Planning guide
Family reunion planning checklist
Everything the reunion organizer needs, from the first save-the-date to the last group photo — a month-by-month timeline, budget ideas, games and activities.
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How do you plan a family reunion?
Start 9 to 12 months ahead: pick a date, form a small committee, build a contact list and book the location. Send invitations 3 to 4 months out, plan the food and activities, and order matching shirts at least 3 to 4 weeks before. On the day, take the group photo early and pick next reunion’s host before everyone leaves.
Timeline
Family reunion planning timeline
A month-by-month checklist. Smaller family? Start at “3–4 months before.”
9–12 months before
- Pick two or three possible dates and vote in the family group chat
- Form a small planning committee and choose one lead organizer
- Build the contact list: names, phone numbers, emails and addresses
- Set a rough budget and decide how costs will be covered
- Choose the type of location: a park, a hotel, a relative’s home or a campground
6–9 months before
- Book the venue, park pavilion or hotel room block
- Send a save-the-date by text, email and the family Facebook group
- Pick a theme, if you want one
- Ask the elders to share stories and old photos for the weekend
3–4 months before
- Send invitations with an RSVP date
- Plan the food: catering, a cookout or a potluck sign-up sheet
- Plan games, activities and a simple weekend schedule
- Choose the shirt idea and colors — one color, or one per branch
6–8 weeks before
- Request your custom reunion shirt design — it arrives within 12 hours
- Approve it and share the shirt link, ready within 24–48 hours
- Order supplies: name tags, tablecloths, a family tree poster
- Book a photographer, or name a family member to take the group photo
2–4 weeks before
- Remind everyone to order their shirt — set the order-by date 1–2 weeks before
- Confirm the final headcount with the venue and food
- Print the schedule and the family tree
- Plan a memorial moment for loved ones who have passed
The week of
- Confirm every booking and delivery
- Pack supplies, games, prizes and a first-aid kit
- Charge the cameras and pick the group photo spot
- Send the address, parking details and schedule one more time
Reunion day
- Set up a welcome table with name tags and the schedule
- Take the group photo early — while everyone still matches
- Record the elders telling family stories
- Pick next reunion’s host and date before people leave
After the reunion
- Share the photos in one shared album
- Thank the committee, hosts and cooks
- Ask what people loved and what to change next time
- Save the contact list for the next reunion
Budget
Family reunion budget: where the money goes
| Cost | How to save |
|---|---|
| Venue or park pavilion | Parks and a relative’s backyard cost far less than a hall or hotel. |
| Food | A potluck or cookout with a sign-up sheet keeps costs low. |
| T-shirts | With one shirt link, each person pays for their own — the committee pays nothing upfront. |
| Activities and prizes | Most classic reunion games need little more than a rope, bags and a deck of cards. |
| Photos | A family member with a good phone and a tripod works for most groups. |
| Decorations and supplies | Keep it simple: tablecloths, name tags, a family tree poster. |
Activities
10 family reunion games and activities
Family trivia
Questions about family history, old houses and famous family stories — elders vs. youngsters.
Baby photo match
Post baby pictures on a board and guess who’s who.
Tug-of-war by branch
Every branch of the family tree against the others — color-coded shirts make the teams obvious.
Family field day
Sack races, egg toss, three-legged races and relay races for every age.
Cards and dominoes tournament
Spades, bid whist, dominoes or cornhole brackets with a trophy for the winners.
Storytelling circle
Let the elders tell the family stories while someone records them.
Scavenger hunt
Mix the teams so cousins who just met work together.
Memory wall
Old photos, letters and a family tree everyone can add names to.
Talent show
Songs, dances, jokes and the kids’ performances.
Time capsule
Everyone adds a note, then open it at a future reunion.
Shirts
Where reunion shirts fit in the plan
Matching shirts do more than look good in the group photo. They help relatives who have never met find each other, make teams easy for games, and give everyone a keepsake to take home.
Choose the idea when you send invitations and request the design at least 3 to 4 weeks out — it arrives within12 hours. Put the shirt link in every reminder. With one link, nobody has to collect sizes or money.
Next: how to order family reunion shirts ·shirt ideas ·shirt colors
Reunion planning questions
How far in advance should you plan a family reunion?
Start 9 to 12 months ahead for a large reunion with a venue, travel or hotel rooms, and at least 3 to 6 months ahead for a small backyard gathering. The earlier you share the date, the more relatives can make it.
What do you need for a family reunion?
The basics are a date, a place, a contact list, invitations with RSVPs, food, a simple schedule, games and activities, name tags, a group photo plan and matching reunion shirts so everyone looks like one family in the pictures.
How do families pay for a family reunion?
Many families charge a small registration fee per adult, split the venue and food costs, or hold fundraisers during the year. Shirts are easier when each person orders and pays for their own from one link.
What are fun activities for a family reunion?
Family trivia, a baby photo match, tug-of-war by family branch, field day races, a spades or dominoes tournament, a storytelling circle with the elders, a memory wall and a time capsule are all family favorites.
When should we order family reunion shirts?
Request the design at least 3 to 4 weeks before the reunion — earlier if you want the link on your invitations. The design arrives within 12 hours and the link within 24–48 hours of approval. Set an order-by date 1 to 2 weeks before the event so every shirt arrives in time.
Ready to make your family reunion shirt?
Tell us your family name, the year and your idea. We'll design a shirt just for your family — everyone orders their own.
Order my reunion shirts