FUN(D)RAISING

How are you going to pay for your reunion?

If your family or group has a rich uncle or benefactor who is willing to cover the cost of your reunion, plan ahead and don’t worry about the cost. If, on the other hand, you’re like most planners, what you do next will either make or break your reunion idea. While determining a date and place, you’ll have to keep costs in mind. Will it be an afternoon picnic in a nearby park or a weekend at a resort or hotel in a city where members live or somewhere everyone wants to visit, but no one lives? You can see the range of possibilities for what this is going to cost, so keep that in mind as you pick a date and place for your reunion and begin to formulate a budget.

Keep in mind that where you go and what you expect to do once you get there will all have associated costs and there will be seasonal rates to keep in mind. Since most families plan summer reunions when kids are out of school, rates in many places will be higher and reservations for some activities may be required. For example, prime picnic areas will need to be reserved months in advance in many places and will require a fee. There may also be lingering Covid restrictions to how many people can be in some parks or attractions.

Also remember there will be a range of what your members can afford to pay for the reunion. So the picnic is the easiest and least expensive, particularly if it’s potluck and everyone brings side dishes and desserts. Perhaps all you’ll pay for is the meat for a barbecue and you can divide that cost among the adults.

But if you are talking several days and the cost of travel to get there, you’re getting into an area that requires much more planning and consideration. Will the local family pay for the reunion and out-of-towners incur just the cost of travel? Or does everyone pay an equal amount of divided costs for adults? Are kids included at no cost or reduced cost? Or are costs divided by the total number expected, except for infants? How will you charge the elders who are on fixed or limited incomes?

It is not written in stone that a reunion must cost lots of money, but you will need approximate expenses to notify members as soon as the date is set so they can plan ahead. While this is easier and less expensive with email and facebook, an eye-catching save-the-date card to post on refrigerators or bulletin boards is even better. That will cost printing and postage. You’ll need money for deposits if you’re planning a banquet or reserving a park pavilion. If you’re like many reunion organizers, you will front some, if not all of the money, to begin planning. So, unless this reunion is your gift to your group or family, others will need to know immediately that you expect them to contribute to and/or pay their fair share to this important endeavor.

WHERE TO BEGIN …

Start by answering a question that addresses how to ask for money to stage your reunion. One planner wrote that the hardest part is soliciting everyone to contribute. She said she wrote a very tactful letter asking everyone for a mandatory contribution. She is not alone in her concern and here are some things I’ve learned that I hope will help. In preparing a letter, think about the following ideas and the letter will write itself. How many of your family members know what you need and why you need it? Who have you talked to? What was their reaction? Clearly state what you are asking for. Money to start planning ... money for deposits for accommodations, for a banquet or catering ... to reserve motor coaches for tours … to reserve a picnic site. There are many things for which you will need advance cash so asking for help right up front is to your benefit in the long run. It will also get cooperation and “buy in” from members. It will help with the time and effort you are/will be putting in. Ask for volunteers. Many parts of reunion planning and execution can be done by volunteer members. Remember, praise and recognition go a long way to generate and maintain volunteers. Are volunteers willing to design announcements or a newsletter? Can someone visit hotels to help decide which to choose? Be sure to contact the local convention and visitors bureau who will help plan visits and requests for proposals from hotels.

Will someone be in charge of a picnic and recruit more volunteers to prepare food? Will younger family members help plan and stage activities just for their generation? Who will be in charge of the banquet program? Will the banquet be a buffet or table service? Who will choose the banquet menu? … yummm

Combine your requests with some of the exciting ideas you're considering or working on. In fact, hook them first with the good news, then deal with their responsibility to help make the reunion happen. Fortunate families have generous, benevolent members who underwrite events/banquets/t-shirts/tour buses — stuff like that. Some donors demand that their generosity be shouted from the rooftops. That’s easy: do it! Thank them in all your correspondence and especially at the reunion ... over and over again. One bonus of the hoopla is that others may be inspired by the recognition to be generous, too. It’s called sibling rivalry! Others prefer anonymity. Lucky you, if that's your case. Generally speaking, though, acknowledging any contribution, no matter how small, will always generate more. For example, in all your communications, list who has already stepped forward, unless they’ve requested

anonymity. It will make others want to match — or exceed! — their generosity. It is never necessary to mention the amount of money that has been donated unless it’s a condition of the contribution. Or consider setting up classes of contributions or categories of donations – for example, $99 and under, $100 to $499, $500 to $999, $1000 to $5000 (not unheard-of). A list of names keeps everyone guessing, which is just fine as long as your members keep thinking about contributing. In any case, use every opportunity you can to praise generosity in all your pre-reunion communications, over and over at your reunion, and again when you thank members for coming.

Also consider trading in-kind services for some of your budget or needs. For example, don't pay for printing if someone has access to printing and is willing to donate. Or if a cousin is great at graphics, ask her to lay out your newsletter or invitation, or design t-shirts. Or someone can donate catering for a meal or pay for the banquet (as did the long-time anonymous donor to the annual Utley Family Reunion in Jackson, Tennessee, who insisted on paying for the ballroom rental and the meal). It's probably better to identify who you want to volunteer for a particular task and ask directly to get exactly what you want.

Mary Thiele Fobian, of Pacific Grove, California, a veteran at both class and family reunion planning, says that how one asks family for money can depend on the family culture. Whenever her communication for her Knapp/Napp Family Reunion says anything like “Contributions to help cover costs are always welcome [mailing/ startup/down payments ... you fill-in-the-blank],” the checks just fall out of the sky. But she realizes she may come from a very special family in that regard. On the other hand, the Neptune (New Jersey) High School Class of 1972 – 35th reunion committee sent a very detailed save-the-date letter. They answer who, what, when, where and how questions plus add details. The e-Blazer, a two to three times monthly compendium of Class of ’72, Neptune High School and Jersey Shore contains news items of interest to the class. They call this an efficient and cost-effective method of keeping in touch. They explain that their event is “For us, run by us.” They keep reunion costs low to encourage participation by the greatest number of classmates. “Our philosophy,” writes committeeman Bill King II of Oconomowoc, Wisconsin, “is that we’re our own best entertainment.” Asking for money is not a one-time thing. Once your reunion is established, it is wise to keep the understanding of your need for

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money in the forefront -- so you don’t have to beg all the time.

When, finally, you send registration materials, the cost of the reunion and activities must be clearly stated. Will there be one fee that includes everything? Or will you break out a baseline of your costs divided among everyone attending plus individual costs for members to pick and choose? Will meals be included or paid separately? Will t-shirts, tours, activities be included or paid separately? These are all decisions that you must make before sending registration materials. Make deadlines very clear. Consider graduated deadlines with slightly lesser cost for immediate responses versus increased costs for late responses to generate early response and cash to cover costs. You will likely need to send more than one reminder, always emphasizing the importance of deadlines. You’ll need final counts for tours, motor coaches, meals and banquets and those who are not registered will have to find the nearest McDonalds instead and miss out!

FUN(D)RAISING

Then, there are the communal fundraising activities before and during your reunion that can raise some of the money you’ll need. The fundraising section on our web and Pinterest pages illustrate countless ways other reunions have raised money. Take their example and flatter them by copying their good ideas. Fundraising takes time and planning and is not something that can be done days before your reunion. Some things like family histories or cookbooks take at least a year to plan, collect and produce. Making a family quilt with everyone donating squares and someone assembling the treasure takes many months. Will you have an auction or raffle? How about a dessert contest where goodies are auctioned? The Seidemann Family Reunion raises a lot because members are topping one another as they bid for cakes and pies. Then, share them on the spot. … yummmm. See examples below about how many reunions have cleverly raised money.

FINALLY …

At Reunions magazine, we are always looking for new ideas for how you have successfully managed to get members to pay, donate or contribute ... what you ask for or how everyone pays their share of reunion expenses. Email editor@reunionsmag.com with your ideas and experiences to. Sharing these ideas will make you a Super Reunion Organizer because next to how to get family members to register in a timely fashion, getting them to pay is a large problem for many reunions. Reported by Edith Wagner, editor of Reunions magazine. PS! Many ideas for fundraisers follow but they only scratch the surface. This list is of possibilities that are not included here: sell t-shirts, tote bags, baseball caps with reunion name and logo, crowdfunding, theatre or concert parties, fashion show, dinner dance, casino night, group tours, runs/walks/rides, scavenger hunt, garage sale, car wash, bake sale, memory books, quilt + craft sales.

Sod House Project

One of the Phillipsburg (Kansas) High School fundraising projects (see story in class reunions) for the band’s 1970 trip to the Orange Bowl was to construct a sod house at Fort Bissell. Each of the student band members were to help raise money for the trip. The Phillipsburg Chamber of Commerce funded the building by donating $500 ($3469 in 2021 dollars). Band member Howard King worked closely with the contractor, 82-year-old Frank Hite. Soil was excavated near the Phillipsburg airport and brought to Fort Bissell for the sod house. King’s job was layering the sod pieces on top of each other to construct the walls. His father, Dean, built the wooden roof. The sod house was dedicated at Fort Bissell on September 27, 1970. Note: The original Fort Bissell was not a military fort, rather a safe haven for residents from Indian attacks. It was built in 1872 on the land of John Bissell. The fort was broken down in 1878 after there were no more threats. A replica, Fort Bissell Museum, was rebuilt in 1962 with 7 buildings, 5 of which were moved to the site. Used with permission from an article by Brennan Engle in The Advocate in Phillipsburg, Kansas. And special thanks to Ruby Wiehman, of the Phillips County (Kansas) Historical Society and Curator at Fort Bissell Museum.

The Brown Family Reunion raffle

The Brown Family Reunion Saturday picnic was held at the Wyandotte County Park in Bonner Springs, Kansas. The family enjoyed food, games and taking scenic pictures amid the cool breeze of the shelter house. A drawing was held for two baskets: a barbecue basket filled with some of Kansas City’s great sauces and a spice basket filled with cooking spices. Shared by Gertrude Roby, Kansas City, Kansas.

BBQ basket: In addition to some of Kansas City’s famous BBQ sauces that have been around for a while, the BBQ basket included sauces by KC Rib Doctor, L.C.'s, Classic 816 and Mike P.'s. It also included utensils, oven mitts and an apron that read "if you can't stand the heat, stay out of the kitchen." Spice basket: Some of the seasonings in the spice basket included butter buds, dried celery, green pepper flakes, whole sweet basil, dried tomato granules and seven pepper blend.

Announce a non-fundraiser!

This is one of our favorite fundraising ideas. If you are doing fundraising before or between reunions, consider this approach! Send an invitation that declares “this is absolutely not inviting you to a fundraising event: no party, no gala, just the “biggest un-happening, non-event of the year.” The reunion committee invites members to help them reach a financial goal by month’s end or a set date. The committee asks everyone to join them for a “Stay Home and Read or watch TV” event on any day of the month, anytime of day at any location that makes you happy. Your most comfortable attire is required. Just send a contribution to the reunion fund.

Looking for ways to pay for your reunion? Consider these ideas!

Make a family cookbook!

Stewart Family Reunion uses many fundraising ideas

The most successful way we've raised money to pay for our reunion, Marilynn Stewart of the Stewart Family Reunion writes, is to hold a family auction. We’ve been holding reunion auctions for about 30 years. Everyone brings something to donate to the auction. Some family members work all year to make a quilt or other special item for the reunion, some offer services such as haircuts and some bake cookies, brownies or bring produce from their garden. The best sellers at our reunion are always the crocheted dish towels Grandma makes ($40-$80) and the hand-stitched heirloom quilts that Grandpa made ($200-$400). Other popular items are restored and framed photos of ancestors and photo memory books — anything with sentimental value. No one counts the items someone brings or judges them on how much they bid, everyone does the best they can, sometimes more, sometimes less. We raise between $1500- $2,000 on average.

To get families excited about donating items to our auction this year we’ve added this:

Do you want to be the first person in line to eat at the

Stewart reunion? Just post your auction item on the family facebook page and you'll be entered into the drawing. If we draw your name, you will be first in line for every meal!

Your auction items don't have to be DIY projects, you can donate something you've purchased or a service you will do. Deadline for posting your items is July 18th.

Marilynn says “We found that it made for a very long auction if we auctioned off every single thing that was donated. So, we started doing a silent auction for smaller items such as canned items, hot pads, towels, small toys, etc. We set up items for a silent auction a few hours before the live auction.”

Silent auction table.

Kids store.

Children usually want to participate in the auction so a few years ago we started a “kids store.” We run the store for about 2 hours every day. The store includes inexpensive items donated by family members. Nothing costs more than a dollar. The kids in our family love the store and the goodies they can purchase there. Because it's meant to be a fundraiser, we usually make between $200–$300 in the store.

We've also done a reunion raffle of donated items from companies or family members during the reunion. Plane tickets or electronics are good money generating items. I prefer the auction to this idea, but we did raise some money with our raffle. I think the secret to a successful raffle is to have a large family. We sold tickets for $1 a piece or 6 for $5. Also, be sure to promote the raffle; let people know what you're raffling off so they're excited about participating.

We've also tried dividing all reunion expenses equally (save receipts), or have everyone pay individually for expenses they incur. I hated this because there was no way to control what other people spent. Everyone just added their receipts to the pot and then we divided the total cost spent between the families and you paid your share. You only got reimbursed for what you had a receipt for and didn't get credit for anything you brought from home. For example, I was in charge of cooking a meal and I brought many of the ingredients for my meal from home. Other families purchased all their ingredients from the store and so were reimbursed.

I haven't done this, but I think it's an interesting idea: a family yard sale. Hold a yard sale, either individually or collectively, as part of your reunion. Money raised goes in the family fund.

Ask for reunion dues and request that family members send a portion of their dues on a quarterly basis so that it isn’t a one-time large payment. I've heard of reunions that charge a set fee for each person who attends and I'm shocked at what they charge — some reunions $80 a person. I'm afraid most of our young families wouldn't come to our reunion if we charged such high fees. We never charge individuals, but one time we were low on funds so we charged each of the original families (my husband's six brothers and sisters) $300 to cover expenses. (Editors note: higher charges may include admission to attractions, tours, t-shirts, etc.)

The late Grandpa DeLoy Stewart (inset with baseball cap) made gorgeous quilts for family reunion auctions treasured by those who won them. This quilt is held by DeLoy’s son, Larry Stewart.

SOME OTHER THOUGHTS

Everyone in our family lives in Utah so people will often donate items. My husband always brings tomatoes and peaches from our garden to help with meals.

Cut back on reunion time. The easiest way to reduce reunion expenses is to cut back on the time your reunion lasts. If you normally have a three-day reunion, cut back to two or just get together for a Saturday afternoon and evening.

Feeding the crowd is so expensive! We usually camp, stay in a cabin or rent a condo to control our meals. Some things we do to cut costs is the reunion provides breakfast and dinner and everyone takes care of their own lunch. We plan one a big meal for Sunday dinner with all the trimmings — usually chicken, potatoes, corn on the cob, garden produce and homemade ice cream. Other meals are pretty simple; hot dogs and hamburgers or everyone brings a potluck side. Potluck saves tons of money on food. Breakfast is pancakes and eggs. Shared by Marilynn Stewart, Bear River City, Utah, who hosts the website familyreunionhelper.com.

Seidemann Family Reunion fundraising

The Seidemann Family Reunion in Newburg, Wisconsin, is held on the site of the family farm, settled in 1848, the third Sunday of every July. 277 attended the recent July reunion. There are picnic tables where individual family groups can bring their picnics. However, everyone is encouraged to buy goodies from several stands on the site that help support the reunion. All profits from the reunion go to the expenses for next year’s reunion. According to planner Phyllis Naumann, “We are extremely grateful to members for their donations, volunteering their time to set up antiques, setting up the stands, cleaning, organizing games, working in various stands, typing name tags, shopping, organizing guessing games, playing bingo, baking kuchens and breads, making items for the silent auction, and of course, taking down the canopies, tables and benches, and storing them until next year … just to name a few things that need to get done on a yearly basis.”

The most popular stand, not surprisingly, is the beer stand! There is a silent auction where members donate homemade breads, cakes, jams, jellies and other food items as well as crafts.

Sisters Madeline and Kaitlyn Klein “staffed” a table of reunion merchandise: past reunion t-shirts, family books, bumper stickers and koozys.

There is a stand that offers bratwurst, hot dogs, hamburgers and cheeseburgers and condiments including sauerkraut. This is, after all, a family of German descendants.

An indoor stand offers candy, sodas, bottled water, popcorn, ice cream cones and, the editor’s favorite, root beer floats. Members are encouraged to donate cupcakes, cookies and candy to sell at this stand.

Kuchen contest judges.

There is also a Kuchen (cake in German) contest that, after the winners are announced, the sweets are auctioned off to some very high bidders! Members are reminded to bring fat wallets and the winner is often the baker’s spouse! Lively bidding led by kids who keep driving up the price, until the adults get in. Prizes are distributed along with paper plates and forks to be shared and consumed on the spot!

CHICKEN SPOT CONTEST

Very few reunions would have the capability nor the interest for this fundraiser, but it is a lively favorite. 100 chances are sold and when they’re all sold, everyone waits for the chicken to “choose” the winner. Whatever number the chicken drops a spot on will get half of the pot. This game can be played over and over depending upon the cooperation of the chicken!

Collect family recipes for a fundraiser!

Have you ever thought about all those favorite family foods at your reunion or picnics or holiday dinners? Do you make them? Would you like to replicate what your grandmother makes? Have you ever even asked for the recipe? Has it occurred to you that after the older generation is gone, your favorite recipes might be gone too? Are you the only one? Or are other members of your family eager to collect and save favorite recipes?

Have you seen all those 3x5” cards your mother, aunts and grandmothers carefully saved their recipes on? Who will inherit those faded, ingredient-stained cards? Or the old cookbooks with pages stained with cookie dough or binding and covers frayed and falling off?

Do other members of your family feel the same? That you don’t want to go through the rest of your lives without being able to taste those amazing cakes, cookies, casseroles, jams and jellies, barbecues and all the ways fruits and vegetables were served? Are your members willing to contribute recipes? And are you all willing to use the recipes to make a marvelous buffet at your next reunion to demonstrate everyone’s favorites?

WHERE DO YOU START?

It is wise to start by polling members to determine interest in buying recipe sheets or a cookbook because either choice will involve a substantial time commitment and you’ll want to know you are not doing the work in vain. In addition to collecting recipes, you may want to collect stories, recollections and special hints to go along with the list of ingredients and directions. The outcome should be practical instructions alongside stories of nostalgia that will practically have you breathing in the sweet smells of favorite foods baking in the oven. You may want to add pictures or illustrations and will need someone to help with those additions.

This is a group project, but someone must be in charge to keep things organized and moving along. It is not, you will find, a project that takes a couple hours, rather months and sometimes, years. But the outcome in all cases will have people thanking and praising you for preserving a very special part of family history. There are several ways to collect and share recipes and use the collection as a fundraiser for your reunion. Collection will likely take longer than assembly; don’t expect this to be a quick process. Make a list of favorite recipes that you hope to get. Then, ask the relatives who are known for them for the recipes. Stewart Family cookbooks. Collect recipes from your siblings, cousins, aunts, uncles and grandparents. You can ask for any recipes they wish to share or specify appetizers, main course or dessert recipes in anticipation for how you plan to arrange the collection. The simplest presentation is to paste recipes to 8''x12'' pieces of paper, then make as many copies as you need to share with others. Or you can re-type recipes, add illustrations and/or pictures of the food and copy them to share. Figure out the cost of paper and copying and mark them up as a reunion fundraiser. Make extras for those who did not sign up or order in advance, because once they see what they’re missing, they’ll want copies too! Then there’s a step up if your relatives are willing to pay for a real cookbook with hard cover and spiral binding! There are companies who specialize in making cookbooks for nonprofit groups and families who want to preserve favorite recipes. Some provide limited time free to explore their services. So, if you do explore what the companies have to offer, be prepared to take advantage of the free time by having recipes ready to assemble. Have your recipes, categories, stories, anecdotes and photos ready to enter or submit. Most provide support, access to templates and some have photo libraries you can access. You’ll want to choose the design, layout, dividers, black and white versus color pages, and binding for your book. You can design your cover or choose from covers the company offers. Decide how many you want to print. It’s wise to collect orders before you print to ensure all the books are sold. You’ll want to print a few extra for those who did not order

Cookbooks are a fun & affordable fundraiser for families & organizations. ahead and want books after they see them. Create a time capsule of treasured recipes! But don’t order so many that you find 800-445-6621 yourself with a storage problem and no one MorrisCookbooks.com/RMAG921 interested in the cookbooks.

Here are some of Bill Rice’s specific tips from www.familyreunioncook bookproject.com to help you create your perfect family reunion cookbook. He emphasizes planning ahead because the reunion will happen whether the cookbook is finished or not. He encourages adding personal notes about why the recipe is memorable, who made it, where was it served and anything that will make the recipe come alive. He suggests photos of the food and members enjoying it! He also says to invite everyone to contribute, including non-cooks and kids. Rice says that while most cookbooks are organized by type of food (appetizers, main course, desserts), a reunion cookbook can be organized along family lines. Create a category for each branch of the family. Finally, Rice suggests including recipes from members no longer with us and that a cookbook can help make the memories of that reunion last forever. Morris Press Cookbooks offer some advanced items that will help you plan and collect recipes for your cookbook. They have great instructional videos to help you organize many steps and prepare your cookbook to be printed. Each step in your organizational process is outlined by the videos. They also offer a free cookbook kit you can order online that includes a publishing guide, pricing information and sample cookbooks. Take advantage of all their help!

Morris Press says their program allows you to easily create a cookbook that helps you reach your fundraising goals. They have a Cookbook Price Estimator at www.morriscookbooks.com/book_ estimate/ to determine options for your cookbook and understand its profit potential. This tool will give you a good idea of what each part and the whole book will cost. In addition they offer seasonal discounts so, if you can organize your committee and members to take advantage of the discounts, you’ll need to abide by their inclusive dates. Visit www.morriscook books.com/pricing/couponsdiscounts.cfm to check them out. Caution: it is very important to read and re-read the books and recipes many times before starting to print. Mistakes will be made and glitches overlooked but once the book is printed, it’s a final product. Ask members, friends and neighbors to do the honor of reading the book before you finally agree that it’s ready to print. Most companies take about two weeks to print your order.

www.morriscookbooks.com/video/index.cfm?id=35&cat=2

COOKBOOK SALES

You will want to price your cookbook to cover the cost of printing, but still so it’s affordable to encourage sales. Be sure to consider the mark up to add to reunion coffers. You will also want to have as many people as possible commit to purchasing the book and even paying ahead before printing so you have enough, but not too many books. Timing is also important so you order early enough to deliver the books at the reunion rather than having to send them later and add packaging and postage to the cost.

Once you have your cookbook, ask everyone to choose a recipe, make the food and bring it to your next reunion to celebrate your family food history! Bon appétit!!morris