Planning Timeline

Planning Timeline 18 MONTHS TO 2 YEARS

• Gauge interest from family members • Enlist volunteers to organize the event (committees) • Create a private Facebook group or website for family members • Contact Visit Jackson to begin assisting with accommodations, facilities and city information • Create a list of possible dates and locations and begin to scout out potential venues • Start putting together a family contact list, including addresses, phone numbers and email addresses

1 YEAR TO 18 MONTHS

• Send an initial announcement with a tentative date, time and place. • Request RSVPs so that you can get a rough estimate of attendees • Determine the budget • Solidify the date 9 MONTHS TO 1 YEAR

• Secure venue • Reserve the block of hotel rooms, if necessary • Designate responsibilities to volunteers

6 TO 9 MONTHS

• Create a schedule of activities • Send out invitations with finalized date, time, location and other details. Be sure to include accommodations, types of activities and a call for volunteers. • Make catering arrangements or a plan for food • Arrange for photography, either professional or by a family member 4 TO 5 MONTHS

• Order any keepsakes or party favors, i.e. t-shirts, hats, etc. • Confirm reservations with vendors • Decide on any decor

2 MONTHS

• Send a “see-you-soon” reminder to family members • Follow-up on RSVPs • Finalize programs and schedules 1 MONTH

• Finalize menu • Assemble the items needed, such as name tags, decorations and party favors • Confirm hotel reservations with the hotelier

2 WEEKS

• Make a list of volunteers and their responsibilities • Make a “day-of” checklist • Review final details • Confirm arrangements with the venue

REUNION DAY(S)

• Double check your “day-of” checklist • Remember to thank all volunteers! • RELAX AND ENJOY! 1 WEEK

• Prepare welcome packets and name tags

FOLLOWING THE REUNION

• Send evaluation form to all attendees • Pass on post reunion report to the next host • Complete bookkeeping; settle all accounts • Send thank-you notes to all volunteers, hotel staff and caterers • Start brainstorming about the next reunion