Winnipeg: | | | |
Hints: Planning a Family Reunion or Gathering.
Compiled by: Michelle and Keith Sanheim
River Gate Inn Bed and Breakfast, Winnipeg Manitoba, Canada
Establish a decision making protocol early.
Will it be by committee?
Is it a
different group or person each year? The decisions will change for each family
based on dynamics, values, and size, as well as other factors unique for each
family. A decision protocol will make things go much smoother.
Consider the width and depth.
How far removed from the central family
is
considered "family"? Does that include close "family friends" and pseudo Aunts
or Uncles? Ultimately, this translates into a definition of what everyone in
the
immediate family defines as "family" and helps to set limits early.
Create an Invitation List.
Obvious and challenging here. That's why we
suggested to define family. It helps rule people out early on. There will be
enough issues about who qualifies despite how you define "family". Once you
have
your list, allow for an extra 5% in your budgetary considerations. Establish a
firm RSVP time on the invitations that allow for appropriate time to organize
the rest based on numbers.
Know your family.
Choose appropriate locations, activities, and
‘themes'
based on your entire family. Will it be simple or extravagant? This is a lot
more challenging than it sounds and can be an event maker or breaker for
obvious
reasons. A good rule of thumb is "Ask if you aren't sure".
Get consensus on a date.
Yeah right. If you can do this with your
entire
family, you should consider a job with the United Nations. Prepare for this one
as it will require some flexibility, mediating, and lots of patience. Everyone
will respect a legitimate effort to accommodate as many people as possible.
Budgetary Considerations.
It doesn't take much to exclude a family
member
from feeling like part of the family. If things are priced outside of
affordability for someone who wishes to attend you have a time bomb ready to
ruin all the hard work accomplished in every other area. Considerations have to
be made for all levels of disposable income. Remember that extra 5%, it's
easier
to lower the amount to pay than to ask for more than people expected.
Choose Facilities
Based on all the tips up until now, consider what
types of
facilities, you want, need, can afford and generally work for everyone. Some of
this will be obvious based on size, activities planned and cost. With some
imagination some great unique ideas that work for the entire group can be
produced. Make sure to consider parking and noise levels when choosing
facilities.
Plan a menu.
How will food be handled? Bar-b-ques work well. So do
picnics
and potlucks. Is it appropriate for your group based on your particular family?
Are there dietary restrictions that need to be addressed? How will the costs be
split?
Expenses
This is a little redundant as much of this should be have
been
decided based on budgetary considerations, but worth repeating. As well, each
person invited should understand there are costs they will be required to pay
and that extra expenses are sure to come up. Everyone should make allowances
for
unexpected costs. Budgeting is not an exact science.
Confirm Attendees
If you are staying in touch with everyone, this may
not be
required. Larger families geographically separated may have more trouble
staying
on top of the date. Follow up phone calls can catch mistaken dates early on and
allow for adjusting plans accordingly once you know rough attendance numbers.
Use a website
Increasingly websites are being used to help everyone
stay on
top of information and keep up to date with changes and adjustments. There are
low cost or free services that can make this process simple – even for the
non-techie. After it's all over, pictures can be posted on the website for
everyone to share.
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