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Reunion Manual

  • 24–19 Months Before
    • Form the Executive/Host Committee; assign committee leads (Finance, Communications, Events, Logistics, Hospitality, Memorials, Photography/Media).
    • Scout potential host cities/venues; develop site pros/cons and rough costs.
    • Launch an interest survey (attendance, location preferences, activities).
    • Create a basic info page (website or Facebook group) for updates.
  • 18–13 Months Before
    • Send initial announcement with tentative location and dates; ask for soft RSVPs.
    • Draft a preliminary budget with ranges (venue, food, shirts, entertainment).
    • Choose a working theme and color palette for branding.
    • Identify preferred vendors (hotel blocks, caterers, park permits).
  • 12–9 Months Before
    • Book hotel/venue and secure room block with clear cut-off dates.
    • Confirm park reservation and any permits/insurance required.
    • Publish a high-level agenda (Meet & Greet, Picnic, Gala, Executive Meeting, Church Service).
    • Launch the official reunion payments page for registration and payments.
  • 8–6 Months Before
    • Finalize activity list, speakers, MC, DJ/entertainment; confirm catering menu.
    • Send second announcement with finalized dates, pricing, room-block link, and your payment link.
    • Order initial design proofs for T-shirts and keepsakes.
    • Arrange photographer/videographer; plan slideshow/historical displays.
  • 5–3 Months Before
    • Weekly/biweekly committee check-ins; update open tasks and risks.
    • Open T-shirt order form with size collection deadline tied to production lead time.
    • Confirm AV needs, signage, and child/youth activities roster.
    • Send friendly payment reminders via your payment site and message/email.
  • 2 Months Before
    • Verify headcount from your payments site registrations; nudge incomplete sign-ups.
    • Prepare program booklet draft and event scripts (welcome, recognitions, memorial).
    • Confirm transportation needs (airport pickups, shuttle options if any).
    • Lock in final vendor counts and deposits.
  • 1 Month Before
    • Purchase nonperishables (name tags, lanyards, decorations, raffle tickets).
    • Finalize seating chart and gala program run-of-show.
    • Collect dietary restrictions and accessibility needs from your registration platform.
    • Confirm volunteer roles and backup plans.
  • 2 Weeks Before
    • Run full logistics checklist; confirm delivery/pickup times with vendors.
    • Print signage, programs, menus, and registration lists from payment site exports.
    • Assign welcome-table shifts; stuff welcome packets.
  • 1 Week Before
    • Reconfirm all counts; assemble registration kits and badges.
    • Set up hospitality room supplies and family-history displays.
    • Prepare cash/change box (if needed) and incidentals kit (tape, markers, scissors).
  • Reunion Weekend
    • Post clear directional signage; open welcome table with check-in via payment site list.
    • Execute Meet & Greet, Picnic, Gala (with Torch ceremony), Church Service, Executive Meeting.
    • Capture photos/video; share highlights nightly on website/social.
  • After Reunion (within 30 days)
    • Settle all accounts; export financial report and reconcile budget from payment site.
    • Send thank-you notes to attendees and vendors; share recap and photo album.
    • Hold evaluation meeting; document improvements for the next team.
    • Update contact list and upload revised manual for future hosts.

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