ADAMS, HOPKINS, AUSTIN
FAMILY REUNION
Helpful Guide for
Planning Your Event
TABLE OF CONTENTS
*** Checklist to Assist in the Planning Process ***
*** Announcement Letters to Family Members ***
*** How to Utilize the Hospitality Suite ***
*** Planning Fashion & Talent Show ***
*** Helpful Hints To Raise Money ***
*** Banquet Dinner and Picnic ***
*** Once the Reunion is Over ***
*** Thanks and Appreciation ***
Visit us online @ http://www.angelfire.com/ab5/az4
Email Address:
Last updated 8/28/04
By P. Satterfield
Checklist to assist in the planning process:
1. Hotel location for out of town relatives and Banquet dinner
*** Hotel Requirements: ***
· Blocks of rooms (keeping in mind that there may be late night parties)
· Inquire about possible discounts the hotel can provide
· Reserve the hospitality suite as a meeting place and information center
· A plus if the hotel has activities for ages 10 through 18 (such as, pool tables, arcade, etc.)
2. Fashion show, Talent show/who will coordinate?
3. After party (if applicable)
4. Picnic location
5. Caterer for picnic and/or banquet dinner
6. Miscellaneous activities, outings, etc.
7. Logo theme for T-shirt
· Location to purchase shirts
Announcement Letters to Family Members
An announcement letter should be mailed in January, the year of the reunion. The first letter is to announce the date of the reunion, city location, registration form, hotel, T-shirt orders and costs per family.
Note: The returned registration forms and payment should be
Forwarded to the reunion treasurer.
By March, the second letter should be mailed out as a reminder of the event; payments are due and should be sent in ASAP.
· If there are any family members that are unable to attend due to financial heartships, (but would like to attend) they should contact the Reunion Committee for exceptions.
See attached sample announcement letter and registration form.
Note: You are welcome to change the context of the letter
however, the format and cost of the registration MUST
remain the same. Changes MUST be approved by
the Reunion Committee prior to any notices mailed.
(See attached Bi-Laws – coming soon)
How to Utilize the Hospitality Suite
1. Check in book – for family member to sign in upon arrival
· paid and unpaid section (verify registration and T-shirt payments)
2. Pick up any reunion packets
3. Written directions to any off site planned activities
4. Greeters, meetings, socializing, parties, etc.
5. Entertainment Guide
Planning for the Fashion Show
Talent Show (optional)
1. Plan your activity, i.e. fashions and/or talent show to be performed
2. Contact family member in advance if you would like for them to participate (ie. model, sing, dance, skit, MC, etc.)
3. Provide itinerary (if necessary, not required)
Helpful Hints To Raise Money
The purpose of raising money is to help with a down payment for the banquet location and dinner. Funds can also be utilized for additional activities as needed.
1. One-year prior to the reunion, you should begin to have monthly meeting at which each attendee pays dues to help contribute to the fund. ($20.00 each is a good start or what ever amount is decided by the hosting city)
2. Garage Sale
3. Candy Sale
4. Car Wash
5. Sale dinners (chicken, barbecue, etc.)
6. Raffle tickets
Banquet Dinner
1. Attire (at previous Reunions) is usually formal
2. Determine where to hold the banquet dinner.
· Usually held at the host hotel
· If held at the hotel, the hotel can cater the event
3. The fashion or talent show can be performed during the banquet.
4. Provide a program itinerary to family members upon arriving to the banquet
Picnic
1. Attire (at previous reunions) is usually a logo T-shirt
2. Plan location
3. Plan menu and/or caterer
4. Activities (if applicable), i.e. sporting equipment, games, etc.
5. Provide directions to picnic site (can be distributed at the hotel) upon family member check in at the hospitality suite.
ONCE THE REUNION IS OVER:
1. Pass on the “Helpful Guide for planning your Event” binder and “Family Addresses” over to the next hosting state.
· In most cases, the addresses will be forwarded to you as the list will require corrections and updates as family members move before the next reunion.
Thanks and Appreciation
Thank you for all of your hard work
and efforts in coordinating this event.
We the family love you and appreciate
All you’ve done to get us all together.
May God bless you Always
OUR REUNION WAS LAST HELD IN MY STATE:
Name City/State Date
Satterfield Family Northern California 2001
Howard &Teresa Ware Detroit, Michigan 2003
Bryan & Family Chicago, Ill 2005
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