::template · 4-6 months of light planning + ~20 hours of focused work.
For: The unwitting family member who said 'I'll plan it,' adult children planning a parent's milestone, anyone trying to get cousins from 4 states together for the first time in 15 years.
Goal: Organize a 4-day family reunion for 20+ people without losing your mind: venue locked, budget split fairly, dietary chaos managed, activity plan that doesn't try to herd cats, and a communication system that keeps Aunt Linda from texting you 47 times.
::step 01 · Month -6 · The Yes-No survey
Before booking anything, find out who's actually coming. Don't assume.
I'm planning a family reunion for ~20-30 people, 4 days. Help me design the initial yes-no survey. Goals: 1) Get a true headcount range (people will say 'maybe' — force into yes / no / strong maybe), 2) Surface non-negotiables before I book (allergies, mobility needs, religious holidays to avoid, single parents needing kid-friendly setup), 3) Get budget tolerance per family (don't pick a venue $200/night per family if half the cousins can't swing it), 4) Get date ranges, not single dates — find the overlap. Write the actual survey questions (10 max), the tone (warm but firm), the deadline (2 weeks to respond), and the channel (probably a Google Form linked from a group text — NOT a Facebook event). Include the line about why the deadline matters.
::step 02 · Month -5 · Date + venue lock
Pick the date that maximizes attendance + the venue that fits the headcount and budget.
Based on survey results [paste headcount + budget range + date overlap]: 1) Pick the dates that maximize attendance (often a Thursday-Sunday in late summer, but depends — check school calendars across states the family lives in, work calendars, religious holidays). 2) Pick the venue type that fits the headcount + budget: a) a large rental house (Vrbo/Airbnb for 12-30 — best vibe, kitchen, no restaurants every night), b) a hotel block with a common room (for groups that want privacy), c) a cabin compound at a state park or lake (mid-budget, outdoor-friendly), d) a beach or lake town with individual rentals + one big shared house for meals. For each, give pros, cons, typical cost range for our group size and dates. Recommend one. Then walk me through booking — when to book by, deposit %, what to confirm before sending the deposit (full kitchen yes/no, washer/dryer, max occupancy vs. realistic occupancy, ADA needs for [list], cancellation policy, pet policy).
::step 03 · Month -4 · Cost split + payment structure
Money is where family reunions die. Set the split fairly + transparently NOW.
Build my cost-split structure. Total venue cost [paste], plus estimated shared meal costs, plus estimated activity costs. Walk me through the fair-split options: 1) Per family unit (single, couple, family-with-kids — but kids cost less in venue use), 2) Per adult (kids free or half-rate — common and fair), 3) Per bedroom (bigger families = more bedrooms = more cost — fairest for varied family sizes), 4) Per person with a 'kids under 12 free' rule. Recommend the right model for our group. Then: how to collect — Splitwise to track everything transparently, with one person fronting deposits and getting reimbursed. Tell me how to handle the awkward case (one family can't pay full share — pre-decide quietly with parent generation if a quiet subsidy is needed, or do a sliding scale stated upfront).
::step 04 · Month -3 · Dietary + medical + mobility inventory
Get the full picture of needs before planning a single meal.
Build the dietary + needs inventory. Survey every household: 1) Allergies (real allergies — anaphylaxis-level — vs preferences, vs intolerances), 2) Diet patterns (vegetarian, vegan, kosher, halal, gluten-free for celiac vs preference, keto, etc), 3) Pediatric needs (formula, baby food, picky eaters that need basics like plain pasta), 4) Medical (anyone on a strict schedule for meds, anyone with mobility issues who needs ground-floor sleeping, anyone with sensory needs that affect group activities, anyone for whom heat/sun is medically risky), 5) Pets coming (yes/no — venue dependent). Compile into a single spreadsheet only the planner sees. Then write the family-facing summary: 'Here's how we're handling food this week' that names accommodations without singling people out.
::step 05 · Month -2 · Activity menu, not schedule
20+ people will not happily do one activity together. Build a menu with options.
Design the activity menu approach. The rule: each day has 1 anchor (a thing most people will want to do together, like one family dinner, one beach afternoon, one game night), plus 2-3 optional add-ons (a morning hike for the early risers, a craft activity for the kids + a willing adult, a quiet reading porch for the introverts). Across 4 days: 1) Day 1 (arrival): low-key, settle-in, group dinner only, 2) Day 2: the BIG day — one major shared experience (boat day, hike day, theme park, depending on venue), 3) Day 3: split day — optional activities + downtime + evening reunion-style dinner with toasts/photos/storytelling, 4) Day 4 (departure): easy breakfast, photo, goodbyes by noon. Build a menu of activities specific to our venue [paste]. Mark each activity: cost range, age suitability, mobility level, weather dependency. Optionality > scheduling.
::step 06 · Month -2 · Communication system
One channel for updates, no Facebook events. Cap the planner's mental load.
Set up the communication system. The constraint: I (the planner) cannot answer 47 individual texts. Build: 1) A group chat (WhatsApp or similar — works across iOS/Android, doesn't require Facebook). 2) A single shared Google Doc as the master 'Reunion Info' page that gets updated as decisions firm up — venue address, check-in instructions, daily plan menu, packing list, costs, contacts. Link the doc in the group chat description. 3) A weekly rhythm: ONE update from me every Sunday for the 8 weeks pre-trip. People know it's coming, no other updates. 4) Group chat rules: questions go in the chat, not DMs to me, so the whole group benefits from the answer. 5) Pre-decide the emergencies-only DM path (something genuinely urgent — usually parent-generation only). Draft the kickoff message that establishes all of this.
::step 07 · Month -1 · Meal plan + assignment
20 people = ~36 group meals across 4 days. Don't cook them all. Don't restaurant them all.
Plan the meals. 4 days = roughly: 3 breakfasts (day 2-4), 3-4 lunches (often DIY/grab — not full sit-downs), 4 dinners (one is arrival, one is the big reunion dinner, two are casual). For each, decide: cooked at the venue / picked up from a local restaurant / delivered / out at a restaurant. Use my dietary inventory [paste]. For the cooked meals: assign by family (one family takes one dinner — fairly distributed). Build the assignment table. For each cooked-at-venue meal, the assigned family gets: a menu they pick or I propose, a shopping list, an estimated cost (reimbursed via Splitwise). For the big reunion dinner: catered or restaurant — too high stakes to assign to one family. Pre-book the restaurant or caterer by month -1.
::step 08 · Month -1 · Logistics packet
One PDF or doc sent to everyone 30 days out with everything they need.
Write the 1-page logistics packet that goes to every household 30 days out. Include: 1) Dates + venue address with map link, 2) Arrival window (we want everyone in by [time] day 1 so we don't delay group dinner) + departure window, 3) The plan-at-a-glance — 4 days of anchor activities + 'add-ons available' note, 4) Packing essentials specific to this venue (swimsuits, hiking shoes, board games people are bringing, dressy outfit for big dinner if applicable, etc), 5) What's provided by the venue vs what to bring (toiletries, beach towels, etc), 6) The cost summary + Splitwise link + payment deadline, 7) The dietary handling note, 8) Emergency contact (mine + one backup), 9) Local info (nearest hospital, nearest grocery, nearest pharmacy). Concise. Scannable.
::step 09 · Week -1 · Final confirmations + supply runs
Lock everything that can still flex. Stock the supplies.
One week out checklist: 1) Reconfirm venue check-in details + lockbox/key code, 2) Reconfirm any restaurant or catering bookings (call, don't email), 3) Confirm any activity bookings (boat charter, tickets, etc), 4) Final headcount confirmation in the group chat — anyone whose plans changed, 5) Pre-trip grocery + supplies plan: assign one family to do the arrival-day big grocery run (or schedule a Walmart/Instacart delivery to the venue), 6) Prep an 'arrival bin' for the venue — paper towels, basics not provided, board games, the first-aid kit, the printed copy of the daily plan to put on the fridge, 7) Print the dietary chart for whoever's cooking, 8) Confirm photographer or designated photo-day plan for the reunion photo (one specific time, everyone present).
::step 10 · Day 0 · Arrival day protocol
Set the tone. Don't over-engineer day 1.
Design the arrival day protocol. People will trickle in across 6-10 hours — accept that. 1) Set up venue: post the daily plan on the fridge, set up the welcome snack table (low effort — bread, cheese, fruit, drinks), put name cards on bedrooms (especially for kids — avoids the bedroom argument), 2) Let people arrive, settle, decompress for 2-4 hours — no scheduled activity, 3) Group dinner at [time] day 1 — keep it easy: one simple meal that doesn't require precise timing (pasta + salad + bread, or a catered drop-off, or a casual restaurant). 4) After dinner: brief welcome — 5 minutes max, walk through the daily plan menu, set expectations, then disperse. 5) Plan for the early-to-bed types and the up-late types to both have somewhere to be (porch + living room). Don't schedule games on night 1.
::step 11 · Days 1-4 · Real-time adjustment + the photo
Let the reunion be the reunion. Your job is the gentle nudge, not the airline schedule.
Live-event playbook for the planner. Each morning: 1) 8am check the day's anchor activity — weather, who's still in, any last-minute swaps. 2) Post one message in the group chat: 'Anchor today: [X] at [time]. Optional: [Y]. Dinner: [Z].' Then step back. 3) The big reunion photo: pick the time the day before (e.g. 'Saturday at 6:30pm before dinner, everyone on the porch'), remind once that morning, take 2-3 takes, done. 4) Reunion-toast moment: usually night 2 dinner. Light structure (parent generation says a few words, oldest cousin says a few words, then anyone who wants), not a forced go-around-the-table. 5) Last night: keep it loose, prep for departures, hand out anything to take home. 6) The morning of departure: easy breakfast, photo if not done yet, hugs, on the road by noon.
::step 12 · Week +1 · Closeout + the next one
Wrap costs, share photos, and consider whether there's a next reunion.
Week-after closeout: 1) Settle Splitwise — verify every payment, send the final balance message, give people 7 days to settle up, 2) Share the photo dump — one shared Google Photos album or Apple shared album everyone can add to (don't make people DM you for photos), 3) Send one thank-you message to the group from the planners, 4) Honest debrief with the parent generation: what worked, what didn't, do we do this again? When? 5) If yes — capture the lessons NOW (which family handles which night next time, which activity flopped, who couldn't come this time, what to fix). The reunion's institutional memory dies if not captured immediately. Write the 'Lessons for Next Time' doc and put it in the same folder.