy to understand why family reunion cruising is more popular than ever. The reasons family reunion planners often choose a cruise are many, including: 16 REUNIONS 8 REUNIONSWORKBOOK WORKBOOK
Ease of planning and working directly with a travel agent or the cruise line’s group planning department ■ Group discounts and “free” bookings ■ Varied itineraries and lengths of cruises around the world ■ The “all-inclusive” nature of cruises ■ Variety of accommodation options for all budgets (including adjoining cabins) ■
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Carnival Cruise Line
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Costa Cruises
Family-friendly lines include Costa (left) and Carnival, which has Dr. Seuss characters.
Unpacking only once A choice of shore excursions for reunion participants ■ Group and separate dining in multiple restaurants ■ Adults- and kids-only offerings The following is an overview of what several cruise lines offer family reunion cruise planners: ■ ■
ReunionsWorkbook.com
Disney Cruise Line
Carnival Cruise Line
It’s only natural that the folks from the Walt Disney Company know how to make family reunions at sea special after so much success on land. A cruise with Disney Cruise Line is definitely a great option for extended and multigenerational family groups. The line’s programming was designed with families in mind, including dedicated spaces and activities for children, tweens, teens, adults and multigenerational families—as well as a variety of cruise lengths and itineraries to suit everyone’s tastes and schedules. To accommodate larger families and groups traveling together, many staterooms have connecting doors that adjoin staterooms. Plus, on connecting veranda staterooms, the partition between verandas may be opened to create a larger shared balcony (an offering found more often on modern ships). Along with familyfriendly activities and dining, Disney ships also feature adults-only dining and outdoor spaces, as well as an adults-only beach on their private Bahamian island, Castaway Cay. In the case of family reunions, guests wishing to book staterooms next to one another have the opportunity to select the staterooms they want online and with the help of the Disney Cruise Line reservation team over the phone (based on availability). Of course, pre- and post-cruise visits to Walt Disney World, combined with a cruise out of Port Canaveral (only an hour away), are also very popular with family reunion planners.
Family reunions are meant to be fun for all ages, so it’s not surprising that the “Fun Ships” of Carnival Cruise Line are also particularly popular with family reunion planners—and reunion attendees. Multigenerational travel that includes children, parents, grandparents, and other relatives and family friends is big business with Carnival and the line says it welcomes 700,000-plus children a year—more than any other cruise line and about double the number of children they welcomed onboard less than 10 years ago. As with most lines, Carnival has greatly expanded its onboard options to cater to guests of all ages and inclinations. From their exclusive Seuss at Sea program to some of the largest water parks afloat, kids participating in family reunions at sea are simply happy campers. So are the adults, thanks to adults-only retreats, varied entertainment options, lots of dining choices and casinos. Plus, when reunion planners factor in the good value and all-inclusive nature of a cruise, a seagoing family reunion or multi-generational cruise is a great option compared to land-based venues. Depending on the size of the group, Carnival features group discounts offering one free berth for every eight cabins blocked, plus other group amenities. Opportunities for shared experiences include its family-friendly comedy at the Punchliner Comedy Club presented by George Lopez and the audience-participation favorite Hasbro, The Game Show—with larger-thanlife adaptations of the brand’s iconic games. REUNIONS WORKBOOK 9
Jeff Gayduk
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Clear waters and picturesque island trappings await Costa passengers in Roatan, Honduras.
Costa Cruises With diverse offerings in the Caribbean, the Mediterranean and beyond, Costa Cruises is also an ideal choice for family reunions. “There’s something for guests of all ages to do onboard a Costa cruise,” says Scott Knutson, vice president of sales and marketing for Costa Cruises North America. “With Costa being a truly international experience, kids are able to make new friends from all over the world and learn about other cultures in a fun way.” The line’s onboard activities feature something for everyone, including an extensive children’s program in the popular Squok Club, where children between the ages of 3 and 17 enjoy a wide range of offerings day and night, free of charge. Divided into four age groups, the possibilities include treasure hunts, sailor knot lessons, sports tournaments and competitions, pool parties, dancing, balloon art, photography, and evening parties and events. There’s also in-port supervision for children ages 3-12, so parents and grandparents can go on shore excursions. Free group babysitting can be arranged after Squok Club closes for the night. Knutson adds, “For adults, the Samsara Spa provides an idyllic haven for relaxation, and the specialty restaurants are perfect for kid-less romantic dinners. Parents love that they can have some 10 REUNIONS WORKBOOK
alone time knowing their kids are having a blast at the Squok Club—almost as much as they love Costa’s ‘Kids Sail Free’ deals.” Costa runs the deals Knutson references multiple times a year, where children ages 17 and under sail free when accompanied by two adults in the same cabin. The line also features deals offering onboard credits and savings on group bookings, so family reunion participants can take advantage of special perks. Costa’s newest ship, Costa Diadema, features special family cabins that sleep five and have two separate bathrooms and extra storage space. In 2015, Costa introduced its “Captain for a Day” program. Offered onboard Costa Diadema and Costa Fascinosa, the program begins with children donning their captain’s stripes and ends with dinner with the master of ship at his personal table in the main dining room. Participants receive a captain’s uniform to wear to their captain’s training, where they learn about the ship, nautical terms, navigation, signal flags, the weather and the sea. Knutson says, “With the ‘Captain for a Day’ program, they’ll get an exclusive behind-the-scenes look into the role the master fulfills, learn a few tricks of the trade, and enjoy an experience unlike anything else they’ve ever done at sea.” The new program, offered at three different levels and price points, complements the line’s successful “Princess for a Day” offering.
The Disney Wonder offers fine dining “under the sea” at Triton’s restaurant.
Norwegian Cruise Line Norwegian Cruise Line also continues to see large numbers of families and reunions—and especially multigenerational groups. Families are the second largest cruising segment, only behind the 55-plus age group. Norwegian's signature Freestyle Cruising gives family reunion groups the freedom and flexibility to create their ideal vacation, while also offering something for each member. Family groups especially like the option of eating on their own schedules at a wide range of restaurants. Programs like Norwegian's kids program, Splash Academy, and its Aqua Parks are huge draws for the younger crowd. With Norwegian's exclusive ship-within-a-ship complex, The Haven, multigenerational and large
Disney Cruise Line
Carnival carries about 4.5 million passengers annually—the most in cruising – and that includes all of the aforementioned children and more than a million seniors. The line operates from 17 North American homeports, making it easy to find a convenient point of embarkation. Carnival Cruise Line’s newest, largest and most innovative ship, Carnival Vista, is set to debut in Europe in the spring of 2016. It will be the line’s most family-friendly ship to date with innovations such as a suspended cycling experience called SkyRide, the first IMAX theater on a cruise ship, and the new Family Harbor staterooms and suites. After its inaugural European summer and fall season, the Carnival Vista will make its U.S. debut in New York before shifting to Miami and offering Caribbean itineraries year-round starting in November.
family reunion groups can travel together and everyone has the ability to book what suites their taste or budget—but still be included in the family reunion. For example, the line’s innovative Studio accommodations offer everything that a solo traveler could be looking for. Studio guests have access to their own private Studio Lounge. Best of all, these accommodations are not just specially designed for solo travelers, but priced for solo travelers as well, allowing them the opportunity to avoid paying a single supplement fee. By offering a wide variety of amenities and features onboard, from Splash Academy, which caters to various age groups, to a wide variety of dining outlets—up to 28 on Norwegian Escape—and entertainment options for kids and kids at heart, the best feature of a Norwegian cruise is that reunion participants can design their own dream family vacation. Norwegian Escape also features the line’s first dedicated nursery at sea, with supervised childcare for young cruisers ages six months to two years old. Norwegian's most popular family itineraries are the Caribbean, Bermuda, Alaska and Europe. Its Groups Department can assist reunion organizers and guests traveling in large groups with everything from booking activities, private parties and group shore excursions to getting staterooms close to one another. Reunion groups of 14 or more are assigned a dedicated contact prior to sailing to assist with coordinating all arrangements for the group and also have a contact onboard to ensure all family reunion activities are well taken care of.
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MSC Cruises With Italian-leaning MSC, group rates start with eight staterooms with 16 adults (anyone 21 and over). There is also another package that the line offers that includes 10 staterooms, 20 paying adults (21 and over), but children 18 and over pay the adult price. As with any booking, it may be important for the reunion planner to know the age for every person within the group, in that it can affect pricing—especially when someone is in the military or their children are 12 and under. When sailing with a larger group on MSC, reunion participants have access to certain benefits. For example, the line offers large groups free meeting spaces where they can host a birthday party or other special occasion or a private cocktail party—including a beer-wine-soda package. Reunion planners can also arrange their own theme party (like a cooking class or salsa lesson). As with many lines, MSC also does photo packages for large groups. For the adults in the reunion group, the kid-free MSC Yacht Club is perfect, as is the MSC Aurea Spa. In addition, the TopSail Lounge offers a tranquil space with whirlpools, lounge chairs and bar service for grown-up relaxation.
Paul Gauguin Cruises Thanks to the size of their ships, Paul Gauguin Cruises has had several family groups who have chartered the M/S Paul Gauguin for a family reunion, as well as reunion groups on other sailings. “Chartering a small ship is a great option for family reunions and provides an incredible way to experience enchanting destinations exclusively together,” says Donna Kurtz, director of charter & incentive sales. “Every aspect of the voyage can be customized, from dining and entertainment to shore excursions, group functions and activities.” The line’s “Ambassadors of the Environment” family program is particularly popular with multigenerational reunions, as they choose from a suite of onboard activities and daily excursions that reveal the natural wonders and rich culture of Polynesia by land and sea.
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European River Cruises According to Ralph Grizzle, founder and editor of River Cruise Advisor, Europe’s many rivers offer another great option for family reunion cruises. He says, “I've river cruised with my family many times and it's a great way to spend quality time. The ships are small enough where we don't need walkie-talkies like you sometimes see on the mega-liners.” Grizzle says many of his family trips have been on AmaWaterways. “In fact, they have a new partnership with Disney for the summer of 2016, and—based on what I've heard—probably in future years, too. Plus, AmaWaterways has a few ships with adjoining staterooms, which can be nice if you're traveling with young kids.” He also recommends Viking, Scenic and Uniworld, to name a few. “If I had a larger group, I'd take a serious look at CroisiEurope's barges, which can be chartered and sail through some of the most enchanting regions of France.” Given all of these options, it’s easy to see why family reunion groups are shouting, “Bon Voyage!” ■ ReunionsWorkbook.com
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Holding Onto Family Reunion Memories Grouping people by families in a photo helps attendees remember who is with whom after the reunion. 12 REUNIONS WORKBOOK
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Follow these smart tips for preserving special moments of your big event
By Erin Gifford family reunion can be an absolute whirlwind of catching up with relatives you haven’t seen in years while sharing funny stories and heartfelt memories. We relish the laughter, tears, hugs and surprises…then poof—the reunion is over and it’s time for everyone to go their separate ways. It’s funny how family reunions are months, even years, in the making, then come to an end far more quickly than we would like. The memories then fade away as we sink back into our daily routines of soccer practice, laundry and picking the kids up at the bus stop. Fortunately, there are easy ways to hold onto the good times for years to come. From collecting life stories to creating social media groups to sharing photos during and after the family reunion, there’s a lot that you can do to preserve the memories of a family gathering.
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Tap a Roving Reporter Every family reunion needs an organizer who is patient and persistent, able to delegate tasks and ensure that attendees have all the who, what, when and where that they need for the reunion. Some even have spreadsheets to keep track of who’s coming, who’s booked hotel rooms and who still needs to share their shirt sizes for the reunion T-shirt. As much as a reunion needs a good event organizer, a family reunion could also use a lead person to document the events with photos and videos, even interviews conducted with attendees to collect life stories and funny memories. This “roving reporter” may have one of the most important roles at the reunion. Set up a blog for the family reunion using a free service, like Blogger or WordPress.com, where this reporter can share photos, videos and short text entries for anyone to check out. School-age children and teens attending the reunion may even enjoy serving as a junior reporter, getting the scoop on reunion events.
©iStockphoto.com/OJO_Images
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With the proliferation of social media, it’s become easier than ever to both organize reunions and share family stories and photos. Many create private Facebook groups, which can make coordinating with family members a breeze or at least far simpler than sifting through reply-all emails on group distribution lists. REUNIONS WORKBOOK 13
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In a successful group photo, everyone is looking in the direction of the camera and everyone can be clearly seen.
©iStockphoto.com/Nicolas McComber
“We have a private Facebook group for our reunions, which happen every five years,” said Nicole Wiltrout, a mother of two from Indianapolis. “People share photos from the reunions, but also of new babies born and graduations. My cousin recently shared a photo of our grandfather who died 15 years ago. It was a wonderful picture of him and many of us had never seen it before. It unexpectedly made my day.” Another idea is to create a reunion hashtag on Instagram, like #hillreunion16. This way, everyone can post their own photos and easily scroll through reunion photos all in one place both during and after the reunion.
Strike a Pose Consider hiring a photographer that specializes in vacation photos, like one from Localgrapher or Flytographer. These companies have networks of photographers all over the world
whose primary goal is to capture special moments, both candid and posed, from family vacations and reunions. Not only will a good photographer be able to take flattering photos, but it’s a great way to help ensure that everyone is in the photo. No need to bring a tripod and set a camera timer. There’s also no need to hunt down a random stranger to take a group photo. Since this person is not invested in the photo, he or she may not take as much care to line up everyone properly or ensure that the kids are looking at the camera. “I like to take pictures when on vacation, but only maybe a handful have the entire family in them,” said Rebecca Darling, a mother of three and a family travel writer at R We There Yet Mom. “I worked with Flytographer when my kids and I were in New York last summer. Every time I look at these photos, I am flooded with memories from this trip. It’s better than any memento or souvenir I could have brought home.”
and goofy hats. Many photo booth vendors offer props, but it can be fun to bring some of your own, especially if there is significance to your own family, like cowboy hats. Encourage family members to ham it up and snap some fun pics in the photo booth at the reunion. Make sure the photo strips that print out are customized with the event name and date on them. Attendees should also be able to email photos taken in the booth to themselves that they can share on Instagram or within a private Facebook group for the reunion for everyone to see. If most of your reunion events will take place outside, create a DIY photo booth by hanging an open frame from a tree branch that attendees can pose behind, because really, no get-together is complete without a photo booth. If you like, add a colorful backdrop, and don’t forget the props. Also, be sure to create some kind of signage to set up at the reunion pointing attendees in the direction of the photo booth.
Take Great Group Photos Don’t Forget the Props
©iStock
om/sca photo.c
nrail
Another idea is to rent a photo booth for a family reunion. Make sure to provide fun props, like fake mustaches, big sunglasses
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If you decide to take your own group photos, Jennifer Bacher, contributor to popular photography blog, Click it Up a Notch, has some tips. She’s been tapped as the designated photographer at family reunions and knows what it takes to take a good group photo (as well as a bad one). “Unfortunately, with large groups, attention spans dwindle if you are not prepared with a quick pose in mind,” said Bacher. “With my huge family, the objective is simply to get a shot where everyone is seen and is looking in the direction of the camera. Save your more creative shots for smaller groupings.” ReunionsWorkbook.com
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©iStockphoto.com/Sergei Kozak
“I like to take pictures when on vacation, but only maybe a handful have the entire family in them. I worked with Flytographer when my kids and I were in New York last summer. Every time I look at these photos, I am flooded with memories from this trip. It’s better than any memento or souvenir I could have brought home.” — Rebecca Darling,
Family Travel Writer, R We There Yet Mom ©iStockphoto.com/Juanmonino
Here are Bacher’s three best tips for taking photos of large groups: Shoot outdoors in the early evening and in the shade. This will help keep attendees from squinting in the sun. It’s also a good way to avoid shadows on faces, which often occur when the sun is overhead. Evening sun is warm and very flattering.
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Have everyone wear solid colors. Not everyone needs to wear the same color, though many groups opt to do so, but it’s a good way to help draw the attention to faces, not what each person is wearing. Avoid big logos, bold patterns and T-shirts with words or quotes.
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Group people by families or couples. It’s a good idea to group people in a photo by family if only to help attendees remember who is with whom after the reunion. This is also helpful to those who weren’t able to attend the reunion and want to see the families that were able to make it. Bacher also suggests not taking photos with heads on the horizon line. This will keep the background from being a distraction. Put taller people in the back, chins up to avoid double chins and ask that adults hold squirmy toddlers to ensure they don’t run off in the middle of the photo shoot. Beyond posed group shots, consider a few fun pose ideas for family reunions. One idea concocted by Stuart McIntyre, a photographer with Photo Nottingham, was to have individual attendees pose inside a three-by-three box, which he then pieced together into a larger image of four boxes by four boxes (think of the look of “Hollywood Squares” or “The Brady Bunch,” both of which are three boxes by three boxes).
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Create Photo Albums and Artwork Designate a point person to collect digital photos, even simply photos taken on a smartphone, from attendees to compile into a hard cover photo album. Photo services, like Snapfish and Shutterfly, offer loads of designs and layouts, even embellishments, like digital stickers and images, to add in to make the pages pop. Another great option is Blurb, which allows you to compile your photos into a high-quality coffee table book. You can add photos, quotes, digital images, anything you like. Even better, most photo services frequently offer high-value coupon codes to save money on photo albums. When the book is finished, simply send out the link for attendees to order copies on their own. Sometimes, the best way to preserve memories from family reunions is simply printing out the photos you’ve taken. Frame them or turn them into photo artwork, like photo calendars and photo canvas prints, which make great wall art. “We frame loads of photos once we are home,” said Keryn Means, a mother of two and a travel writer at Walking on Travels. “I also make a photo album whenever we go on extended family trips so everyone can remember the time we spent together.” ■
Make your next reunion a can’t-miss vacation. With accommodations to fit any budget, many group activities, beautiful and historic backdrops plus exceptional Culinary Coast™ dining, we’re the perfect place for your next reunion. Learn more about our area and events at visitsoutherndelaware.com.
facebook.com/southerndelawaretourism
Erin Gifford is founder and editor of Kidventurous (www.kidventurous.com), an award-winning family travel resource.
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Families Reunite For
Celebration Vacations
Florida’s Walt Disney World is one of the top spots for family celebration vacations.
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By Nancy Schretter amilies and multigenerational groups are increasingly traveling together to celebrate milestone events. Over twothirds of leisure travelers took a celebration vacation over the last 12 months according to the 2015 MMGY Portrait of American Travelers study. These trips typically mark special occasions such as birthdays, anniversaries, reunions, graduations and destination weddings. Industry experts expect this trend to continue to grow. In today’s fast-paced world, it’s often difficult for parents and children to spend quality time together. Travel is increasingly viewed as the best way for family members to celebrate major life events, bond and create shared memories. Families are also living farther apart than at any other time in history, so a celebration vacation can often be the easiest option for multigenerational families to gather in one place. Companies such as Uniworld Boutique River Cruise Collection are experiencing significant growth in their family-friendly vacation offerings due in part to this trend. “Our multigenerational itineraries have proven to be extremely successful,” says Uniworld President Guy Young. “We doubled these offerings in 2016 and frequently book families celebrating special events and reunions as well as those wishing to simply share their love of travel with the younger generation.” It’s not just parents and grandparents who are traveling with children these days. Large groups of family members and friends including aunts, uncles and cousins are celebrating milestone events together. Planning typically takes place far in advance to coordinate schedules, often one of the most difficult aspects of these kinds of trips.
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The Walt Disney Company
Special occasions make great excuses to plan a gathering of the clan
Fun for Everyone Choosing venues that provide flexibility and a wide variety of activities to please all family members is critical to celebration vacation success. Tour operators, ranch owners and cruise executives mentioned this as key, since vivid memories are made through shared experiences. “When I talk with decision makers planning family celebration vacations, they’re always mindful of trying to keep every member of the family very happy,” says Tyler Beckley, owner of Three Bars Ranch in British Columbia, Canada. “By doing things that are new or different, you create an experience for people REUNIONS WORKBOOK 17
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Austin Adventures is an old hand at arranging multigenerational vacations in places like Wyoming’s Grand Teton National Park.
Nancy Schretter
Austin Adventures
a wide variety of customized services for family celebration vacations at Disney destinations. These include personalized pre-arrival and event planning with the help of a Disney Group Getaways specialist as well as opportunities for special private events, festive in-room celebrations and behind-the-scenes tours. In addition, Disney has created a multigenerational/ grandparents homepage on their website designed to help grandparents plan family vacations and celebration events. MSC Cruises offers group packages for celebrating families that include special pricing and exclusive benefits, while Carnival Cruise Lines provides a Group Fun Points program with flexible amenities for celebrating family groups. “Many family groups plan a group shore excursion with our Group Event Planning department,” says Mike Julius of Carnival Cruise Lines. Special group photo with memories that last a lifetime.” Value-Added Packages and Services appointments, complimentary celebratory lunch Beckley also cites the importance of keeping Many firms in the travel industry are catering to events, free meeting space and private receptions grandparents happy and involved in multigenerathe family celebration vacation market with packare also available through the cruise lines. tional celebration vacations – a feeling echoed ages, services, and opportunities for personalizaPopular resorts such as Sandals Resorts, by Erik Elvejord of Holland America Line. tion. Disney spotted this trend early on and added Beaches Resorts and Mexico’s Velas “While families want to make sure that Resorts offer attractive family celebration the kids involved are happy,” he says, and reunion packages with added value “they often plan multigenerational for guests. Many properties also have celebration vacations to make sure that staff on hand to help create unique the matriarchs and patriarchs are having celebrations, eliminating many of the an incredible time.” planning worries associated with family Certain destinations also meet these celebrations. At Grand Velas Riviera criteria particularly well. Dan Austin, Nayarit, for example, family reunion president of Austin Adventures, says packages include the services of a Yellowstone National Park has been its reunion coordinator, special rates for most popular destination for these types grandparents and kids, and VIP airport of family trips for years because it offers transportation. Family-friendly tour something for every age group and operators such as Austin Adventures ability level. and Wildland Adventures cater to family “Yellowstone has sensory overload,” celebrations with custom-planned events adds Austin. “Grandparents may have and experiences, including opportunities experienced it themselves as kids and to create a community legacy to now want to share it with all their family commemorate their trip. members.” Leaving a legacy can be a powerful Kurt Kutay, president of Wildland celebratory event for families. The Adventures, finds Costa Rica is a favorite Caribbean’s Nisbet Plantation Beach Club for family celebration vacations because will plant a coconut palm at the resort in “it’s easy, safe and family-friendly for all honor of the family’s celebration. Family generations to enjoy wildlife and outdoor members can plan future trips to see activities, plus there are lovely accommohow big their tree has grown over time. dations.” According to travel planners, Families staying at Colorado’s Lost Valley Maui, Cancun and Orlando are other Ranch create their own brand and have it destinations with a broad range of family seared into the dining room’s wood activities. Drive-to beach destinations paneling. Check marks show how often and national park areas are popular Families can leave their own brand at Colorado’s Lost Valley Ranch. they’ve returned. as well. 18 REUNIONS WORKBOOK
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Family Room Families often like to spread out on their celebration vacations, seeking out villa-style accommodations and venues available for large group rentals. The beachfront Grand Residences Riviera Cancun, for example, is well-suited for family celebration vacations. The resort offers one-, two- and three-bedroom suites and its events staff arranges unique touches and events for reunions, milestone birthdays and anniversaries. Walt Disney World and resorts such Hawks Cay Resort in the Florida Keys and Maui’s Destination Residences Hawaii also cater to celebrating families with a wide variety of villa accommodations, enabling the entire family to be housed together. Concierge teams take care of special requests.
“While families want to make sure that the kids involved are happy, they often plan multigenerational celebration vacations to make sure that the matriarchs and patriarchs are having an incredible time.” —Erik Elvejord, Holland America Line
Large individual vacation homes are also popular choices for family celebration vacations. The Clear Creek Group, a provider of distinctive vacation homes in Jackson, Wyoming, has seen strong demand from family groups celebrating birthdays, anniversaries and other milestone events. The company’s concierge services can provide complete personalized assistance for guests, ranging from making restaurant reservations and stocking the villas with food to creating detailed itineraries for the entire trip. Full-venue charters can also be popular for large family reunions and multigenerational celebrations. Un-Cruise Adventures operates a fleet of small ships, including two vessels accommodating less than 40 persons that are often chartered by family groups. These full-ship charters offer both exclusivity and the customization of itineraries, menus, activities and events. “We meet with the charterer months in advance to discuss the group’s goals, celebrations, and desires,” says John Kreilkamp, Un-Cruise Adventures’ director of groups and charters. Three Bars Ranch also can be rented out for private family celebrations and tailors the entire experience to their guests. “Time together is what builds families,” says Tyler Beckley, “and at Three Bars everyone gets a vacation.” Acknowledging family milestones through shared travel experiences is important. These kinds of celebratory vacations create vivid memories that will last a lifetime. After all, says Uniworld’s Guy Young, experiencing the joy and cultural enlightenment of travel with children and grandchildren can be one of the most treasured gifts of all. ■
Find your own… natural wonders zipline adventures horseback rides to a cowboy cookout toasted marshmallows cozy cabins & lodges prehistoric caves Hocking River canoe trip authentic Appalachian art family time
You’ll find all this and more in Southeast Ohio’s Hocking Hills. Ohio’s Natural Crown Jewels. Call or click for your free Visitor’s Guide: 1-800-Hocking ExploreHockingHills.com
Nancy Schretter is the founder and managing editor of the Family Travel Network (www.familytravelnetwork.com) and an industry consultant in family and multigenerational travel. ReunionsWorkbook.com
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Reunion Is There A
In Your Future?
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1. Reunions create unity among extended family 2. Reunions help the younger generation learn about their ancestors, culture and heritage 3. Reunions nurture existing family traditions and inspire new ones 4. Reunions create new lifetime memories while sharing fond memories and reflecting upon family members who have passed. If you decide to hold a reunion, you must be devoted to your reunion event from start to finish. Plan early, preferably a year in advance depending on the size of your extended family and distance they must travel to the destination. You must be able to spend time on the project, be willing to take charge and ruffle feathers if need be. Some decisions are easy, other times you feel like you’re herding cats. Be eager to do everything necessary to plan a successful event and keep smiling through the process. The payoff is well worth the pain.
Don’t Do It Alone Someone must be in charge, but all successful reunions need people to help before, during and after. Ask for help immediately and start forming teams and committees to tackle the various tasks. Schedule meetings in person if you can. If not, by conference call (try www.freeconference.com), email (can become messy with chains of email back and forth and “reply to all”), Facebook pages/posts and Skype instant messaging/internet phone service. 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. Reunions are best ruled by consensus. Equality and ownership are great group motivators. Every 20 REUNIONS WORKBOOK
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. These are job positions that may need to be filled:
Organizer/chairperson/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 deposits, 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.
Historian/genealogist/ griot/storyteller 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.
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ith an estimated quarter million reunions held in the United States annually, more and more families are reuniting. But is it right for your group? Here are some reasons why your group should consider a family reunion.
Forming 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. Here’s a list of sample committees: Accommodations. Selects site; makes reservations, site arrangements and welcomes members. Fundraising. Develops long-range fundraising projects. Plans and stages reunion day fundraisers. 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). ReunionsWorkbook.com
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Food. Plans, chooses and provides food, or works with a caterer or food and beverage professional. Program. Plans and coordinates reunion activities, registration. Scholarship. Sets rules and requirements. Reviews and judges applications. Plans and officiates at scholarship awards ceremony. Worship or Fellowship. Plans, presents rituals, ceremonies and memorials. Set-up/clean-up. Works very hard on Reunion Day. Ultimately your committees will develop a consensus for all aspects of your reunion, dates, locations, activities and formal program, theme and budget. It’s important that committees share progress reports regularly and report any complications early on to avoid a disaster down the road. ReunionsWorkbook.com
Should You Incorporate? hile most reunions operate effectively without incorporating, some incorporate as nonprofit 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.
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If you choose to incorporate: ❏ Appoint a committee to draft bylaws. ❏ Develop a written statement of purpose and goals that generate enthusiasm. ❏ Elect officers. To ensure continuity, elect half the officers each year for two-year terms.
❏ Recruit reunion organizers. The best reunions are well organized and generate attendance and meaningful programs. ❏ Hold a membership meeting at the reunion.
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Timetable Establishing A
For Your Reunion
24
Months Prior
❏ 18-24 months in advance determine if there is enough interest in holding a reunion ❏ Talk to other reunion organizers about their experiences, positive and negative ❏ Attend a reunion organizing class, workshop or conference, often hosted by a Convention and Visitors Bureau (CVB) ❏ Inquire with CVBs and hotels about familiarization (fam) trips to scout potential locations and facilities ❏ Start a mailing and email list of potential reunion attendees ❏ Form reunion committees; establish responsibilities and schedules ❏ Consider hiring professional reunion planner if your group is large, complex or recruiting committee members is proving difficult ❏ Develop budget so everyone on your guest list is able to participate ❏ Create bookkeeping system, keep copious records and notes of exact time and monetary expenditures
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12
Months Prior
❏ Choose your reunion location, keeping in line with your budget and the geographical radius your reunion attendees may need to travel ❏ Reserve hotel room block ❏ Set your dates. Summer is often best because kids are out of school, but prices may be higher at popular destinations.
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❏ Create a simple website, Facebook page, Twitter and Pinterest account ❏ Hire entertainment, secure caterer, photographer, videographer, printer ❏ Send save-the-date cards, first mailer or reunion website information. Include tentative plans, suggestions for tours, souvenirs, memory books, theme, approximate cost, memory book contributions, missing persons list. ReunionsWorkbook.com LeisureGroupTravel.com
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6-9
Months Prior
❏ Visit hotel, meet with key sales and catering staff, and review pick-up on room blocks ❏ Begin souvenir directory/list of attendees/memory book ❏ Choose a reunion theme. Themes are great icebreakers for reunion members who do not know each other well and can also trigger ideas for activities, food and invitations. ❏ Send formal invites with full event details and any TBA info ❏ Keep your reunion website updated and post regularly to social media to build interest ❏ Schedule events and activities – establish your program, confirm any speakers ❏ Plan reunion activities for adults and children, awards ceremony, tours, entertainment, games for kids ❏ Distribute order forms for family memorabilia like T-shirts, mugs, hats and keepsakes ❏ Send second mailer: registration form, cost and updated list of missing persons (along with souvenir ordering information above)
4
Months Prior
❏ Contact missing persons and send “time is running out” card ❏ Email your reunion announcement to media sources for press coverage ❏ Reserve rental equipment such as tents, chairs, porta-toilets ❏ With your theme nailed down, select and order decorations, signs, banners ❏ Choose menus for group events ❏ Confirm reservations with entertainment, photographer, caterers ❏ Calculate rental needs like tents, chairs, tables, coolers ❏ Submit personalized souvenir order (T-shirts, mugs, caps)
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1-2
Months Prior
❏ Complete directory of participants/memory book; deliver to printer ❏ Send out follow-up email reminder, mail to those who don’t use email ❏ Keep social media updated with attendees, comments and photos ❏ Create checklist of reunion day tasks and assign tasks to reunion day volunteers ❏ Secure non-perishable items like name tags, raffle tickets, craft supplies ❏ Check with committee chairs to confirm plans, arrangements, progress report ❏ Reconfirm all meeting, sleeping and eating arrangements
1 Week Prior
❏ Contact facility managers and department heads to obtain staff contacts for your reunion days ❏ Juggle last-minute logistical or transportation issues ❏ Review final details with reunion committees ❏ Assemble welcome packets, name tags and goodie bags ❏ Send one week out notice to all participants, tying up any loose ends and provide “in case of emergency” contact information to all attendees
Reunion Day of Event ❏ Set up registration and decorations early (day before if possible) ❏ Have contracts handy for rental equipment, displays, caterers ❏ Set up children’s activities/games early so they can start/finish on time ❏ Manage details of volunteers, food, photographer, games, tours, entertainment, ceremonies ❏ Encourage participants to post photos and memories on social media ❏ Salute volunteers and committees ❏ Enjoy the day!
Post-Reunion Follow-up ❏ Reflect and evaluate – note what worked, what didn’t ❏ Consider an evaluation form to get honest, not anecdotal feedback ❏ Complete event bookkeeping, settle all accounts ❏ Write thank you notes to volunteers, committees, hotel staff, caterers and entertainment who excelled ❏ Send follow-up mailing/e-newsletter to entire family, including those who could not attend ❏ Post reunion recap on social media, send to family members who could not attend ❏ Start planning your next reunion! REUNIONS WORKBOOK 23
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Making
Destination Decisions
hen considering reunion site possibilities, factors like climate, proximity to reunion members, airports, train stations and major highways all factor in to the decision-making process. Does your group prefer an urban center, or a remote lakeside retreat? Like the convenience of suburban or airport locations,
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or do you prefer a rural bed & breakfast or farmhouse. Want something close to home, or a true getaway retreat? You may want to plan your event around concurrent events like festivals, sporting events, concerts and conventions. The challenge here is that often schedules are released a few months before
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the scheduled event, less than the recommended 12-month window for booking reunion space. Regardless of where you reunite, local amenities are important to the enjoyment of your guests and success of your reunion. Decide what’s important by marking your requirements and be certain each is available.
These choices will go a long way in making everyone happy. ❏ Ball fields/parks ❏ Boating/water sports ❏ Casinos/bingo halls ❏ Fishing/hunting ❏ Golf courses ❏ Hiking and biking trails ❏ Local entertainment venues ❏ Museums/galleries/historical sites ❏ Restaurants ❏ Shopping ❏ Skiing/snowboarding ❏ Spas ❏ Swimming/water parks ❏ Tennis/pickleball/racquetball ❏ Theme parks ❏ Water parks ❏ Zoos/animal parks
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Narrowing in on your destination locations, you’re faced with a new choice – accommodations type. Surprisingly for some, lodging choices are plentiful. ❏ Bed & breakfast/inn ❏ Campground, RV Park ❏ Church/monastery ❏ College dormitory ❏ Condominiums ❏ Conference center ❏ Cruise ship ❏ Hotel – limited-service, full-service, luxury ❏ Houseboat ❏ Private homes ❏ Ranch/farm ❏ Resort/Spa
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Convention and Visitors Bureau Services Convention and Visitors Bureaus (CVB) are nonprofit organizations that represent cities, counties or regions. Their mission is to promote tourism to their area, and services are often free. Once you have narrowed your destination choices, contact local CVBs found in this guide or on ReunionsWorkbook.com. CVBs can help orchestrate a successful reunion by providing information/advice on the area’s major attractions and obtaining accommodation costs and other services based on your requirements. It’s important to note that CVBs operate under a certain jurisdiction and are therefore bound by that. For example, a CVB representing a specific
city, county or region will only be able to help you with arrangements in their area. While some CVBs are community-based, representing the entirety of tourism interests in their service area, others are membership bureaus where local businesses pay a fee to have the CVB represent them. In this case, recommendations given will be those of members. CVBs typically have a person assigned to work with reunions in facilitating these requests: ❏ Discounted group rates for housing, attractions, entertainment, transportation ❏ Maps, brochures ❏ Mailing assistance ❏ Registration assistance ❏ Official greeting by the mayor or public official ©iStockphoto.com/pastorscott
❏ Name tags ❏ Banners ❏ Children’s/spouse programs ❏ Services for special needs ❏ Sightseeing tours ❏ Souvenirs, promotional giveaways, door prizes CVBs can be helpful in setting up familiarization visits, often called fam trips or site inspections, of their destination. This allows you to get a feel for the area, visit hotels, tour attractions and meet service providers. This is often done at no or little cost to the planner with the understanding that you are serious about bringing them a piece of business. While most reunion planners are legitimate, the underbelly of the market uses fam trips as a free vacation, so be prepared for lots of questions about your group’s history and intentions. Fam trips are a lot of work to set up and the bureau is putting up money and spending time to host you. Choose the trips you accept wisely. Absent of a formal fam or on-site inspection, CVBs often have elaborate websites that paint a great picture of their area. They may have video tours and inspection reports, and can provide you with referrals of others who have hosted events similar to yours. Nobody has their pulse on the local market like a bureau and they can be an invaluable ally throughout the process. Look to them for recommendations and RFP (request for proposal) help with: ❏ Audio-visual equipment ❏ Auto rental/charter buses ❏ Caterers ❏ Entertainment ❏ Florists ❏ Local media contacts ❏ Photographer/videographer ❏ Speakers ❏ Tours and excursions
Using Tour Operators and Travel Agents In our rush to book everything online, we have forgotten about the invaluable services travel agents and tour operators provide. It’s worthwhile if you're organizing complicated travel or taking a cruise. Many travel agents now specialize in group or cruise travel and will not charge to book a cruise or tour package because they earn commissions. A good tour operator/ travel agent can save you hours of research time learning about destinations, and negotiating discounts, special amenities, parties and meeting space. ■ ReunionsWorkbook.com
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Choosing A
Date For Your Reunion
s illustrated under the Reunion Planning Timeline, planning a reunion takes a lot of time and dedicated effort from a host of people. Therefore, choosing a reunion date one to two years in advance will give everyone enough time to plan their participation, ask for vacation time and save the money needed to attend. It also gives you time to carefully choose a destination, and negotiate discounts and special amenities. Destinations and hotels generally prefer business that’s booked far in advance and they will reward you for booking early.
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Four seasons of reunion fun Equally important as advance planning, seasonality will have a huge influence on your reunion destination and participation. A lot of family reunions occur over the summer when kids are out of school and parents have the greatest flexibility in their travel schedules. This is logical. You want to plan your event to appeal to the greatest number of participants, but consider that in popular family vacation destinations, rates can skyrocket over the popular summer months. And if you’re traveling down south, the mercury and humidity will rise as summer kicks into high gear. While the majority of family reunions happen
Spring break can be a convenient time for families with school-age children. The winter-weary will look forward to the reunion with great anticipation.
over the summer, consider the benefits of other seasons when making plans. Fall is a pleasant time of year weather-wise, and in many parts of the country the trees’ change of colors is worth the trip alone. You can find bargains as popular destinations tend to discount rates during this traditional shoulder travel season. Balance this against the negative influence of families reluctant to pull kids out of school. In winter, ski destinations welcome groups of all types with special amenity packages, discounted lift tickets, equipment rentals and cozy gathering spots for reunion members. Don’t worry if all members of your group don’t ski – today’s modern resorts have activities and entertainment for skiers and non-skiers alike. Of course, the Sunbelt and Caribbean make pleasant winter reunion diversions; any time spent away from the cold and snow is a blessing for Northerners. Still other reunions look to spring to beat the winter doldrums and take advantage of strategic periods when kids have time off school. Beware, however, that spring-break periods differ from one school district to another and getting advance schedules (over a year out) can prove troublesome. Also, some destinations cater to the
rowdy college spring-break crowd, so ferret out your options and find something that’s familyfriendly, too. Regardless of seasonality, long holiday weekends are popular choices for reunions. You’re going to pay a little more here, but with built-in vacation time for your attendees, getting time off work won’t be such a challenge. Memorial Day, Labor Day, 4th of July, Martin Luther King Day, Presidents Day and Thanksgiving all present extended weekend travel options.
How do I choose a date? 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. If you do an annual reunion, 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 and if desired, coincide with holiday weekends. Another popular option? Reunions planned around major milestones – grandma’s 90th birthday, mom and dad’s 50th anniversary, a high school or college graduation, or a long overdue retirement make great gathering occasions.
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How long should my reunion be? If you’ve not reunited before, poll your group members to determine if they have a preference, but keep in mind, responses just may be all over the board. Rule of thumb, geography and demographics rule. If your reunion members are all local to the area, then a one-day reunion may suffice. Coming in from a day’s drive? Probably a weekend is in order. Have a lakeside resort retreat in mind? Might need up to a week for that. If you have hosted a reunion before, past performance IS an indicator of future results. Study how you’ve performed attendance-wise and where members came from to determine how a new destination and different set of days are going to influence attendance.
How often should we reunite? In a poll of Reunion Workbook readers who have hosted multiple reunions, 49% of them met annually, 23% met every two years, 9% every three, 4% every five and 15% had no set timetable. How often you plan a reunion is ultimately up to the participants and their desire to travel to reconnect. That being said, the best time to celebrate life is while we’re all still alive - not at a memorial service, not at a funeral – so get out there and reunite! ■ Summer is the most popular time for family reunions.
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Better
Meal
Planning
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and Preparation
ood is a focal point and memorable feature of all reunions. Meals range from potluck picnics to formal banquets, and each one requires careful planning whether the organizer is the cook, everybody chips in or it’s a catered affair. 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.
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General considerations for meal planning Mealtime must accommodate all generations. While teenagers might not be excited about getting up early for breakfast, a full day’s worth of activities awaits. At the same time, dinners might be later than seniors expect. If there are several generations, decide whether adults and children should sit together or separately. Consider special diets for health or religious reasons and handicap access and ease – closest to the restroom, end spot for wheelchairs, highchairs and boosters. For some groups, cooking is the activity. If this is the case with yours, there should be a head cook, “chef” or designated person-in-charge who decides menus, delegates assignments, gathers ingredients and keeps preparation on time and on track. If you have a lot of good cooks vying for kitchen supremacy, alternate these assignments. The bustle and camaraderie of a large group cooking together can add to the fun, plus you can assign non-cooks to kitchen patrol. Location options are plentiful including a private home, church, synagogue, mosque, restaurant, hotel banquet room, park, or special venue like museum, sports event, botanical garden or zoo. 28 REUNIONS WORKBOOK
How to pay for food If the reunion lasts for several days, everyone can pay as they go, or you can include all or some meals in the price of the reunion. If you’re including meals, price items carefully before you announce your reunion cost. Unless you have a benefactor, pass all charges on to your members. If food is part of cost, it is easiest if guests pay when they send in reservations. Announce in advance that last-minute, non-paying guests may not be accommodated. Include all the following when calculating meal costs: Cost per plate x number expected = $ __________ Rentals (tent, dishes, flatware, tables, chairs) $ __________ Decorations $ __________ Set up $ __________ Taxes $ __________ Gratuities $ __________ Insurance $ __________ Total $ __________ To determine individual costs, divide total by number expected.
Planning a reunion banquet Choose and sample the menu beforehand to avoid surprises. Many establishments offer a choice of entrees on-site; if guests must choose a main dish ahead of time, include this information in registration packets. Is yours a… • Banquet only • Awards banquet • Dinner/dance • Buffet style
• Sit-down (Ask about the waiter-to-table ratio, which affects service speed.) • Hors d’oeuvres only • Dessert only
Establish preferred seating options for formal meals. Choices are random seating, head/speaker table, place cards (identify families or subgroups by color or border design), or assigned by subgroup: squadron, school year, generation. Set a definitive schedule for the banquet including gathering time before food is served, service and meal time, precise speaker schedule (helps if someone goes over allotted time) and entertainment time. You’ll also need to determine your type of bar set-up. You can go with an open bar where all drinks are added to a master account, billed either on consumption or a per-head fee, choose a cash option where everyone pays their own way or provide a set number of drink tickets per person.
Catering considerations Caterers can help with many details in addition to food. Most can recommend places and provide supplies and rentals. If you hire a caterer, determine first and foremost if they can serve the facility you are utilizing. Some venues have a short list of preferred caterers. Ask if they will deliver, set up, serve, include flatware, dishes, tablecloths and centerpieces. Also, who’s in charge of the clean-up and properly distributing leftovers? The caterer will need to know how many people will be served including a breakdown of the number of adults and children. Will the meal be accompanied by a formal program, presentation, music or dancing? If so, the cadence of what is served and when will be affected.
Let the hotel do the cooking Good communication with the hotel’s catering and beverage manager and staff ensures their devotion to your reunion. They can save you from costly mistakes and make you a winner. Costs, menu choice, number of courses and service type (buffet, sit-down) are all important. ReunionsWorkbook.com
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Here are 7 tips to keep your hotel meal functions on target and under budget. 1. Communicate early with catering and beverage managers. They know current trends – what works and what doesn’t. 2. Inform them about your group and its budget. It also helps if you know members’ likes and dislikes. 3. Ask about any alcohol regulations, bar charges, type of alcohol being served (top shelf, well). 4. Can you supply your own liquor, beer and wine ? If so, is there a corkage fee? 5. Each food and beverage function requires a count guarantee, typically 48 hrs. before the event. 6. If you have a reunion theme, there should be a corresponding menu with decorations, music, beverage set-up. 7. Determine seating arrangements.
To pull off a perfect potluck picnic, you’ll need to… ❏ Explore and choose a site ❏ Contact governing authority (city, county, state) for permit ❏ Make deposit and final payment on time! Popular sites have waiting lists ❏ A go-to person in charge ❏ In case of inclement weather, a shelter or an alternative site ❏ A menu – ensure all food groups and group favorites are included ❏ 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 if you’re not already doing a reunion cookbook.
❏ Volunteers for set-up, service, serve as security if needed and clean-up ❏ Ways to keep food and beverages hot or cold ❏ Ice, water ❏ Paper goods: plates, napkins, cups, plastic flatware and glasses ❏ Tablecovers ❏ Rentals – tables, chairs, tent, porta toilets ❏ Tables and benches ❏ Grills or fire pits ❏ Recreation: swimming, tennis, softball, volleyball, fishing, boating, hiking, golf, horseshoes, playground for kids ❏ Ample parking and restrooms ❏ Running water
Calculate your meal costs with our handy worksheet, available at
ReunionsWorkbook.com CLICK ON THE RESOURCES TAB.
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Planning Reunion
Activities
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hese 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 creating a reunion itinerary. Some groups make it a fancy memento.
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Sample Weekend Reunion Itinerary Friday: Registration - Reception Noon - 9:00 p.m. Registration 7:00 p.m. Opening Reception/Meet and Greet The first activity sets the tone for your reunion. Make it festive. Involve everyone. Use icebreakers to introduce, reintroduce or integrate; include a treasure hunt, reunion trivia or bingo. Consider round robin introductions where everyone tells something about him/herself, something special or unique that’s happened since the last reunion, a milestone, success or triumph.
Saturday: Activities, Tours, Lunch, Banquet 8:30 a.m. Breakfast Second round of introductions for late comers. Consider the power of storytelling. Ask a storyteller/griot to convey the group’s history, an era or special anecdotes and remembrances.
10:00 a.m. Activities Begin There should be activities for everyone. Teams can be made up by generation or mixed generations of people from scattered places so playing together creates a special bond. Leave no room for doubt if your reunion day is wet— have back-up weather activities in case of inclement weather.
©iStockphoto.com/AlbanyPictures
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12:00 p.m. Lunch Make it an event—cater, potluck, covered dish, pizza party, trail lunch, tailgate party, beach picnic. A picnic gets everyone outdoors and is an opportunity for kids to let off steam and expend lots of energy. Select a site with amenities suitable for your group, reserve site well in advance and check local regulations. ReunionsWorkbook.com
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Continuous Activities
Keep conversations going with these continuous activities. Place them in a reception area, common hallway or hospitality room.
1:00 - 5:00 p.m. Tours Make your group history come alive. Visit a family homestead or farm, tour a battlefield where elders or ancestors fought. See schools that elders attended, monuments, memorials, plaques that honor ancestors or members of your reunion group. Tour significant churches, cemeteries. Drive by grandma’s house, show off a favorite museum, gallery, park or zoo. Accompany all tours with personalized stories and be sure you are asking for group rates from vendors. 7:00 p.m. Banquet and Dancing Your big night to shine! Consider holding an auction, raffle or talent contest to show off your members’ talents.
Sunday: Memorial/Worship Service, Activities 8:30 a.m. Breakfast 10:00 a.m. 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 or hotel meeting room. If you are attending a worship service in a church, ask the person presiding to recognize your 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. 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, friends or comradeship. Plan a dignified remembrance, retrace your reunion’s events and activities, choose songs or read excerpts from letters, diaries or histories. 12:00 p.m. Picnic, potluck or catered lunch with games and activities. 2:00 p.m. Reunion wrap, hugs and kisses till next time! ReunionsWorkbook.com
1. Photo collection
8. Movies
Display a collection of photos from everyone. Collect, sort, label and mount pictures of ancestors, history, triumphs, successes and victories. Establish a mystery photo area to display pictures you can’t identify – ask everyone to help. This is also a convenient display area for reunion memorabilia, heirlooms, artifacts, your family tree and a time capsule.
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.
2. Video loops Continuous loop videos, computer slide show, movies or DVDs of subjects of mutual interest – old family vacation movies, 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.
3. Audio/video biography With seemingly everyone carrying a smartphone these days, including grandma and granddaughter, consider an Oral or Video Reunion History. Capture candid conversations, shoot short videos and encourage reunion members to email conversations or post videos to a YouTube channel created specifically for the reunion. Encourage everyone to be interviewers, photographers and videographers.
4. 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.
5. 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.
6. Speakers
9. Workshops Workshops about family health history, investing and money management, scrapbooking, parenting, political action. Ask members who are experts or invite experts.
10. Lessons Ask members to share their expertise at cooking, baking, golf, rollerblading, kite flying, fishing.
11. Quiz show Pick a favorite quiz show and re-enact it with members as contestants. Make questions about your group.
12. Predict the future Ask a psychic, tarot card or palm reader to entertain with predictions of a fabulous reunion.
13. Magic show Use home-grown or hire local talent.
14. Mystery night Hire a theater troupe to perform or ask members to stage a reunion mystery.
15. Life achievement celebration Honor rites of passage and achievements: graduates, newlyweds, new babies, promotions, retirements. These can be incorporated into memorial or religious services.
16.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.
Ask an elder or genealogist to speak about family or group history, genealogy; hire motivational speaker.
17. Disc jockey
7. Storytelling
18. Break out in song
Encourage parents, grandparents and other favorite relatives to tell stories or contact the National Association of Storytellers.
Form a reunion musical group or choir to rehearse at the reunion and perform at a function or in church on Sunday.
Be sure he/she has a wide variety of music from swing to today’s top hits.
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Managing Your
Invitation Essentials
Invite Photo by ©iStockphoto.com/rasslava
Budgeting for sending invitations: For each mailing you should count Paper x (#) = $ _______________ Printing x (#) = ______________ Envelope x (#) = _____________ Labels (material + printing) x (#) = ________ Postage x (#) = ________ Total $ ________
©iStockphoto.com/IPGGutenbergUKLtd
on’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, like descendants 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 of family.
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How to Communicate Consistency is key. Deliver regular email or snail mail updates. Mailings (letters, fliers, postcards, newsletters) get most people’s attention. Some get posted on refrigerators. Email reduces costs and can be used for surveys, announcements, recruitment of volunteers or donations and registration. 32 REUNIONS WORKBOOK
Don’t Forget Facebook Facebook pages provide another level of communication and community. Post information before and summaries and pictures after your reunion. There are free or super cheap ways to create websites for reunions—check out the resource section at ReunionsWorkbook.com.
Word-of-Mouth Ask members to talk up your reunion as they get together in person or as they are communicating on Facebook, Instagram, Twitter or Pinterest.
Publicity If you are searching for members or simply want the world to know about your reunion – publicize it with local papers or press release services found online. Send a notice – or better yet an invitation to local or specialty newspapers and associations. Invite them to come and cover your event.
Invites - What’s Inside? Your invitation must publicize dates, details and deadlines. Include prices, accommodations, special events, themes, contests, any special
guests, programs or activities. Your goals are to encourage early registration and build anticipation for your event. One of your greatest challenges will be getting members to respond to your communications. Always include deadlines and stick to them. Stuff keepsake orders, accommodation instructions, meal choices, directions, maps, special requests and events (tours, parties, auction, raffle) inside the invitation envelope. 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, priority rooms, preferred seating or something free or discounted. Celebrate the first response by sending an email to the group or posting on Facebook, “…This year for the 11th consecutive reunion, Auntie Kirsten got her reservation in before anyone else!”
Final Pre-reunion mailing Your last correspondence before the reunion should include final details and deadlines, an updated program or schedule, any costs or fees – especially outstanding fees, accommodation information, directions and instructions. ■ ReunionsWorkbook.com
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Your
Communication
Getting organized
While some reunion records are still kept on index cards, computer databases can be easily created using programs like Excel or Google Docs to keep necessary reunion member information accurate and updated. Alternatively, there are free or low-cost software programs designed specifically for managing reunions. Regardless of what you use, each person, couple or family should have a record that includes name, address, phone, email address and other numbers. Set up your database to sort by zip code for mailing; by last name for a directory; by city, age, interests.
Staying in touch Once your reunion becomes a tradition, it should be each person’s responsibility to make sure his or her information is up-to-date, so ask for help to fill in details of your database. Rely on members or social media 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 can help. Searching is an ongoing process often delegated to your most curious and detail-oriented members. Genealogists and family historians are notorious for starting family reunions and they never stop searching. Technology is exciting, constantly changing and makes searching easier. Websites and national phone directories provide instant access to many databases that put endless information at your fingertips.
Cycle
Keeping everyone in the loop There will be no reunion until you announce it. All reunion communications should include dates, times, location and contact information. As you learn more, include information about fees, payment/cancellation/refund, maps and party instructions. How often should you communicate? As often as necessary! A note in your Christmas card or a postcard sent in plenty of time to make reservations might be sufficient for some. A series of letters, e-blasts and newsletters build momentum, share planning progress, keep members informed and updated, generate enthusiasm and increase attendance, but make sure every communications piece has an action item. Here are a few tools you have at your disposal.
Postcards Postcards are a quick and easy, graphic-friendly and inexpensive way to communicate. Pre-printed postcards that announce “Save the Date” and remind folks that time is running out are inexpensive to produce. Consider printing overruns and mailing “Save the Date” cards twice.
Phone Share phoning and follow-up responsibility with committee members. Use a phone tree where volunteers agree to call and notify a list of others until everyone is called. A good division of labor is to have one person from each generation/branch/class/ unit/group take responsibility to notify others in their “line.”
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.
Letter/email announcement
Websites
This is how you kick off your formal reunion plams. If you’re mailing the initial communication, no one minds photocopied letters.
Creating a website used to be a complicated, expensive task, but no longer. There are a host of low-cost or free services that help you create a professional looking, easy-to-use website.
E-newsletters Regularly published newsletters are popular for reunion communication. Keep a schedule and invite everyone to submit news. When your members look forward to reunion information, they learn to respect your deadlines.
Social media Many reunions have turned to social media sites like Facebook, Twitter, Pinterest and Instagram to announce and report changes and progress, as well as post photos, calendars, agendas and so forth. ©iStockphoto.com/RonTech2000
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Personalizing Your Reunion With
Keepsakes
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& Memorabilia
hat you choose as your reunion keepsake is a matter of individual choice, taste and budget. Endless possibilities and varieties await your exploration. Choose something meaningful to your group. Make it functional, good quality, affordable and something they’ll enjoy holding onto. Popular choices include T-shirts, caps, mugs, key chains, paperweights and tote bags. Or find something entirely new and absolutely unique to your reunion.
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Personalized items always require extra time. Do your homework, and take and submit orders well in advance of when you need items. Proofread every step of the way. More than one group has had to make a legend out of telling the story of poor proofreading. Allow one to two months for production at the published price. When you delay, your costs skyrocket for rush orders or overnight shipping. Ask committee members for product and supplier suggestions. Collect and carefully review
catalogs and websites or find a supplier you can visit to make selections. Collect at least a deposit from members in advance, unless you intend keepsakes to be your personal gift to the group.
Design Considerations Most keepsake companies offer some design services from supplying letters to creating an original design or logo. Some services are free, but be sure to ask. Use your reunion name, logo, crest or emblem. If you don’t have one, solicit a design or logo from members or have a contest. Above all, encourage children to submit entries— your best design may come from one of them. If no great ideas are presented, use your supplier’s art department or post your request on a freelancer’s website like Elance. Keychain Photo by ©iStockphoto.com/TarpMagnus
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Questions to Ask Potential Keepsake Vendors
1. Do they send samples? 2. How far in advance must you order for delivery by the reunion date? 3. What are the price breaks for large orders? 4. What are the art or illustration requirements? 5. Can vendors provide design services? If so, at what cost? 6. Are design, extra colors and shipping included in their price?
After you’ve explored websites, perused catalogs and narrowed your choice of vendors, call, fax or e-mail each for answers to these questions before making your decision. Read suppliers’ ordering instructions very carefully. Submit only perfect camera-ready artwork to your vendor via email file or website upload. 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).
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©iStockphoto.com/sewer11
Pricing Your Keepsakes Include all charges to price items carefully before you announce the cost to your reunion members. Cost of your items should include the catalog price per piece x # ordered, plus any set-up, color or customization charges. Add in your shipping and you have a total cost. To determine individual costs, divide total production cost by the number of pieces. Your cost per piece = total production cost ÷ # of orders + shipping cost. Items can be sold at, before or between reunions to keep cash flowing. This requires an educated
guess as to how many and what sizes you’ll need. Take your chances and pray they’ll all sell at the reunion. If you are going this route, suggest people buy reunion items as gifts. Be sure to include packing and postage in your price for items to be shipped and offer discounts for large orders. The alternative is that you build the cost of the keepsake into the package price of the reunion. This way you are assured of covering most, if not all of your costs, and everyone walks away with a memento without having to reach into their wallet on-site. ■
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101
Games
Reunions Play
©iStockphoto.com/GlobalStock
Old favorites
Team sports
Board games
Card games
In a class by themselves
1. Capture the Flag 2. Charades 3. Duck, Duck, Goose 4. Find the Leader 5. Follow the Leader 6. Hopscotch 7. Hot Potato 8. Jump Rope/Double Dutch 9. London Bridge 10. Mother, May I? 11. Pin the Tail on the Donkey 12. Red Light, Green Light 13. Red Rover 14. Ring around the Rosy 15. Ring Toss 16. Scavenger Hunt 17. Simon Says 18. Steel the Bacon 19. Tag (Freeze Tag) 20. Treasure Hunt 21. Tug of War 22. Water Balloons 23. Wolf & Sheep Races 24. Egg Carry 25. Sack Race 26. Three-legged Race 27. Wheelbarrow Race
31. Basketball 32. Dodgeball 33. Tag/Flag Football 34. Kickball 35. Soccer 36. Softball 37. Volleyball 38. Wiffleball
49. Apples to Apples 50. Backgammon 51. Boggle 52. Candy Land 53. Catch Phrase 54. Checkers 55. Chess 56. Chinese Checkers 57. Clue 58. Cranium 59. Life 60. Monopoly 61. Pictionary 62. Scrabble 63. Trivial Pursuit
67. Blackjack 68. Bridge 69. Canasta 70. Cribbage 71. Gin Rummy 72. Go Fish 73. Hearts 74. Old Maid 75. Poker 76. Solitaire 77. UNO 78. War
85. Bingo 86. Crossword puzzles 87. Dominoes 88. Jenga 89. Limbo 90. Mancala 91. Yahtzee
After dark 28. Flashlight Tag 29. Kick the Can 30. Stargazing
Individual sports 39. Badminton 40. Bowling 41. Cornhole 42. Croquet 43. Frisbee 44. Golf 45. Horseshoes 46. Pickleball 47. Skiing/Snowboarding 48. Tennis
TV board games 64. Jeopardy 65. Wheel of Fortune 66. Who Wants to be a Millionaire?
Genealogy/ history games 79. Ancestors & Questions 80. Generations 81. Life Stories 82. Reminiscing 83. Table Talk 84. The Ungame
Events 92. Concerts 93. Festivals 94. Rodeo 95. County/State Fairs 96. Sports-Related
Water games 97. Bob for Apples 98. Dive for Pennies 99. Tag 100. Water Basketball 101. Water Polo
Focus on the Kids While you want to plan activities for all ages, your goal is to keep kids happy, interested, involved and interacting with cousins, family and friends. After all, if they aren’t having fun, chances are mom, dad, grandma and grandpa aren’t either. Include activities for all age groups, emphasizing noncompetitive play and games like face-painting and temporary tattoos. Conduct a history fashion show where you ask families to bring dresses, hats, shoes and old jewelry from other eras. Make a piñata, make and fly kites, and check
out the myriad of games, contests and races (with prizes for everyone) listed in the 101 tips area. If you establish reunion colors, have lots of paints, crayons and finger paints in those colors. Kids can decorate shirts, faces, or rocks or press leaves and flowers. How about coloring a family tree or crest? Making lanyards or yarn or string friendship bracelets/anklets? And when they’ve had too much fun, don’t forget the nap area for babies and toddlers. ■
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Take a Virtual Site InSpection of Your Next Reunion Destination
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side from the myriad of planning details involved in organizing a reunion, it’s critical to pick a destination that’s a great fit for your group. While location is important, so are amenities and sticking to a budget! Throughout this edition of Reunions Workbook you will find destinations, hotels and resorts not only eager to, but able to help you orchestrate a phenomenal reunion gathering. The following section features Site InSpections of reunion-friendly destinations across the country. Here you can take a closer look inside; discover new details, insights and angles that help you make the right destination decision. Each of these organizations and dozens more are profiled online at ReunionsWorkbook.com. From the home page of the website, click on the Site InSpections tab, or search by keyword or state to hone in on specific resources that fit your needs. Families frolic at Fort Myers Beach
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YMCA of the Rockies, Colorado Kissimmee, Florida The Greystone Lodge on the River, Tennessee New Orleans, Louisiana Lake County, Illinois Pheasant Run Resort, Illinois Columbus, Ohio Crystal Coast, North Carolina The Beaches of Fort Myers & Sanibel, Florida
55 56 57 58 59 60 61 62 63 64
Greater Akron, Ohio Branson, Missouri Arkansas State Parks & Tourism, Arkansas Chicago Southland, Illinois Colorado Springs, Colorado Garrett County, Maryland Florida’s Emerald Coast, Florida Panama City Beach, Florida Wisconsin Dells, Wisconsin Atlanta Airport District, Georgia
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YMCA of the Rockies, Colorado
All-Inclusive Vacations at Two Locations
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MCA of the Rockies offers two authentic Colorado locations—the Estes Park Center and Snow Mountain Ranch—situated among the Continental Divide and Rocky Mountain National Park. At either of these locations, you’ll find lodging, activities and dining accommodations, all in one place. Convenient, simple and affordable. If you’re visiting during the warm seasons, you can test yourself—and partake in some family bonding—on the Challenge Courses or well-staffed zip lines. Get your heart pumping on a whitewater rafting ride with MAD Adventures, which offers easy half-day, vigorous full-day or all out overnight river rafting. You can also take the excitement onto dry land with a hiking expedition, some 38 REUNIONS WORKBOOK
horseback riding or mountain biking. In winter, families can rush through the powder yelling “mush” on a thrilling dog sled ride, winding through open meadows with breathtaking views of the mountains. For those in your group looking to get some exercise, try snowshoeing. The kids in the family can spend some time at the sledding and tubing hill, flying down the snow and racing back up to the top to do it all over again. If it gets too cold outside, you can take the fun inside and splash around in the pool or test your skills on the indoor climbing wall. If your reunion is staying in lodge rooms, you will be enrolled in either an American Meal Plan that includes breakfast, lunch and dinner, or a Modified American Plan that
includes just breakfast and dinner. Your family will dine on everything from sausage and green chili scrambles and French toast to baked trout with lemon amandine sauce and orechetti pasta with tomato basil sauce. The Reunion Cabins at YMCA of the Rockies are perfect for large family reunions of 15 people or more. These are available year round, and include all the amenities your family needs for some memorable quality time together including kitchens, dining rooms and living areas, fireplaces and more. I
YMCA OF THE ROCKIES
YMCA Rockies Group Sales Info@ymcarockies.org • 800-777-9622 YMCARockies.org
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Kissimmee, Florida
Gateway to the Best Florida Reunion
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ith a wide array of exciting attractions and activities, Kissimmee, Florida has something for everyone in your family—from theme parks and golf courses to shopping areas and outdoor adventures. Groups that register their gathering at www.ReunionsInKissimmee.com and then choose a Kissimmee resort will receive customizable T-shirts for everyone staying overnight at the resort. The children in your family reunion will enjoy the magic of Walt Disney World® Resorts’ Magic Kingdom®, while adults will like taking part in the culture of Epcot®, and everyone will love the animal encounters at Disney’s Animal Kingdom®. Your fam ily can literally ride the movies at Universal Studios Orlando, featuring the Wizarding World of Harry Potter experience with Diagon Alley and Hogsmeade, as well as many other film-themed rides. The Holy Land Experience lets you witness Biblical reenactments and walk in the steps of Jesus in recreations of ancient Jerusalem. Kissimmee-based 40 REUNIONS WORKBOOK
attractions include the classic car cruise at Old Town, Fun Spot America’s pulsating rides for thrill seekers or the chance to satisfy your senses at Chocolate Kingdom, a factory adventure tour. Introduce the family to Florida nature on a thrilling airboat ride through the Headwaters of the Everglades, including Boggy Creek Airboat Rides, Wild Florida Airboats & Wildlife Park and Spirit of the Swamp. Another way to see animals is to visit Gatorland, a 110-acre animal theme park with the Screamin’ Gator Zip Line, an exciting option for the thrill-seekers in the group. If you enjoy some entertainment with your meal, check out Capone’s Dinner & Show, a mock Prohibition-era speakeasy where diners are encouraged to interact with the actors. At Medieval Times your group can watch knights joust and swordfight in an English castle. A swashbuckling experience waits nearby at Pirate’s Dinner Adventure, where your family will be seated in a ship floating on a lagoon and cheer on their respective
pirate mascot. Disney Springs, the famous resort’s entertainment district, features over 40 restaurants, including House of Blues, T-REX and Rainforest Café. Many of the eateries cater to large groups, with the dining rooms often attractions unto themselves. Nearby, Cirque de Soleil: LaNouba, is a one-of-a-kind mixture of circus and theater. After a fun-filled day of activities, your family will want to have a comfortable and convenient spot to kick up their feet and recharge. With more than 50,000 accommodations, Kissimmee is the vacation home capital of the world. With three international or regional airports serving the area, Kissimmee is accessible from all over the country. Most major airlines fly into Orlando International Airport, just 20 minutes away. I
EXPERIENCE KISSIMMEE FLORIDA
Jadeine Shives JShives@ExperienceKissimmee.com • 407-569-4855 ReunionsInKissimmee.com
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23 Essential Tools for Planning A Family Reunion
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lanning a family reunion is hard work. That’s why we created 23 Essential Tools for Planning a Family Reunion to make the process easier than ever. This series of checklists, forms and templates will alleviate the stress involved with gathering the whole family by helping you stay on budget, keep track of who’s bringing the potato salad, and even keep the kids entertained. These forms will help simply the process, leaving you with more time to appreciate what the reunion is all about: creating lifelong memories with loved ones.
Forms Include ❑ Activity Planning Sheet ❑ Budget Chart ❑ Buy, Borrow, Rent Charts ❑ Certificate of Award ❑ Committee Members & Responsibilities ❑ Family Interview Questions ❑ Family Reunion Record
❑ Family Reunion Survey ❑ Human Scavenger Hunt ❑ Invitation & RSVP Log ❑ Master Committee List ❑ Post-Reunion Diagnostic Chart ❑ Post-Reunion Evaluation ❑ Potluck Coordinator’s Chart ❑ Reunion Timetable
❑ RSVP Form ❑ Sample Itinerary ❑ Sample Invitation ❑ Scavenger Hunt List ❑ Sign-in Sheet ❑ Site Inspection Checklist ❑ Supplies Checklist ❑ Vendor Checklist
©iStockphoto.com/AlpamayoPhoto
DOWNLOAD YOUR FREE COPY TODAY!
www.ReunionsWorkbook.com/23EssentialTools
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Greystone Lodge, Tennessee
Bring Your Family to the Great Smoky Mountains
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hat better place to spend quality time with friends and family than in the Great Smoky Mountains? The small town of Gatlinburg is big on charm and makes the perfect place for your next reunion. The Little Pigeon River winds through town, which is lined with a gorgeous parkway, gazebos and plenty of greenspace. Spend time meandering through downtown and exploring all the little shops and eateries open for business year-round. The Great Smoky Arts and Crafts Community is a craft-lover’s dream: along this 8-mile loop in downtown you’ll find over 100 shops full of craftspeople waiting to share their work, making this the largest gathering of independent artisans in North America. ReunionsWorkbook.com
The backdrop of the Great Smoky Mountains makes Gatlinburg a beautiful setting for any reunion, and this national park offers plenty for everyone to explore. Hike in the park, ski or board on the slopes of nearby Ober Gatlinburg, or enjoy a leisurely bike ride with friends and family to make the most of all the Appalachians have to offer. Right in the center of the action, Greystone Lodge on the River is just steps from all that Gatlinburg has to offer. But inside Greystone Lodge you’ll find a peaceful oasis to unwind. Their rooms are all new spacious yet cozy and reflect the natural feel of the mountains in Gatlinburg’s backyard. Interested in hosting a formal event? The lodge’s large meeting space is perfect for
presentations, dinners or any other event that will make your reunion special. Need catering or AV assistance? The staff is more than happy to assist. For ultimate relaxation, a serene outdoor heated pool is the perfect spot for everyone to relax at the end of the day and catch up with one another, and the kids will love the water slide. You’ll feel right at home at this charming retreat in the Great Smoky Mountains, so reserve today and make 2016 a year to remember. I
GREYSTONE LODGE
Avi Elyse McCullah, Sales Manager amccullah@greystonelodgetn.com • 800-451-9202 GreystoneLodgeTN.com
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New Orleans, Louisiana
A City Custom-Made for Reunions
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or almost 300 years, New Orleans has been a melting pot. French, Caribbean and Southern culture blend together to create a distinct flavor found in no other city in the world. With help from the New Orleans CVB, your Louisiana reunion can become as much a part of history as the city itself. The French Quarter, New Orleans’ most famous neighborhood, boasts enough history and culture for an entire trip on its own. Your group can explore Jackson Square and interact with the painters, performers and caricaturists who populate the plaza. Preservation Hall keeps the spirit of traditional New Orleans jazz alive and gives abbreviated performances for groups with short attention spans. If your group prefers a more family-friendly environment, Audubon Aquarium of the ReunionsWorkbook.com
Americas houses exhibits perfect for children. Located just off Canal Street in the heart of town, the aquarium features the Caribbean Reef Tunnel, a 30-foot viewing area for tropical sea life you normally need a scuba suit to view. The Louisiana Children’s Museum has the Little Port of New Orleans, where small conductors can guide a mock towboat up the Mississippi River, and Fetch!, an exhibit based on the popular PBS show that experiments with flying objects. Located south of downtown, the Garden District remains one of the best-preserved historic neighborhoods in the country and provides a more relaxed alternative to the bustle of Bourbon Street. Here you can explore St. Charles Avenue, home to mansions of the Antebellum-era elite and residences for Loyola and Tulane universities.
Home to some of the most unique cuisine in the world, New Orleans is the perfect city for your group to try Cajun. A mixture of French, Creole and Spanish culinary traditions, this often spicy and hearty cuisine can be found in every corner of the city. Specialties include jambalaya (a stew of sausage, rice and peppers) and gumbo (shellfish and vegetables served over rice). For more information about how to make a New Orleans reunion unique to your group, the New Orleans CVB provides maps, photos, travel information and itineraries for parties of all ages and sizes. I
NEW ORLEANS CVB
Rachel Funel, Sales Manager rfunel@neworleanscvb.com • 504-566-5018 NewOrleansFamilyReunions
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Lake County, Illinois
Family-Friendly Amenities Right on Lake Michigan
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erfectly located between the Chicago and Milwaukee metropolitan areas, Lake County combines the recreation opportunities and hospitality of the Upper Midwest with all the cosmopolitan amenities and facilities of the big city. If you need space for a large reunion, Independence Grove offers over 1,100 acres for your group to gather. The park has individual pavilions and picnic spaces for groups of any size, and the visitor’s center can be rented out for larger parties and other private functions. The Lake County Forest Preserves have recreation opportunities for groups of any ability and picnic pavilions along the pristine shores of Lake Michigan and the Fox River. At Illinois Beach State Park your group can gather in the many campsites and pavilions near the Lake Michigan shoreline and enjoy 46 REUNIONS WORKBOOK
the natural dune atmosphere. One of the premier theme parks in the country, Six Flags Great America features both edge-of-your-seat thrills and a place to catch a tan. Adrenaline junkies will love the X-Flight wing coaster, Superman: Ultimate Flight and the park’s newest coaster: Goliath. For those in your group who prefer wet over wild, Great America’s Hurricane Harbor water park has slides, lazy rivers and the 500,000gallon Hurricane Bay. Lake County also has the world-class Chicago Botanic Garden with 23 separate plant collections and a model railroad garden to explore. Lambs Farm can host the family picnic on site and family members can enjoy the petting zoo, train ride, mini golf, thrift shop, bakery and other attractions at the farm. Gurnee Mills has over 200 retailers and
restaurants, and its Tilt Studio at Rink Side offers ice skating, mini-golf and arcade games for children in your group. For a unique shopping experience, Long Grove Historic Village has boutiques and cafes in buildings dating back to the 1800s. Tour art galleries and antique stores while sampling fresh baked goods and stop by the village’s historical society to learn more about Lake County’s past. With history, attraction and amenities to spare, why not host your next reunion in Lake County? Our website provides maps, hotel guides and more travel tips to help plan your reunion. I
LAKE COUNTY CVB
Kimberly Ghys • kimberly@lakecounty.org 847-662-2700 • 800-525-3669 VisitLakeCounty.org • LakeCountyReunions.com
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Pheasant Run, St. Charles, Illinois
A Recreation Oasis Just West of Chicago
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ravel back to a simpler time and have your family reunion at Pheasant Run Resort. Opened in 1963 on the lands of an old dairy farm in St. Charles, Illinois, Pheasant Run has been offering a charming escape for families for over 50 years. If you’re looking for something active to do, why not try a round of golf on the championship par 72 golf course designed by architect William Maddox. Pheasant Run also features two pools, one in the Garden Atrium and one that runs both inside and out, making for a fun day of swimming for both kids and adults. There are also three tennis courts if you feel like getting in a few sets, as well as a fitness center where you can work your muscles. 48 REUNIONS WORKBOOK
If your family is looking to relax on their vacation, they can enjoy many amenities at Spa Vargas Wellness. There are over 200 treatments—from body wraps to therapeutic massages—to help you refresh and rejuvenate your body. The kids in the group can hang out in the Activity Center, where there is a variety of games, puzzles, scavenger hunts and crafts. In the evening, settle in for some entertainment at Zanies Comedy Club. Your family can also enjoy Sunday Jazz brunch, moonlight movies and live music at Pheasant Run’s Jambalaya restaurant. When your family has experienced all that Pheasant Run Resort has to offer, they can wander off property to some of the nearby attractions. Those seeking some much needed retail therapy can hit the shops at
Chicago Premium Outlets, with over 120 brand name and high-end retailers offering great deals. Sports fans can catch a minor league baseball game featuring the Kane County Cougars, an affiliate of the Arizona Diamondbacks. With 293 spacious rooms and suites, Pheasant Run Resort offers a variety of accommodations that will fit any family reunion’s needs and budget. You’ll be pleasantly surprised by all this quaint resort has to offer and will be talking about your family reunion for years to come. I
PHEASANT RUN RESORT
Group Sales 630-584-6300 • info@pheasantrun.com PheasantRun.com
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Columbus, Ohio
A Family Favorite in Central Ohio
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ombining Midwest hospitality and urban sophistication, Columbus is much more than Ohio’s state capital. Historic neighborhoods, nationally acclaimed attractions and a booming culinary culture makes this thriving city ideal for your next reunion. The Metro Parks system is one of Columbus’ proudest achievements. Here you’ll find rivers, prairies and untrammeled forests for your group to explore in any season and activities to occupy all ages. Voted the No. 1 science museum in the country by Parents magazine, COSI (Center of Science and Industry) makes technology and learning fun with over 300 interactive exhibits for all ages. Children can learn about the world around them through exploration and play, and adults can admire pieces of history like a recreation of Ohioan John Glenn’s Friendship 7 spacecraft. In Arena District, the premier entertainment hub of downtown 50 REUNIONS WORKBOOK
Columbus, your group can catch a minor league baseball game at Huntington Park or a NHL Bluejackets game or show at Nationwide Arena. For museum-lovers in your group, consider the newly-renovated Columbus Museum of Art. Housed in a gorgeous 1930s building, the museum features works by Pablo Picasso and John Singer Sargent, and the Wonder Room with its hands-on mobile sculptures is perfect for budding artists. Columbus Zoo and Aquarium features the 22-acre Zoombezi Bay water/amusement park and 18-hole Safari Golf Club, and that’s not even considering the animals. Exhibits are divided by regions of the world, so your group can “aww” over adorable red pandas in Asia Quest before spotting kangaroos in Australia. Franklin Park Conservatory and Botanical Gardens, located just two miles from downtown, is one of Columbus’ crowning architectural achievements and home to hundreds of plant
species, events and family-friendly activities. Built in 1895 in the classic “crystal palace” style, the conservatory and adjoining gardens house over 400 plant species, with a butterfly garden and sculpture exhibits dotting the landscape. For a one-stop shopping and dining destination, your group will be hard pressed to find a better location for all tastes and interests than Easton Town Center. Boasting over 240 shops and restaurants in a tasteful outdoors promenade, the center is home to Macy’s and Nordstrom as well as upscale stores like Burberry and Louis Vuitton. Regardless of the size of your group, Experience Columbus is here to help make your reunion in Columbus unforgettable. I
EXPERIENCE COLUMBUS
Sarah Doodan, CTA, Tourism Coordinator sdoodan@experiencecolumbus.com • 614-222-6146 ExperienceColumbus.com
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What does an armadillo feel like?
Where does fun run in the family? Finding something for everyone isn’t easy. But with can’t-miss festivals, nationally ranked attractions and unbeatable shopping, Columbus is full of things your whole group will love. Find out more about this affordable, easy-to-get-to destination at experiencecolumbus.com/reunions or by calling 800-354-2657.
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SI Crystal Coast, North Carolina Sandy Beaches and Ocean Breezes
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tretching for more than 85 miles along the Atlantic Ocean, North Carolina’s Crystal Coast encompasses 11 distinct regions that include breathtaking shores, charming towns and everything in-between. With hundreds of events and activities that are each more unique and enthralling than the last, the dreamy Crystal Coast is the perfect getaway for families. At Bogue Sound and Core Sound your group can embark on classic seaside adventures like kayaking, fishing and paddle boarding on the beautiful waters of these Atlantic Ocean channels. Interested in birds? The Rachel Carson Reserve is home to a diverse array of coastal habitats such as salt marshes, tidal flats, sand dunes and maritime forests. The North Carolina Aquarium is a state-ofthe-art aquarium at Pine Knoll Shores and gives your family the chance to interact with hundreds of creatures who call the Crystal Coast home. No trip is complete without stopping to
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grab a bite at family-owned, sea-to-table restaurants like The Ruddy Duck Tavern, Old Salt, SoundSide Restaurant and other eateries that participate in the Crystal Coast’s Carteret Catch - a sustainable seafood program that preserves the area’s fishing communities and guarantees that all the seafood dinners at your reunion are as fresh as can be. In February, Morehead City hosts the Carolina Chocolate Festival, which has chocolate-filled activities for families, various chocolate tastings and even a chocolate spa. Visiting in the spring? Make your way over to the Beaufort Wine and Food Festival, where your family can sample a variety of wines, beers and snacks and browse the works of local artists. If you decide to hold your reunion during the fall, be sure to check out the North Carolina Seafood Festival. Here, you and your family can enjoy live blues music and savory bites while learning about the fishing industry and sea creatures that are indigenous to North Carolina.
With its gorgeous views, mouth-watering foods, exceptional lodging and plethora of activities, this North Carolina gem is sure to wow your entire family and leave them talking about the reunion for years to come. I
THE CRYSTAL COAST Carol Lohr carol@sunnync.com 252-726-8148 CrystalCoastNC.org
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The Beaches of Fort Myers & Sanibel, Florida
Let’s All Meet at the Beach
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ort Myers & Sanibel come together to form what is perhaps the most beautiful of the Gulf Coast’s sandy sanctuaries, serving up a reunion location that’s just as breathtaking as other famous Florida gems. This region delivers a dose of much-welcome privacy that allows your family to enjoy both natural and metropolitan Florida without the hassle of overcrowded shores and congested streets. Perched atop a 2,000-year-old Calusa Indian shell mound, the Mound House features the area’s oldest standing structure. Today, the house is used as an educational and cultural center for visitors from all over the globe. Snorkelers and scuba divers get up close and personal with the haunting shipwrecks and peaceful reefs that surround both Sanibel and Captiva islands. Locals suggest 54 REUNIONS WORKBOOK
starting your underwater adventure at Edison Reef or Bowmans Beach. Visiting in March and a fan of the Boston Red Sox or Minnesota Twins? Both of these MLB powerhouses hold spring training camp down in Fort Myers, and your family can easily swing by to watch their favorite players get in shape for the upcoming season. Discover the marine world through educational, handson programs at the Sanibel Sea School, where you can learn about pirate legends, go crabbing and explore the strange world of plankton. Families also can discover Florida wildlife on a river or sunset cruise. At Pinchers, known for its world-famous crab legs and scenic views of the Caloosahatchee River, your family can enjoy local, fresh-caught seafood while drinking in the exciting buzz of downtown Fort Myers. Eat
Mongolian shrimp and sip on a mai tai or two while lounging right on Fort Myers Beach at Chloës Steak & Seafood Restaurant. Listen to local musicians, hang out on the Tiki patio and soak in the best sunset in all of Florida. At Marker 92 Waterfront Bar & Bistro your family can indulge in five-star steaks prepared by award-winning Chef Tim Duque as you watch sailboats bob in the Tarpon Point Marina. Whether you’re basking in the sun or hitting the town, The Beaches of Fort Myers & Sanibel offer countless activities that will delight your entire family. I
THE BEACHES OF FORT MYERS & SANIBEL Candice Cocco, Tourism and Sales Manager CCocco@leegov.com • 239-338-3500 FortMyers-Sanibel.com
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SI Greater Akron, Ohio A Place to Make Family Memories
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rom a vibrant arts scene to stunning outdoor beauty just outside of town and some incredible options for foodies – this town has it all. Whether you’re a group of five or 50, a reunion in Greater Akron is sure to be a hit. At the Akron Art Museum view the impressive collections, including a stunning display of modern art. Also check out Akron Glass Works and witness glassblowers creating colorful works. What better place to purchase a small memento of your time together? In the evening catch a performance at the Akron Civic Theatre. Everyone will enjoy the nationally recognized Akron Zoo, where 700 animals from continents around the globe fly, swim, roam and graze. Hop aboard the Cuyahoga Valley Scenic RR, which offers special packages throughout the year including the popular Polar Express train during the holidays. If you’re more in the mood to watch sports, the Akron RubberDucks play at Canal Park throughout baseball season and there’s nothing
better than lounging there with family, snacks in hand, to watch America’s favorite pastime. Does wine, cheese and chocolate sound like a winning combination to you? Then don’t pass up the food trail that is sure to please everyone. Eight counties have partnered together to offer their regional specialties to tickle your taste buds. Popular local stops include Renaissance Artisan Distillers, The Winery at Wolf Creek and Red Horse Winery. At Hard Rock Rocksino Northfield Park, dining isn’t the only thing on the menu. In addition to a wide selection of food, there are a casino, shows and entertainment galore. Be sure to allot plenty of time because there is no shortage of food and fun to be had. Does Swenson’s Drive-In really make America’s Best Cheeseburger? The only way to find out is to try it for yourself. So bring everyone along and dine in the classic 50s̓ themed diner while sharing memories of a great trip and recounting the adventures of your day. Akron offers a relaxing charm that is just
waiting to host your next reunion. For a mix of fun, relaxation and adventure, you don’t have to look any further than this industrious Ohio town. An ideal meeting point for friends and family, it’s sure to leave everyone talking about your reunion for years to come. I
AKRON/SUMMIT CVB
Rob Ivory, Destination Sales Manager rivory@visitakron-summit.org • 330-374-8970 Akron.travel
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SI Branson, Missouri Making Memories in the Heartland
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f you’re looking for the ideal reunion spot, look no further than Branson, Missouri. This small Ozarks town is known across the United States for its music and entertainment scene, eclectic array of attractions and wholesome atmosphere. It’s a perfect destination for families and groups, with something for even the pickiest of travelers. Branson is a hotspot for all kinds of entertainment – from country music concerts to magic shows, musical theater to performances for kids. Make this a reunion worth talking about for years to come when you see a wonderful production like Tony Awardwinning Million Dollar Quartet or check out what other shows are playing – you’ll find something for everyone. Branson has plenty of museums to check out – but these aren’t just your average museums. At the Titanic Museum, for example, you will be blown away by the giant replica of this ill-fated ship, with its interactive exhibits
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perfect for both young and old. The experience is designed to give you the sensation of being a passenger on the ship back in 1912 – you’ll even be given a boarding pass with an actual passenger’s name. You can also be sure to wow friends and family with a visit to Ripley’s Believe It or Not, a museum attraction that combines fun entertainment with cringeworthy, shocking moments. Did you know that Branson has over 100 miles of public trails just waiting to be explored? Head out for an adventure and you’re sure to find a route perfect for anyone in your group. Try out the scenic Lakeside Forest Wilderness Trail and take in natural beauty while cooling off in the water on hot days. With all there is to do in Branson, your group is sure to be hungry. You’ll find tasty American fare such as Texas-style BBQ and burritos, comfort food and Gulf Coast-inspired seafood along with international fare from Thailand to the Mediterranean. Or reserve
space at a host of dinner shows. At Dixie Stampede revel in scenes straight out of the Wild West while feasting on tasty local delights. I
BRANSON / LAKES AREA CVB
Julie Peters jpeters@bransoncvb.com • 417-334-4084, ext. 317 ExploreBranson.com
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SI Arkansas Family Fun in the Natural State
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nviting, centrally located and temperate year-round, Arkansas has been bringing groups and families together for generations. The stunning Ozark and Delta landscapes are home to endless acres of state parks to explore, galleries to browse and fine Southern cooking to taste. If your group is staying in Little Rock, a trip on a trolley to the River Market District is in order. An old market neighborhood revitalized and expanded with restaurants and concert venues, this strip of development along President Clinton Avenue should have something for everyone in your party. For groups more interested in unplugging and exploring the state’s natural beauty, there’s nowhere better than Bayou Bartholomew in the southern half of the state. The longest bayou in the world, it can be traveled on craft suitable for any interest or ability level, from kayaks to speedboats. The Natural State got its name from the abundant state and national parks in all of its regions. Standouts include Buffalo National
River, which is known for its massive limestone bluffs and cabins perfect for large groups, and Ozark National Forest, home of hiking trails and ancient caverns to explore. Mount Magazine, known for its magnificent, 60-room lodge, is the premier state park in Arkansas, with rock climbing, mountain biking and hiking for adventurous parties and numerous picnic benches and pavilions for day trips. Hot Springs features world-renowned spas to relieve your aching body. Bathhouse Row, a collection of eight spas built between 1911 and 1923, features museums and guided tours of elegant baths and springs that relaxed the rich and poor alike for decades. Straddling the line between the culinary traditions of the Deep South and Gulf region, Arkansas is the perfect location to introduce your group to both authentic barbecue and seafood. One only has to walk a block in any city to find a premium barbecue joint, with ribs, chicken and wings slathered in the state’s traditional sauce of red peppers
and tomato paste. Regardless of the size of your group, Arkansas Tourism is here to help make your trip unforgettable. I
ARKANSAS DEPARTMENT OF PARKS & TOURISM Tracy Morales, Group Travel Manager tracy.morales@arkansas.gov • Office: 501-682-1219 ArkansasGroupTravel.com
We’ve got you covered. Plan your next motorcoach tour with someone you know … your friends on the A-Team. We know tours inside and out and can help you plan itineraries or suggest destinations you may not have considered. That’s why we’re the A-Team. FIND OUT MORE BY VISITING ArkansasGroupTravel.com OR CALLING 1-800-872-1259.
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SI Chicago Southland, Illinois A Family Reunion Hotspot
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ust beyond the Windy City’s limits, Chicago Southland delights and surprises reunions with its natural beauty, culture and history. Comprised of 62 south and southwest Chicago suburbs, the region has nearly 400 square miles of urban and open areas and more than 60,000 acres of forest preserves. At the confluence of east and west, Chicago Southland offers an abundance of opportunities for you and your family to bond in the great outdoors. The forest preserves provide the perfect place for a hike, picnic or some bird watching. Don’t miss the Pullman Historic District, which was recently declared a national monument. Industrial buildings and houses, once part of a company town created by the famous rail car manufacturer, showcase the neighborhood’s influence on transportation, architecture and urban town planning. Take a walking tour of the signature Clock Tower Administration Building, Assembly Shops and the grand four-story Hotel Florence.
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Another noteworthy historic site is the 1950s Park Forest House Museum, where, in the first fully planned post-World War II suburb, you’ll see toys, dolls, books and furniture from the era. Sports are a big deal in Chicago Southland. Here, you can cheer on the Chicago Fire Soccer Club at TOYOTA PARK or watch all the baseball action at Standard Bank Stadium, home of the Windy City ThunderBolts. Take the kids to Odyssey Fun World for a day of excitement in the big indoor facility that houses rides, a laser trek arena, gaming lounge and exploration adventure. Celebrate Chicago Southland’s railroad history by enjoying the Flossmoor Station Restaurant & Brewery’s wide range of hearty American fare and tasty microbrews – all housed in a historic train station! If you’re searching for something fresh and local, check out Harvest Room, a farm-to-table eatery serving contemporary comfort food and gluten-free offerings. Or, evoke the spirit of
the 1920s at Jack Gibbons Gardens, a historical speakeasy serving classic steak and seafood dishes. I
CHICAGO SOUTHLAND CVB Kristy Stevens, Sales Manager Kristy@VisitChicagoSouthland.com 888-895-3211 GatherInTheChicagoSouthland.com
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SI Colorado Springs, Colorado Mountains of Fun Await Your Group
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olorado Springs makes choosing your next reunion destination a snap. With snowcapped peaks serving as your backdrop, outdoor activities galore and a thriving arts scene, what more could you ask for? Colorado Springs is a destination that will have your family coming back again and again. Even in the mountains, civilization is still nearby. Located just 70 miles south of Denver on Interstate 25, Colorado Springs is easily reached by plane and automobile. The city is a charming mountain town with majestic Pikes Peak towering nearby, and Garden of the Gods Visitor & Nature Center and Park is easily one of the most alluring draws of the destination. Climbing carefully up the mountain, The Broadmoor Pikes Peak Cog Railway will deliver you to the mountain’s 14,115-foot summit. Did you know that Colorado Springs is Olympic City USA? You may be surprised to learn that the city’s U.S. Olympic Training
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Center is home to 500 athletes and coaches at any given time. A guided tour offers a glimpse into how athletes live there and what goes into their training. Another family favorite is the Cheyenne Mountain Zoo where you can feed giraffes, watch gorillas laze around and enjoy great views from the alpine lift. Timber Lodge is perfect for those who want a cabin experience and still want to be within walking distance of all that Colorado Springs has to offer. While they look rustic, cabins offer cable TV, Wi-Fi, air conditioning, daily housekeeping and a pool. If you’re really looking to commune with nature and spend time outdoors with your loved ones, check out the camping options at Cheyenne Mountain State Park, open year round. With frequent wildlife sightings, this is the place to be for animal lovers. Another unique reunion experience can be found at M Lazy C Ranch where you’ll feel like you’re living in the early 1900s. Cowboy activities,
hearty meals and horseback riding make this a one-stop shop for reunion planners looking for a great place to host their next gathering. I
COLORADO SPRINGS CVB
Jennifer Dellinger, Group Servicing Manager & Family Reunions Jennifer@VisitCOS.com Direct: 719-685-7626 • Toll Free: 800-888-4748, Ext. 126 VisitCOS.com
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SI Garrett County, Maryland Get Together in Western Maryland
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estern Maryland’s Garrett County combines ease of access, beautiful scenery and historical significance to make for a memorable reunion. No matter if your group is into boating, skiing, hiking or history, you'll find something to enjoy here. Deep Creek Lake is a man-made lake that has 69 miles of shoreline, which makes it an extremely popular place for water sports. Your group can embark on a kayaking eco-tour, zip along in a boat, have a lazy day of fishing or propel a paddleboard for a highenergy experience. Wisp Ski Resort is Maryland's only downhill ski resort. As such, your group can certainly stop by in the colder months to ski, snowboard, snowshoe or snowtube. But don't neglect Wisp during the warmer months. There are two well-regarded golf courses, plus zipline tours, geocaching, a mountain roller coaster and rafting on the world’s only mountaintop whitewater rafting course.
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You're never very far away from history here, whether you're looking at the initial push westward, the Civil War or the move towards city life in the early- to mid-1900s. There's Casselman River Bridge, located in a state park of the same name. It was an important - and groundbreaking - part of the National Road, itself something of a forerunner of our modern interstates. To see a lot of history in one place, groups will want to check out Oakland's Historical District. It's home to the Garrett County Courthouse, churches, and three museums. Whether you're looking for a rental on the shores of Deep Creek Lake, a bed and breakfast on a farm or a place where “the entire family” includes the four-legged members, you'll find a place for your group to recharge. Your group can visit local restaurants that represent a number of styles, from Victorianinspired elegance to casually delicious pub
food. For a taste of something truly unique, stop by FireFly Farms Creamery & Market for award-winning regional goat cheese. I
GARRETT COUNTY CHAMBER OF COMMERCE Jen Durben, Heritage Area & Groups Manager jen@garrettchamber.com • 301-387-5238 DeepCreekGroups.com • GarrettHeritage.com
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SI Florida’s Emerald Coast A Reunion Travel Jewel
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orthwest Florida’s Emerald Coast has white sands and the warm turquoise-tinged waters of the Gulf of Mexico. It’s home to what USA Today calls one of the top beaches in the U.S. and also hosts outdoor activities that range from fishing excursions to dolphin cruises. And the dining scene is second to none – even if you’re not one for fresh seafood. The Emerald Coast has enough golf courses to keep everyone happy, including Blackstone Golf Course, which uses rolling terrain to provide a fun experience for all skill levels. If your group prefers a challenge, they can choose from the two championshiplevel courses that the City of Fort Walton Beach provides at Fort Walton Beach Golf Club. Destin Commons hosts a huge selection of name-brand stores, including Abercrombie & Fitch, Bass Pro Shop, Gymboree, Guess, Pandora and Williams-Sonoma. Destin's HarborWalk Village, another popular shop-
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ping spot, combines eateries and shops with the chance to do some watersports - a true one-stop shop. A place with “Coast” in the title is sure to produce some top-notch seafood restaurants, but that’s far from the only selection. Got a craving for wood-fired pizzas or some really great Asian food? No problem. Are you up for sampling the local take on Creole or downhome Southern fare? You'll enjoy it. And if your taste buds want a simple old-fashioned hamburger and fries, that's available, too. After all the fun, your group needs one more thing - a place to chill and recharge. There's no shortage of lodging in the Emerald Coast; your options are more likely to be influenced by your reunion group's size and budget than by what the area can or cannot provide. Want to rent a beach house with a view or feel right at home in a bed and breakfast? Or does your group have more of an RV and campground vibe going on? Do you prefer the luxury of a beachfront condo
or a brilliant hotel? They're all available. Destin, the heart of the Emerald Coast, is about midway between Mobile and Tallahassee, just off U.S. 10. I
EMERALD COAST CVB
srushing@co.okaloosa.fl.us 850-651-7647 EmeraldCoastFL.com/groups-meetings/
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SI Panama City Beach, Florida A Premier Reunion Location
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hen thinking about your next big reunion, does your mind drift to white sand beaches, warm weather and sun? Ideal weather means you won’t have to worry about picking the best time of year, and in Panama City Beach there is an abundance of sun and warm weather all year long. The pristine beaches aren’t the only draw of Panama City Beach. St. Andrews State Park is a great escape featuring forests, sand dunes, marshes, fishing jetties and hiking trails. There is also the Panama City Beach Conservation Park, featuring 12 trails for walking, biking, wildlife and bird watching. Many in your group will want to go diving or snorkeling to eyeball the diverse array of marine species in the warm waters off Panama City Beach. Check out the Museum of Man in the Sea, a great way to discover more about underwater exploration. We know a trip to the beach should include a healthy dose of relaxation, so let a
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trusty guide or crew take your group on a charter boat rental. You can kick back and relax as the waves break around you. You will even see wild dolphins during your journey. Plan a day out at Shipwreck Island Water Park, which is ideal for reunions as there is literally something for everyone, young and old. Kids will love the Tadpole Hole, while others can take in the thrills of the huge racing slides and river rapids. Or spend a day at Gulf World Marine Park, with its animal shows and exhibits that are a delight for kids and adults alike. Why not create a little friendly competition and take the group out for a few rounds of mini golf at Coconut Creek Family Fun Park or the Barnacle Bay Mini Golf? The fun at Panama City Beach never stops, and the all-ages attractions continue to make this coastal town a hotspot for reunions of all sizes. Sun, sand, surf. What could make for a better reunion setting for your next gathering?
Panama City Beach has the attractions and accommodations to make for seamless planning and a trip to remember. I
PANAMA CITY BEACH CVB
Ann Gager, Director of Sales agager@visitpanamacitybeach.com Office: 850-233-5070 • Toll Free: 800-327-8352 VisitPanamaCityBeach.com
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SI Wisconsin Dells, Wisconsin Gather in“The Waterpark Capital of the World! ” ®
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nown as “The Waterpark Capital of the World!® ”, Wisconsin Dells tops the list as a well-loved, versatile destination and serves up a year-round mix of relaxation and adventure that’s sure to satisfy family members of all ages. Regardless of whether your group comes to visit during the sweltering summer months
or decides to brave the Wisconsin winter, indoor/outdoor dual waterparks like the Kalahari Resort Waterparks, Mt. Olympus Water & Theme Park and Chula Vista Resort Waterparks allow your family to get their feet wet no matter what the weather’s like. If you decide to hold your reunion in the summer, try racing around the tracks at
THERE’S A JUDITH IN EVERY FAMILY. She’s happy to join in, but she wants ® options. Luckily for you and Judith, “The Waterpark Capital of the World! ” is a crowd-pleaser. With countless group and individual activities from live shows to scenic boat rides, Wisconsin Dells will keep the Judith in your group smiling – something everyone can get behind. Contact one of our destination specialists for complimentary planning assistance.
GatherInTheDells.com | sales@wisdells.com | (800) 223-3557
Big Chief’s Go Karts, mini-golfing at Timber Falls Adventure Park or soaring through the trees on a zip line at Wilderness Canyon Zip Line Canopy Tour. Visiting during the colder months? Bowl a few games or bounce around at Knuckleheads Trampoline Park • Rides • Bowling, catch a show at Circus World and embark on a MagiQuest/ ShadowQuest at Great Wolf Lodge. Sit down and enjoy hearty Midwestern cuisine at Monk’s Bar & Grill, or sample award-winning appetizers at High Rock Café. Discover firsthand why Wisconsin is lovingly called the Dairy State at MACS – Macaroni and Cheese Shop, where visitors of all ages can enjoy the nation’s best mac-n-cheese. In the mood for dinner and a show? Check out a Broadway caliber show at Palace Theater in the Dells. Or bring the group to Paul Bunyan's Northwoods Cook Shanty, then head next door to watch professional lumberjacks perform in an interactive Dells Lumberjack Show that includes events like axe throwing, log rolls and block chopping. If you choose the hotel route, you can pick one with an onsite waterpark or stick to a standard hotel and enjoy the waterparks elsewhere. No matter which option sounds like the right move for your group, the Dells will deliver a comfortable stay that won’t break the bank. I
WISCONSIN DELLS VCB
Alexandra Harjung, CMP sales@wisdells.com • 888-339-3822, ext. 313 GatherInTheDells.com
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SI
ATL Airport District, Georgia
Reunions Take Flight in the ATL Airport District
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he ATL Airport District is based around Hartsfield-Jackson Atlanta International Airport, with world-class hotels and restaurants perfect for reunions of any size. Your group can save over 30 percent on accommodations by staying 10 miles outside downtown Atlanta while enjoying the charms of the metro area’s southern neighborhoods. The district includes 45 hotels with over 8,000 hotel rooms that include free airport shuttle service. Your group will find an intersection of history and hospitality in the cultural capital of the South. Minutes away from the airport is the Delta Flight Museum, housed in the airline’s original headquarters and a host to numerous exhibits on aviation and the company’s history. Nearby, the Chick-fil-A Home Office Backstage Tour leads your group through the fast food company’s headquarters while revealing 64 REUNIONS WORKBOOK
the history behind the famous “Eat Mor Chikin” cows. Car enthusiasts should make a beeline to the Porsche Driving Experience, 25 acres of test tracks and exhibits where you can try a German-engineered sports car for yourself. Located in Atlanta’s historic Luckie Marietta district, Pemberton Place is home to many of Atlanta’s top attractions and is 10 miles away from the ATL Airport District. Inside, The World of Coca-Cola guides visitors through a history of the world’s bestknown soda company. Georgia Aquarium, the largest aquarium in the country, is the only place outside of Asia to see a giant whale shark, seven times larger than an average human and housed in a 6.3-million-gallon tank. The Center for Civil and Human Rights focuses on civil rights history in Atlanta and ongoing fight for human equality across the globe.
Across the street from Pemberton Place is Centennial Olympic Park, built for the 1996 Summer Olympic Games and host to weekly concerts and cultural events. Here you’ll also find SkyView Atlanta, a Ferris wheel that rises over 20 stories along the city’s skyline. Blending affordable accommodations and meals with access to meeting spaces, the district ensures your reunion is completely on-site and within your budget. With Atlanta’s attractions minutes away and Southern hospitality in all our services, you may never want to leave. I
ATL AIRPORT DISTRICT DMO
Gabby Dickson, Marketing & Project Manager gdickson@atldistrict.com Office: 404-334-7506 Cell: 678-478-6093 ATLDistrict.com
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Wrap Up and
Evaluate
t’s not over till it’s over. The success of your reunion includes some final steps that tidy things up and sets your next event on the proper trajectory.
I
On-site ❏ Return all borrowed equipment (overhead projector, DVD player and stapler from the sales office) ❏ Pay all your bills ❏ Meet with hotel staff to make certain everything is settled. It’s easier to solve problems in person than by letter, email, or phone later. ❏ Tip staff that deserve special consideration ❏ 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. ❏ Create a full reunion evaluation form for members and committees. See reunion forms in the back of this book.
Soon thereafter
❏ Write thank-you notes to committee members and key hotel staff. ❏ Write a letter or e-mail the hotel’s general manager and recognize employees – by name – who did an outstanding job. Such commendations help management make decisions about raises and promotions. You may also wish to give them a T-shirt, hat or other memento from your group. ❏ Include a reunion summary from the chairperson, recommendations and treasurer’s report in a mailing or newsletter. ❏ Analyze all the information you collect – both positive and negative – and give it to the committee for your next reunion.
Finally
©iStockphoto.com/goodynewshoes
Sit back and contemplate that each reunion presents new faces, challenges, problems and successes.
©iStockphoto
.com/stphillips
©iStockphoto.com/t_kimura
66 REUNIONS WORKBOOK
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Instant Info Center Please send me information on the following reunion-friendly destinations:
2016 Edition
❑ Akron/Summit CVB, OH ❑ Arkansas Dept. of Parks and Tourism
Let us help you plan YOUR REUNION! Update your subscription information, 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 ______________________________________________________
❑ Atlanta Airport District, GA ❑ The Beaches of Fort Myers & Sanibel, FL ❑ Branson Lakes Area CVB, MO ❑ Chicago Southland CVB, IL ❑ CoCo Key Hotel & Water Resort, Orlando, FL ❑ College Football Hall of Fame, Atlanta, GA ❑ Colorado Springs CVB, CO ❑ Costa Cruises ❑ Crystal Coast Tourism, NC ❑ CustomInk ❑ Durango Area Tourism, CO ❑ Emerald Coast, FL
Type of Reunion/Group __________________________________________________________
❑ Experience Columbus, OH
Address ___________________________________________________________________
❑ Frisco CVB, TX
City ____________________________________ State _________ Zip _________________
❑ Greystone Lodge on the River, Gatlinburg, TN
Phone ____________________________ Email ___________________________________ REQUIRED Signature ___________________________________________ Date ___________________ REQUIRED City of Birth _______________________________________________________________
❐ ❐ ❐ ❐
Please send me the next edition of Reunions Workbook Subscribe me to InSite on Reunion E-News (must fill out email above)
❑ Experience Kissimmee, FL ❑ Garrett County, MD ❑ Hocking Hills Tourism Association, OH ❑ Lake County CVB, IL ❑ National Underground Railroad Freedom Center, Cincinnati, OH ❑ New Orleans CVB, LA ❑ Ocean City CVB, MD ❑ Panama City Beach CVB, FL ❑ Pheasant Run Resort, St. Charles, IL ❑ Savannah Theatre, Savannah, GA ❑ Six Flags, St. Louis, MO ❑ Southern Delaware Tourism ❑ Wisconsin Dells Visitor & Convention Bureau, WI
No thanks, remove me from your list
❑ YMCA of the Rockies, Estes Park & Winter Park, CO
Send me information on Group Hotel Discounts
Please send me information on reunion destinations in the following regions and countries:
RESPOND TODAY!
Mail: PTM Publications 621 Plainfield Rd., Suite 406 Willowbrook, IL 60527
❑ Northeast U.S. ❑ Southeast U.S. ❑ Midwest U.S. ❑ Frontier/Mountain West U.S. ❑ West Coast U.S. ❑ Canada ❑ Mexico/Caribbean ❑ Cruises ❑ Other (list)______________________________
● Scan and email to Readerservices@ptmgroups.com
Size of Reunion
● Fax this page to 630.794.0652
Proposed Dates
● Visit our online Instant Info Center at www.ReunionsWorkbook.com
(year/month)
2016 REUNIONS WORKBOOK pp10_Layout 1 2/29/16 9:22 PM Page 68
A RETREAT BETWEEN THE MOUNTAINS AND THE RIVER IN DOWNTOWN GATLINBURG.
SPRING UP for a unique get a way where relaxation and recreation are a natural part of the scenery.
SPLASH DOWN in our large outdoor heated pool with slide. Open April to October.
HEAD OUT for some world class shopping
and delicious dining. With plenty of parking right outside your door and a trolley stop across the street, park once and don't give your car a second thought until you leave.
At the foot of the stunning Smoky Mountains, across the street from Ripley's Aquarium, in the heart of downtown Gatlinburg, and just a short drive to all the fun and entertainment of Dollywood, the Greystone Lodge on the River is the ideal location for your next meeting, retreat or conference.
greystonelodgetn.com 800-451-9202 or groupsales@greystonelodgetn.com
ALL NEW ROOMS!
SETTLE IN to one of 240 rooms, including new family suites with a mini-kitchen and plenty of space for bunking up and bonding.
WAKE UP
every morning with our deluxe complimentary hot breakfast buffet complete with biscuits and gravy.
Family owned for over 50 years. We love where we are. We love what we do. And we love sharing it with you.