How to Organize a Successful and Stress-Free Family Reunion

A dash of creativity, a pinch of planning, and a big scoop of energy—that's what it takes to throw a stress-free family reunion. Follow our tips for an unforgettable party and some of your family’s best memories!

Plan Ahead!

Planning is the key to organizing a successful family reunion. You will need to get to work as soon as possible. At least three months before the event, or even sooner if your "small" event isn't that small after all...

Make a Guest List

The first thing to ask yourself is: who is family? This may seem obvious, but if you have a large family, the number of guests could quickly grow from 20 to 200! Would you like to host a reunion with direct relatives only (parents, grandparents, and grandchildren) or with your distant great-aunts? Do you feel like inviting all your cousins, including second and third cousins?

Don't forget to include spouses, partners, and children of family members among your guests.

Set a Budget

No matter how simple or grand the party is, hosting a family reunion is hard work and can also be expensive. Your budget will determine the number of guests, the venue, the menu, or how much you can spend on decor. Set a budget by categorizing the costs: food, drinks, venue rental, furniture or tableware, decoration, entertainment or activities, souvenir gifts, etc.

Back in the day, some families would pass a hat around during the reunion. Online crowdfunding has become increasingly popular these days—you can send your guests a link to ask them to pitch in. Another way of not having to pay for everything? Let your guests bring drinks or desserts, for example.

Choose the Venue

Of course, the choice of venue depends on your budget and the number of guests.

Each family will choose the setting that suits them best: indoors or outdoors, near or far from where most of the family lives, whether catering should be included or not, etc. Another possibility is to choose a location that means something to your family—like a summer house or the village your ancestors came from. It'll be even less stressful if you have enough room to entertain at your home (or a relative’s) since you’ll already know the place!

Set a Date

Summer is an excellent time for family reunions: the weather is great, and many people will be on vacation. But regardless of the occasion or season, picking a date everyone can agree on is no easy task! Use an online poll or a shared calendar to help you find the date that works best for the majority.

Once the date is set, don't change it... even if Auntie Karen insists it doesn't suit her!

You’ll have to decide on the time frame next. Whether your family reunion will be a barbecue, brunch, dinner, etc., set a time that will allow attendees from far away to make travel arrangements, and accommodate the schedules of young children or older relatives.

Decide on a Theme or Atmosphere

Coming up with a theme or atmosphere is a great way to motivate guests to attend and make travel arrangements. It will make the event more appealing and allow you to be creative with food, decorations, entertainment, etc.

Send the Invitations

Now that you know the when, where, and whom, it's time to get your invitations out! Prepare a mailing list and reach out by email, mail, or phone. Make sure to call those relatives who have a harder time with technology. Even if most of them already know the place and/or the date, take this opportunity to share all the practical and detailed information. Invitations also allow you to stage your family reunion using a theme, a color code, a particular visual, or your children’s drawings and collages (they’ll be delighted to participate!).

For an even better family event organization, and to make sure everyone is in the loop, create a private group chat (on WhatsApp, Signal, or even a family app...😉) to communicate effectively.

Choose the Menu

Feeding many people—whose tastes vary as much as their personalities—is perhaps one of the most challenging parts of family planning. Avoid an "à la carte" meal. Make your job easier.

For example, choose the menu according to your theme. And don't try to impress Auntie Karen—this is not Top Chef! Stick to the basics, things you are comfortable with. And if cooking isn't your forte, why not form a group with other family members and cook together? Consider hiring a caterer for all or part of the meal if your budget allows it. It may cost more, but it'll save you time and effort.

Countdown for the Big Day

The planning is done. It's time to get started with all the preparations to make your event successful and unforgettable!

Prepare the meal

Choosing a menu is just the first step. When you’re hosting a family reunion, a lot of preparation is required in the kitchen, and lists are a must to keep everything organized and ensure you don't forget anything when shopping.

Pro-tip when organizing a large family gathering preparing easy-to-freeze dishes or sauces in advance will save you time in the kitchen on the big day.

Also, bear in mind that cold dishes are quicker and easier to prepare if you plan a summer buffet. Your guests' culinary contributions will also easily find their place on the table.

Finally, don't forget to plan for the end of the meal, with coffee or tea, for example-a great way to show your guests you care.

Decorate the Venue

Now is the time to decorate according to your theme. 

Get creative; it’ll make organizing a family reunion much more fun! 

Balloons, flowers, string lights, table decorations—choose the accessories you like to create a warm and friendly atmosphere for your event. Get your family involved! Have the younger ones create fun posters, for instance.

Arrange for Entertainment or Activities

Looking for activities at your reunion that appeal to young and old alike? 

Whether indoors or outdoors, organizing activities and games will make great memories and bring everyone together! Screening family photos or videos, playing games, singing or playing music together, a quiz about your family's history... everyone will appreciate these special moments. 

And don't forget something to keep the kids busy. Designate a couple of older cousins to entertain the younger ones with outdoor games, bubbles, and costumes.

And to make things even wilder, why not go on a treasure hunt?

Delegate

Planning a family reunion is a lot for one person to take on! 

If you are not a professional event planner, ask your family to help you—it will keep your mental load under control. You can delegate many things to those closest to you (children, partner) and those less close to you (remember dear Auntie Karen—she makes excellent mini-pizzas!). Use lists to control task splitting—among those who agree to help. It will make it easier to stay organized. Decorations, drinks, pictures, and more—delegate, but remain in control!

Enjoy the Family Reunion on the Big Day and After

It's D-Day. Time to let go and fully enjoy the event. You've spent three months or more planning this family reunion—don’t forget to enjoy it!

Be warned: there will be unforeseen events (the dog stealing food), stains (your nephew's chocolate kisses on your brand-new pants), and maybe even some breakage (a glass slipping out of your hands, a plate not stacked properly). Don’t let those get you down.

What matters is that, at the end of the party, you'll have nothing but good memories!

To help you organize your calendar, make lists, and prepare your family events, download Share(d) now! Share your calendar, assign tasks (chores, errands...), and manage To Do-lists on the all-in-one family app. Easily and with absolute peace of mind.