How to Plan a Relaxing Family Reunion

It can be easy for family connection to take a backseat to the busyness of everyday life. Planning a family reunion is a perfect way to reconnect, but it can feel like a nightmare to get started.

Fortunately, it doesn’t have to be so daunting. We’re here to help you learn how to plan a fun, stress-free family reunion from start to finish. This guide will walk you through the process step by step, supplying you with plenty of tips, tricks, and tools. Even if this is your first time planning a major event, we’ve got you covered.

Getting Organized

Planning a family reunion can feel overwhelming, but a little organization can go a long way. You’ll need plenty of time to get everything prepared before the event takes place. At least six months, but preferably a year or two of planning time is ideal depending on the details of the trip. Start by coordinating with your relatives and choosing the right tools for the job. With the right resources and teamwork, you'll find that planning a reunion can be both efficient and enjoyable. Let's explore how to get started.

Picking Your Tools

While traditional pen and paper work, digital tools and apps can simplify the process with features designed to make planning easier. Many of these tools are free, though premium options may provide added benefits. If juggling several tools at once sounds like a hassle, you should consider a comprehensive system like Eventbrite or Cvent. These tools provide several different event planning features all in one place.

Eventbrite is generally best for larger-scale events, but offers a professional grade budgeting template and ticketing system.

Cvent doesn’t have a free option, but it does offer venue sourcing, hotel room booking, and even the ability to create your own event app.

Productivity Suites

For a bit more control, you can also gather all your information under one umbrella with a productivity suite. Two popular options are Google Workspace and Microsoft 365. Both allow free access to some of their best apps for personal use.

Productivity tools can help you write out your daily schedule, share your budget with relatives as a spreadsheet, or even create a slide presentation for design inspiration.

Group Chat Applications

We recommend using a group chat application to communicate with your family. GroupMe and WhatsApp are two major standouts in the group messaging space. Both are easy to use with a group of virtually any size. They also include helpful features like poll-making, quick RSVPs, and video or voice calling.

Survey Builders

Throughout the planning process, you will want to gather a lot of feedback from family members. Rather than trying to get an answer from everyone individually, try creating an online form or survey. Jotform and Google Forms are both highly recommended for this purpose. It can take a bit of time to create a form tailored to your needs, but these tools help simplify the process.

Coordinating with Family

Even with the help of digital tools, the planning process can be daunting. Between now and the reunion, a whole lot of pieces are going to have to fall into place. We recommend reaching out to your family and forming a committee to delegate your tasks. Many hands make light work. Tasks like overseeing the budget, booking venues, or planning activities can be divided among the group. Getting more people involved allows you to embrace multiple perspectives and create something the whole family can enjoy.

Gathering More Input

Another way your family can help is by providing their own input on the event. The more you know about your guests, the better you can tailor the reunion to everyone’s needs.

Pay special attention to the following factors:

• Number of guests: How many family members will be attending?
• Age bracket: Will your gathering include any older family members or small children?
• Health issues: Do any of your guests have serious allergies or medical issues?
• Ability: Are any of your guests disabled or have limited mobility?

You’ll need to either record the information you gather manually or use digital planning tools to compile it. Online survey builders will come in handy here.

Building A Foundation

Once you’ve gotten organized, you can finally start making the key decisions. Start by focusing on the time and location, as these choices will set the stage for everything else to fall into place.

Choosing a Date

The first major decision you need to make for your reunion is when it will happen. Everyone will want to mark their calendars as soon as possible, so they can plan around it. To get an idea of what dates will work, you can send a poll to family members with a few options. Most group messaging apps include polling features, but if you're looking for a third-party option, Strawpoll is quick and free to use.

When choosing the dates for your reunion, consider the following factors:

Duration

The duration will vary depending on your family’s preferences, schedules, and the distances people need to travel. To find the right balance, ask for input from your relatives. Ensure there’s enough time for everyone to settle in, participate in planned activities, and enjoy meaningful moments together without feeling rushed. For those traveling long distances, a longer event may be more suitable, giving them the opportunity to unwind and fully connect without the stress of a quick turnaround.

Time of Year

This partially depends on preference, but it can also be key to maximizing attendance. While personal preferences play a role, selecting a time when most people are already likely to be free—such as during summer vacations, holidays, or school breaks—can make it easier for them to commit. A quick poll or survey can help you narrow this down. It’s also important to consider the weather, especially if you have a specific destination in mind. Look into what the weather will be like in that location during the time of year you choose, as it can greatly impact travel plans and the overall experience.

Choosing a Place

Think about what kind of environment you and your family want to create. Do you want to spend most of your time indoors or outdoors? Will you pick an upscale venue with a unique vibe, or decorate a more basic space to personalize your event?

Search for venues on online travel sites like TripAdvisor, Yelp, Foursquare, or even Google Maps to get a quick glance. While researching venues, remember the following considerations:

Pricing

Record the pricing options for any venue you are seriously considering. You will need that information when the budgeting stage arrives. Comparing pricing options across venues is also an effective way to narrow down your options.

Size and Capacity

Whether your reunion is a small get-together or an enormous gathering, be mindful of space limitations. Think beyond just fitting everyone into the space—consider the overall experience. Will there be enough room for people to relax, mingle, and enjoy activities without feeling cramped? Many venues specify their capacity on their website, but if you are unsure, reach out to a representative.

Accessibility

When planning a family reunion, making sure everyone feels welcome and comfortable is essential. Choose a location that meets the unique needs of your family. If children are attending, look for a space that’s safe and child-friendly. For disabled guests or elders, maybe consider whether the venue is equipped with ramps, elevators, or ground-floor rooms to make getting around easy and stress-free.

Services and Other Offerings

Often, a venue for rental offers more than just space. In some cases, you may be able to bundle food, activities, and transportation with your stay. Explore the full extent of a venue’s services and amenities to see how it could affect your plans.

Surroundings

You should also investigate the pros and cons of a venue’s location. How easily could someone get to and from the nearest airport? Will you be reasonably close to essential services like a hospital or grocery store?

Budgeting And Funding

You’ve covered the basics; now it’s time for the hard part: financial planning. This is probably the most intimidating stage of preparing for any event. Start by gathering insight from your family to understand how much everyone is willing to spend. This can provide a solid foundation for your budget and help ensure the costs are manageable for everyone involved. With a little thoroughness and dedication, your efforts will pay off, making the reunion both enjoyable and financially feasible.

Creating a Budget

When planning any event, creating a thorough budget is a critical step towards success. Spend some time thinking about what needs to factor into your budget. To get you started, here are a few common expenses to consider:

• Venue rental
• Lodging
• Transportation
• Food
• Excursions & Activities

Once you know what you need the money for, it’s time to start comparing prices and estimating how much you need. Staying realistic and flexible is key to managing costs effectively. To stay organized, consider using budgeting tools on event planning sites like Eventbrite or creating a shareable budget in Google Sheets or Excel.

Funding

Deciding how to fund your family reunion is an essential part of the planning process. Start by determining how costs will be shared among attendees. Consider whether everyone will contribute equally or if some family members are willing to cover a larger share to assist those with financial constraints. To make managing contributions easier, consider using platforms to simplify the payment process and keep everything organized. Some event planning tools feature a payment system, but you can also use money transfer services like PayPal or Venmo.

Alternatively, you could try implementing a fundraiser, especially if you have a team of family members willing to help. Hosting raffles or bake sales are some ways to generate excitement while gathering funds. Crowdfunding sites like GoFundMe can help with running the fundraiser. Just make sure to send out regular updates to contributors.

We recommend discussing with your family before committing to a funding plan. Communication is everything.

Finalizing The Event

Even with help, the planning process can be grueling. Fortunately, this is the stage where you get to see it pay off. Having completed all the steps before this, you should be able to start putting the pieces together with confidence.

Sending Out Invitations

Time to start spreading the word!

Whether physical or digital, an invitation serves as a reminder of all the foremost details. Plus, it’s the best way to collect RSVPs and confirm your guest list before you start making reservations.

Be sure to include the following details in your invitation:

• The date(s) of the reunion. Be clear about when family members should plan to arrive and depart.
• The venue name and address. You may want to include some brief directions as well.
• Anything guests need to bring with them. Keep an eye on the weather forecast!
• Price. If you are charging a fee or selling tickets, include the pricing on the invitation.
• Request for RSVP. Tell guests how to respond and what information to provide.
• Deadline to RSVP. Some invitees may avoid committing until the last second, so build in plenty of time to make your reservations.

Creating an Evite allows your invitees to RSVP online. While doing so, they can specify the size of their party or answer custom questions.

Booking Your Stay

You’ve spent plenty of time deciding on the when and the where. Now is the time to lock those decisions in.

It would be nice to be able to wait until the last week or so to avoid cancellations or inclement weather. Unfortunately, the longer you wait to make reservations, the fewer options will be available, so be proactive.

Prioritize the main venue before anything else and make the rest of your bookings around it. If you can, investigate how far ahead they allow bookings and how far ahead others have booked.

Purchasing Essentials

Carefully review your budget and your schedule, building a shopping list. When planning large events, look for opportunities to buy in bulk for a reduced price.

We recommend keeping any essentials you buy ahead of time in separate boxes or bags. Label everything, so you can remember where you put it later.

Setting the Stage

You’ll want to arrive before everyone else, so you have time to set everything up. Ask other relatives if they’d be willing to come early and help with setup.

If there are any venue staff on location, take a moment to speak with them about your event. They may have ways to help you, before, during, and after.

Making New Memories

When the day finally arrives, you may feel the pressure of wanting to keep everything running smoothly. Even the best-planned events need some guidance sometimes. But remember that all the hard work has been in service of gathering your family together. Take some time to enjoy the result of your efforts.

Planning Your Family Reunion With Vajra Jahra

Looking for a one-of-a-kind location that also takes the stress out of planning your next family reunion? Here at Vajra Jahra Retreat Center, our beautiful property is immersed in nature and offers breathtaking views of the Diamante Waterfalls, providing the perfect backdrop for your family reunion. We go beyond providing just a location by assisting with every aspect of your event, including logistics, transportation, planning, and more, to ensure a seamless and memorable experience.

Vajra Jahra offers twelve cozy villas right on the property to accommodate your guests. Your stay also includes meals, transportation, and concierge service. In addition to accommodations, we also provide a variety of shared spaces, including a common area, infinity pool, fire pit, private jungle streams, and natural pools—perfect for relaxation, bonding, and group activities. So, sit back, relax, and let us help you eliminate stress.

Ready to start planning your next family gathering with Vajra Jahra? Get started right away by exploring our offerings straight from our site or contact us to learn more.