12 Tips to Hosting the BEST Family Reunion

family reunion 01 Family Reunions

Hosting the best family reunion requires careful planning and consideration to ensure that everyone has a memorable and enjoyable time. Here’s a step-by-step guide to help you organize a successful family reunion:

Set a Date and Location: Choose a date and location that works for the majority of family members. Consider factors such as travel distances, availability of accommodations, and the preferences of the group. Aim for a date well in advance to allow everyone to plan accordingly.

Create a Guest List: Compile a list of all family members you’d like to invite to the reunion. Reach out to extended family members through phone calls, emails, or social media to gather contact information and gauge interest.

Choose a Theme: Consider selecting a theme for the reunion to add excitement and cohesiveness to the event. Themes could be based on shared interests, cultural heritage, or a fun concept that everyone can participate in.  Balloon décor is an excellent way to make your theme really pop!

Plan Activities and Entertainment: Organize a variety of activities and entertainment that cater to different age groups and interests. This could include yard games, Gellyball, arts and crafts, talent shows, storytelling sessions, water slides and Bingo.


Arrange Accommodations: If family members are traveling from out of town, provide information on nearby hotels, rental properties, or campsites where they can stay. Consider arranging group discounts or block reservations for convenience.

Plan Meals and Refreshments: Coordinate meal planning, whether it’s catering, potluck-style meals, or a combination of both. Consider dietary restrictions and preferences when selecting menu options. Don’t forget to provide plenty of refreshments to keep everyone hydrated, especially if the reunion takes place during hot weather.

Designate Event Spaces: Determine the layout of the reunion venue and designate specific areas for different activities. This could include a main gathering space for meals and announcements, as well as separate areas for games, relaxation, and children’s activities.  Be sure to keep in mind ways to stay cool, such as tens and large fans.  You will also want to have tables and seating for everyone to be comfortable.

Create a Schedule: Develop a detailed schedule of events for the reunion, including start and end times for each activity. Make sure to build in breaks and downtime to allow for rest and relaxation.

Communicate Information: Keep family members informed about the reunion plans by sending out regular updates via email, social media, or a dedicated website. Provide essential details such as the schedule, location directions, accommodation options, and any special instructions or requirements.

Capture Memories: Arrange for a photographer or designate someone to take photos and videos throughout the reunion. Hire a photo booth where family members can take fun and memorable pictures together.

Include Everyone: Make sure to involve family members of all ages and backgrounds in the planning process. Consider assigning specific roles and responsibilities to different individuals or committees to distribute the workload and ensure that everyone feels included and valued.

Prepare for Contingencies: Anticipate potential challenges or emergencies and have contingency plans in place. This could include having a first aid kit on hand, designating a point of contact for emergencies, and having a backup plan for outdoor activities in case of inclement weather.

By following these steps and putting thought and effort into the planning process, you can host a family reunion that strengthens bonds, creates lasting memories, and brings joy to all generations of your family. 

At SWAG Party Rentals, we love to help you create an event that everyone will be talking about for years to come!  Whether you just need a few chairs or want someone to guide and plan the entire event (and everything in between) we will ensure your event is unforgettable!