You’ve been volunteered. Or maybe you actually raised your hand for this. Either way, you’re now the person everyone’s counting on to pull off a reunion that people will actually want to attend.
The pressure’s real. You want people to show up, have a great time, and leave saying “we should do this more often” instead of “well, that happened.” Whether you’re organizing a family gathering, a high school reunion, or bringing together old college friends, the details can pile up fast.
Here’s what you need to know to make it happen without losing your mind in the process.
Reunion Planning Checklist and Guide
Planning a successful reunion takes more than just picking a date and hoping for the best. Let’s walk through everything you need to do, step by step, so you can create an event people will actually remember for the right reasons.
1. Lock Down Your Date and Location Early (Like, Really Early)
Start this process at least six months out. A year ahead works even better for bigger reunions.
Pick a date that doesn’t compete with major holidays or long weekends when people already have plans. Summer weekends fill up fast with weddings and vacations. Mid-September through early November often works well because families have settled back into routines, but you’re not yet hitting the holiday chaos.
Consider this: Send out a quick poll to gauge which months work best for the majority of your group. You won’t please everyone, but you can at least avoid the dates when half your attendees are already committed elsewhere. Tools like Doodle or simple Google Forms work perfectly for this.
Think about your location strategically. If people are scattered across the country, choose somewhere central or a destination that gives people a reason to make the trip. A beach town, a city with attractions, or the place where everyone originally connected can all work. For local reunions, stick close to where most people still live.
2. Build Your Planning Committee (You Can’t Do This Alone)
Stop right now if you’re thinking you’ll handle everything yourself. That’s a one-way ticket to burnout city, and your reunion will suffer for it.
Recruit three to five other people who actually follow through on commitments. You know who they are. These are the folks who respond to emails, meet deadlines, and don’t disappear when things get busy. Split up the major responsibilities: someone handles communications, another person manages the budget and payments, someone else coordinates the venue and catering, and another tackles activities and entertainment.
Set up a shared planning document that everyone can access. Google Docs or Sheets work great because multiple people can update information in real time. Schedule regular check-ins, maybe every two weeks at first, then weekly as you get closer to the event date. Keep these meetings focused. Nobody wants to sit through an hour-long Zoom call that could’ve been an email.
Your committee members become your lifeline. They keep you sane, catch things you miss, and share the load so planning actually feels manageable instead of overwhelming.
3. Create a Realistic Budget (Then Add 20% More)
Money conversations feel awkward, but you need to have them upfront.
Figure out your total estimated costs first. Include venue rental, food and drinks, decorations, entertainment, name tags, and any activities you’re planning. Don’t forget the small stuff like plates, napkins, cups, and cleanup supplies if they’re not included in your venue package. Add in a line item for printing, postage if you’re sending physical invitations, and website hosting if you’re creating an event page.
Now decide how you’re collecting money. Will everyone pay a flat fee? Are you doing a sliding scale based on household income? Some reunions charge per person, others ask for voluntary contributions with a suggested amount. Be clear about what the fee covers and what’s extra. If you’re planning optional activities like a group tour or golf outing, specify those costs separately.
Here’s the reality check: Things always cost more than you expect. Catering quotes go up. You need more supplies than you thought. Something breaks and needs replacing. That’s why you build in that 20% buffer. Better to have money left over for a donation to a charity everyone cares about than to scramble for last-minute funds when you’re short.
Set up a dedicated account for reunion funds if possible. It keeps everything transparent and makes tracking expenses infinitely easier come tax time or when someone inevitably asks where all the money went.
4. Track Down Everyone (The Modern Treasure Hunt)
You need to find people before you can invite them. This part takes patience and some detective work.
Start with who you know. Create a master contact list with names, current email addresses, phone numbers, and mailing addresses if you have them. Use social media to your advantage. Facebook groups work surprisingly well for this because people can help find others. LinkedIn helps track down professional contacts. Instagram can work for younger crowds.
Ask people to help you find others. Post in relevant community groups. Check with schools, workplaces, or organizations connected to your reunion type. High school reunions can often get help from alumni offices. Family reunions benefit from contacting the oldest generation first since they usually know where everyone ended up.
Don’t just collect contact info and move on. Verify it. An email that bounces or a phone number that’s disconnected wastes your time later. Send a quick test message asking people to confirm their details and update anything that’s changed.
For every ten people you contact, expect two or three to help you find others. Most people are happy to pass along information or reconnect you with someone they’re still in touch with. Keep a running list of who you’re still searching for and ask about them specifically in your communications.
5. Choose the Right Venue (Location Matters More Than You Think)
Your venue sets the tone for everything else.
Consider the size of your group first. You need enough space that people don’t feel crammed in, but not so much that twenty people feel lost in a massive hall. As a general rule, plan for about 12-15 square feet per person for a cocktail-style event, more if you’re doing sit-down dining with round tables.
Venue checklist to consider:
- Parking availability and accessibility
- Indoor and outdoor options in case weather doesn’t cooperate
- Bathroom facilities adequate for your group size
- Kitchen access or catering restrictions
- Audio equipment for speeches or presentations
- Tables and chairs included or extra cost
- Cleanup requirements and who handles it
- Noise restrictions or time limits
- Accessibility for people with mobility issues
Public parks can work great for casual daytime reunions and often cost very little to reserve. Community centers, restaurants with private rooms, hotel conference spaces, and even people’s backyards can work depending on your size and budget.
Book early. Popular venues, especially for summer weekends, get reserved months in advance. Get everything in writing. Read the contract carefully. Know what happens if you need to cancel or change your date. Understand their payment schedule and cancellation policy.
6. Send Save-the-Dates and Invitations (Communication is Everything)
Send save-the-dates six months before your event. Three months minimum if you’re on a tighter timeline. This gives people time to request vacation days, arrange travel, and actually put your reunion on their calendar before it fills up with other commitments.
Keep your save-the-date simple. Include the date, location, general timeframe, and where to get more information. Let people know if you’re planning an adults-only event or if kids are welcome. Mention if overnight accommodations are needed and provide hotel information if you’ve arranged a group rate.
Follow up with formal invitations about two months before the event. These should include all the important details: exact address, start and end times, what’s included in any fee, dress code if there is one, and a firm RSVP deadline. Make responding easy. Include a link to an online form, an email address, or a phone number. The easier you make it, the more likely people will actually respond.
Chase down those RSVPs. About two weeks before your deadline, send a friendly reminder to anyone who hasn’t responded yet. Some people genuinely forget. Others need a nudge. Don’t take it personally, just follow up.
7. Plan Activities for All Ages (Boredom Kills Reunions)
Nothing clears a room faster than people standing around with nothing to do.
Think about your crowd. A family reunion with kids needs very different activities than a 40th high school reunion. Mix structured activities with free time. Too much programming feels exhausting, but too little structure, and people drift away early.
Activity ideas that actually work:
For family reunions, set up lawn games like cornhole, giant Jenga, or bocce ball. Create a kids’ area with chalk, bubbles, and simple crafts. Consider hiring someone to do face painting or balloon animals if you’ve got a lot of young children. A scavenger hunt gets multiple generations working together.
School reunions benefit from memory lanes. Set up tables by decade or year with yearbooks, newspaper clippings, and old photos. Create a slideshow that plays throughout the event. Have a trivia game about shared experiences from your time together. Name tag design matters too – include graduation year and a fun fact or nickname people remember.
Music sets the mood. Hire a DJ if your budget allows, or create playlists that reflect your group’s era and tastes. Keep the volume at a level where people can still have conversations. Background music works better than concert-level sound for most reunions.
Time for sharing stories matters. Whether it’s an open mic, a structured toast section, or just a designated time for people to stand up and speak, give people space to reconnect verbally. These moments often become the highlights people remember years later.
8. Handle Food and Drinks Strategically
Food can make or break your reunion budget, so think this through carefully.
Buffets work better than plated meals for reunions. People can eat what they want, dietary restrictions are easier to accommodate, and the flow feels more casual and social. Talk to your caterer about food allergies and preferences upfront. At minimum, have vegetarian options and be aware of common allergens like nuts, gluten, and dairy.
The time of day affects your food needs dramatically. An afternoon reunion needs less food than a dinner event. Brunch reunions can be more budget-friendly than evening affairs. Consider a potluck if your group has that kind of dynamic and culture. Many family reunions thrive on potluck traditions, with everyone bringing dishes that represent their household.
Drink considerations:
If you’re serving alcohol, decide whether you’re hosting a full bar, beer and wine only, or a cash bar. Full open bars get expensive fast. Many successful reunions do a compromise: hosted beer and wine with a cash bar for cocktails. Always have plenty of non-alcoholic options. Water, iced tea, lemonade, and coffee should be plentiful and easy to access throughout your event.
Calculate quantities carefully. For a four-hour event, plan for each person to have about 2-3 drinks per hour if you’re providing beverages. For food, figure about 1.5 pounds of food per person for a meal, less for heavy appetizers. Your caterer can help with specific amounts.
Don’t forget about serving pieces, coolers, and ice. You’ll need more ice than you think, especially for outdoor summer events. Rent or borrow large coolers if your venue doesn’t provide refrigeration.
9. Create a Memory Station (Future You Will Thank You)
This is where you capture the magic to relive later.
Set up a dedicated photo area with good lighting and maybe a simple backdrop. It doesn’t need to be fancy. A nice wall, some string lights, or even a themed banner works. Have someone designated as the photographer, or hire a professional if your budget allows. Candid shots of people reconnecting often beat posed photos anyway.
Create a memory book or board where people can write messages, share memories, and leave contact information. Provide markers or pens that actually work. You’d be surprised how many events have dried-out markers at their memory station. Include prompts if people seem stuck: “My favorite memory is…” “The best part about today was…” “I hope we’ll…”
Digital memory keeping:
Set up a shared photo album using Google Photos or a similar service. Print cards with the QR code so people can upload their photos throughout the event. This way you collect pictures from everyone’s phones, not just the official photographer. Create a unique hashtag for social media posts if your group uses platforms like Instagram or Facebook.
Consider doing a video booth where people record short messages. These become treasured keepsakes, especially for family reunions. Hearing someone’s voice and seeing them speak years later carries an emotional weight that photos alone can’t capture. Keep the prompts simple: “Share your favorite memory” or “What does family mean to you?” or “What advice would you give your younger self?”
10. Prepare for the Unexpected (Because Something Will Happen)
Things will go wrong. Accept this now, and you’ll handle issues much better when they pop up.
Create a day-of emergency kit. Pack basics like safety pins, tape, scissors, pain relievers, band-aids, stain remover wipes, phone chargers, and any medications you personally need. Throw in some trash bags, extra napkins, and paper towels. Weather affects outdoor events more than you think. Have a rain backup plan. Know where people will go if you need to move indoors. Keep umbrellas or canopies on hand.
Communication backup plan:
Someone will always arrive late or get lost. Make sure your phone is charged and that you’ve shared the number with attendees. Consider posting a sign near the venue entrance with your event name and an arrow pointing people in the right direction. Public venues can be confusing.
Food will run out faster in some areas than others. Keep an eye on quantities and ask your caterer to hold back some items to replenish as needed. Have extra water bottles on hand. Dehydration sneaks up on people at outdoor events.
Someone might need medical attention. Know where the nearest hospital is. Have a first aid kit accessible. If you’re serving alcohol, watch for people who shouldn’t be driving and have local taxi or rideshare information ready to share.
Conflicts can happen when people haven’t seen each other in years. Old tensions surface. New disagreements emerge. Designate someone as a neutral party who can step in if needed. Sometimes people just need space to cool off. Don’t try to force reconciliation at the event.
11. Follow Up After the Event (The Part Most People Skip)
Your job isn’t done when the last person leaves. The follow-up matters almost as much as the event itself.
Send thank you messages within a week. Keep it simple. Thank people for coming, acknowledge anyone who helped organize, and mention highlights from the day. Share the photo album link and encourage people to add their own pictures. This extends the positive feelings and helps people feel connected beyond just the few hours you spent together.
Get feedback while the event is fresh in people’s minds. A simple survey asking what worked well and what could improve helps if you’re planning another reunion down the road. Keep it short—five questions maximum. People are more likely to respond when you respect their time.
Update your contact list with any new information you gathered. Store everything in a organized digital folder: attendance lists, vendor contacts, budget spreadsheets, and photos. Future organizers (or future you) will appreciate having this reference point.
Consider when you might do this again. Reunions work best when they happen regularly. Annual might be too much for some groups, but every two, three, or five years gives people something to look forward to. End your thank you message with something like “Let’s not wait another decade to do this again” and actually mean it.
Wrapping Up
Planning a reunion takes effort, but watching people reconnect makes every bit of work worthwhile. You’re creating space for relationships to continue, for stories to be shared, and for new memories to form. Start early, ask for help, and don’t stress about perfection.
Your reunion doesn’t need to be flawless to be meaningful. It just needs to bring people together in a space where they feel welcome and valued. Focus on that, and everything else falls into place. You’ve got this.