Reunions aren’t just picnics anymore!

Of all the things your members look forward to at your reunion, may be the food. And food at a reunion can constitute the largest conundrum for the number of considerations you must weigh. Think of all that goes into planning an ordinary daily meal or a holiday meal and now, for what may be many more people, a reunion meal! Will there be breakfast, lunch, dinner? A celebration, a banquet, a picnic? What special needs do members have? Are they vegetarian, vegan, paleo, gluten/lactose free? Are they toddlers, teens, adults, seniors? How many of the meals will be on their own and how many communal?

You must see where we’re going with this! Food, while a reunion highlight, must be carefully, thoroughly and thoughtfully planned. And while we can’t do the work for you, we’d like to provide some help as you face these nutritional details.

The following forms are on pages 25 through 30 in Reunion Planners Notebook. They are free for you and your committee members to print out and use as you plan your meal events.

Reunion menus: Use this page as a guide for planning the meals and food events you anticipate over a three-day reunion. Certainly, some of the meals could be on your own. If, for example, you are staying at a facility that offers free breakfast you will save both planning and money.

Menu and shopping list: This page is an example for one event which can be put to use for all others. It suggests a list of menu items that can be included in your planning and a shopping list to meet all those details. It is important to make, change and check lists all the time as you move closer to the reunion. Never assume that a list is cast in stone because no matter how careful and thorough you think you are, surprises can always happen.

Picnic checklist: Planning for a reunion picnic is quite different than any of the other meals. It requires choosing and reserving a site, unless it’s in someone’s yard or on someone’s farm. The space needs to be large enough to accommodate the number of people expected. There are many considerations that are not necessary with other meals unless you have access to a place to prepare food such as a kitchen or a pavilion with kitchen facilities. Check the details listed on this form because there might be some you may not have thought of such as whether or not alcohol is allowed or whether you need to provide porta potties and grills or water. Do not err on the side of thinking of a picnic as a simple event!

July 4th reunion picnic ideas: Set the mood. Don’t forget the decorations! Flags, balloons, napkins, paper products —anything red, white, and blue.

What’s to eat? You might like big, juicy steaks, but kids might prefer hotdogs and hamburgers, and don’t forget the vegans or vegetarians. Make sure you accommodate everyone’s food favorites. Ask others to pitch in. Ask members to bring salads, desserts, snacks, and drinks to ease the burden. The best picnics are ones with lots of variety. Keep members entertained. Line up lawn games like bocce ball and cornhole. Get a baseball game going and lots of races for all ages.

Potluck signup: Planning a potluck meal need not be complicated, but there are some simple considerations. Make a list of what you want to include: appetizers, bread, salads, side dishes, meats, entrees, condiments, dessert, snacks, and drinks. Simple enough, but it’s important to make sure items are assigned and agreed to. If you simply say: potluck, be prepared for a lot of potato salad and little else to accompany it. Also, consider family favorites and who makes them best. Then, ask specifically for those contributions. If grandma’s peach pie is epic and everyone looks forward to it, ask her to bring peach pie(s). Everyone knows who makes favorites and make sure they’re included, which means there may be several choices of potato salads. Also, for members traveling to the reunion, suggest that they either contribute to the purchase of drinks or the paper supplies necessary to stage the potluck.

Catering questions: Catering is one way to provide food for your reunion, but catering is also something that few of us ever do so it’s something that requires both thought and planning ahead. These pages list many questions that you should consider as you plan for and hire a caterer. You’ll want recommendations from others who have hired caterers (including your convention and visitors bureau contact) and you’ll want to consult more than one as you start your catering plan. In fact, as you initially interview caterers, you’ll be learning not only about their skills and business, but about catering in general. Menu, logistics and cost are only the beginning. Study these lists carefully to ensure that you get the best plan and meal you’re hoping for.