12-18 months before your reunion

• Consult with Visit Winston-Salem family reunion specialist. This service is provided free of charge. Our family reunion specialist has a list of special, must-do-early details. For more information, please e-mail or call toll free 866.728.4200.
• Determine interest and support by hosting a family discussion on the reunion. Ask for possible dates the reunion could be held.
• Set date(s).
• Start a mailing list by asking family members to supply other members' numbers and addresses.
• Form reunion committee(s) and establish responsibilities and schedules.
• Start to compile a family reunion binder. Contact Visit Winston-Salem family reunion specialist to learn how.
• Develop a budget and bookkeeping system.
• Scout locations and reunion-friendly facilities. Our family reunion specialist at Visit Winston-Salem can show you the area's many exciting options.
• Contact our family reunion specialist who can assist you by providing a list of accommodation and attraction prices for your review and consideration.
• Send the first mailer to family members about the reunion. You should include a tentative reunion location and dates, approximate costs, the event theme and any additional information you feel necessary. Remember to ask for volunteers and a deposit for family members participating in the reunion.
• Arrange or hire the entertainment, caterer, photographer, videographer, printer, etc.

12 months before

• Reserve a block of hotel rooms. Our family reunion specialist at Visit Winston-Salem can prepare a hotel proposal, based on your needs and specifications, and then submit it to area hotels on your behalf.
• Send a second mailer to family members; include registration and souvenir order forms and costs.
• Send announcement to Reunions Magazine, PO Box 11727, Milwaukee, WI 53211-0727.
• Schedule events and activities for the reunion, including the program, speakers, awards ceremony, tours, etc.
• Begin creating a souvenir program book, which can include a list of attendees, activities, photographs, memory book, etc.

10 months before

• Confirm reservations, entertainment, photographer, caterer, etc.
• Choose the menu.

2-4 months before

• Select and order decorations, signs, banners and other printed items.
• Contact the family reunion specialist at the convention and visitor's bureau to learn how you might be able to increase local attendance by sending a news release to the local media.
• Reserve rental equipment, if needed.
• Submit personalized souvenir order (tee-shirts, mugs, caps, etc.) to the vendor(s) the reunion committee has chosen.

6 weeks before

• Complete the souvenir program book/directory of those attending and deliver to the printer.
• Designate assignments for reunion volunteers.
• Print the reunion schedule. Visit Winston-Salem can supply up to 150 complimentary printed schedules for your family.

4 weeks before

• Purchase last minute decorations and incidental supplies, such as tape, magic markers and film.
• Reconfirm reunion accommodations, and food and beverage arrangements. Remember, our family reunion specialist at
  Visit Winston-Salem is here to offer advice and assistance.
• Release all unused hotel guest rooms in your hotel room block.
• Review final checklist.

1 week before

• Have meeting with hotel contacts regarding your reunion.
• Review final details with your reunion committee.

The day before

• Review last minute details with your reunion committee.

Reunion weekend

• Set up registration tables, rental equipment and displays.
• Decorate.
• Watch all your plans come together: volunteers, food, photographers, games and entertainment.
• Get updated names, addresses and numbers from any missed family members.
• Have fun!

Post-Reunion

• Reflect and evaluate — note what worked and what didn't.
• Send a post-reunion survey to learn more what you did right or could do better next time.
• Complete bookkeeping; settle accounts.
• Write thank you notes to volunteers, hotel staff and caterers.
• Start planning your next reunion.