Arranging a Family Reunion that Includes Out-of-Town Guests

The larger your family, the more likely it is that you will have relatives who live far away - maybe even overseas. Coordinating all the arrangements so that everyone has a pleasant visit requires careful planning and attention to detail.

Arranging a Family Reunion that Includes Out-of-Town Guests

The larger your family, the more likely it is that you will have relatives who live far away - maybe even overseas. Coordinating all the arrangements so that everyone has a pleasant visit requires careful planning and attention to detail.

Are you planning a family reunion? It can be a big undertaking. However, done properly, it will be an occasion that everyone remembers for years to come. Here are a few tips that will guide you in the right direction.

Choose a Date

If any of the guests have children, you should schedule your reunion for a suitable time during school breaks or holidays. Unfortunately, this is when travel is more expensive.

Ask for feedback from family members so that you do not plan the reunion when there are weddings or other events that might conflict with your selected dates.

Arrange Suitable Accommodations

Contact local hotels several months in advance to request special rates.

If several relatives live in the local area, see if they can provide lodging for one or more families.

Family members who live within driving distance might prefer an RV or camping facility. Tour the local area to see what is available, including rates and specific regulations:

- Do they allow pets?
- Are there curfews?
- Are campfires permitted?
- If so, do they provide firewood?
- Do they have laundry facilities?
- Is fresh water available?
- Are there public toilets?
- Is there a sanitary dump station for RVs?

Set Up Invitations

Once you have determined the date, venue, accommodations, and other important details, design your invitations. Ensure that they include the following information:

Location: All guests should know how far it is from the airport to the venue, especially if they come from a small country where they can drive border-to-border in less than a day. Use a site like Google Maps to create a local map, and share the link with everyone.

Fees: Will there be a charge for meals or extras? If so, notify everyone of the payment method. (PayPal works great for many people.)

Special Clothing or Equipment: If you plan events that require special clothing or equipment, let everyone know. For example, horseback riding, swimming, hiking, tram rides, balloon rides, zip-lining, and hayrides are a few activities that would require special attention to wardrobe.

Meals: Potluck meals are great for reunions, but difficult for many out-of-town guests to prepare. Locate local suppliers who offer ready-made meals like fried chicken dinners, submarine sandwiches, or pizza. Get menus with prices that you can include with your invitations.

Mail the Invitations to Relatives Several Months in Advance

Send invitations via mail, email, and social media. Be sure to remind everyone more than once, and try to get RSVPs from all attendees.

Miscellaneous Tasks

• Set up a reunion page on social media and keep it updated with new information as it becomes available.

• Assign photography duties to more than one person, and arrange to have a computer nearby where all photos can be uploaded.

• A portable scanner is very handy for old photos and documents that family members might bring along.

• Share cellphone contact numbers for you and your guests, as appropriate.

• Plan to be totally involved during the reunion, taking at least one day off work before and after the reunion.

(c) Copyright Kathy Steinemann: This article is free to publish only if this copyright notice, the byline, and the author's note below (with active links) are included.

About the Author:

Kathy invites you to explore more travel tips in her recent eBooks, Top Tips for Travel by Air and Top Tips for Packing Your Suitcase. No eReader? No problem! Most eBook sites provide free reader apps for your PC, Mac, tablet, and smartphone. Article source: 111 Travel Directory: Triple1.com (triple one dot com)