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Planning Calendar

18-24 months before your reunion

  • Determine interest and develop mail/email list. Getting information out in a timely manner is key to the success of your reunion. Keep the communications flowing. Here are some communications suggestions:
    • Save-The-Date card - Gives notice to start planning. Send about 18 months in advance
    • Family Newsletters - Keep everyone tuned in as plans are confirmed. Begin about a month or two after Save-The-Date goes out.
    • Website - Create your own family reunion Website
    • Facebook - Create your Reunion Group. A great way to keep everyone up-to-date. Replaces the need for the newsletter if everyone is on Facebook.
  • Develop and mail/email reunion survey. This is helpful especially if this is the first reunion you have had in a while. You need to make sure family members are interested and will attend. Give them several potential destinations. Make sure Kissimmee is at the top of the list, of course!
  • Form reunion committees and establish duties. Some possible committees that are helpful:
    • Hotel/Motel Selection
    • Budget & Finance
    • Correspondence & Communication
    • Programming & Activities
    • Family History
    • Registration
    • Reunion Booklet/Program
  • Start keeping records of everything
  • Develop timeline based on this Reunion Planning Calendar
  • Develop a budget and bookkeeping system
  • Select two or three potential dates
  • Contact Experience Kissimmee
  • Scout locations, facilities Experience Kissimmee can help - at no charge!
  • Develop reunion Web site

 

12-18 months before

10-12 months before

  • Set up room blocks and final lodging negotiations
  • Meet with and get updates from reunion committees
  • Send out registration packets. Include:
    • Brochure about Kissimmee;
    • Airport information. Orlando International Airport is about a 20-30-minute drive to most lodging properties in Kissimmee.
    • Hotel information, room rates, booking code, booking deadline;
    • Tentative itinerary/agenda with itemized costs
    • Registration form to return to Reunion Organizer. Form should include:
      • Name
      • Mailing address; City; State; Zip
      • Phone
      • Email address
      • Number of attendees
      • Number of sleeping rooms needed
      • T-shirt sizes
      • Special needs i.e. handicapped room, dietary needs, etc.
      • Deposit required/enclosed
  • Get quotes for keepsakes and souvenirs. Remember ... book your reunion through Experience Kissimmee and receive your personalized T-Shirts FREE.
  • Family Fundraiser. To help offset costs and to set up scholarships for family members who have limited funds, consider some sort of fundraiser (family garage sales, a raffle, etc). Try to help make the reunion affordable for everyone in the family.
  • Update Web site or Facebook page

 

6-10 months before

 

4-6 months before

 

2-4 months before

 

6 weeks before

  • Complete directory/memory book; deliver to printer
  • Meet with and get updates from reunion committees
  • Write checklist for reunion tasks and assign to committees
  • Designate assignments for volunteers
  • Create evaluation form. You want feedback from family members to help with plans for your next reunion. We invite you to return to Kissimmee!
  • Submit personalized souvenir orders for items other than your t-shirts.
  • Finalize t-shirt order. Your t-shirts are free when you book your reunion through Experience Kissimmee.
  • Send final reminder notice - Getting Excited! Can't wait to see you there!!
  • Update Web site and Facebook page

 

2 weeks before

  • Purchase last-minute decorations and incidentals
  • Use Web site and email to send any last-minute notices or reminders
  • Reconfirm accommodations and all event or activity arrangements and reservations
  • Review final checklist

 

1 day before

  • You and planning committee arrive in Kissimmee
  • Your t-shirts will be delivered to your headquarters lodging facility
  • Review final details with planning committees
  • Meet with location staff contacts
  • Solve last-minute problems
  • Decorate for event
  • Set up registration table and signage

 

Reunion Day(s)

  • Check on rental equipment, set-up, etc.
  • Juggle details: volunteers, food, photographer, games, entertainment
  • Register attendees
  • • Hand out itinerary and welcome bags - Experience Kissimmee will provide plastic registration/goodie bags free! Be sure to include an evaluation form.
  • Enjoy!!!

 

Afterward

  • Reflect and evaluate -- note what worked, what didn't
  • Collect evaluation form from attendees
  • Complete bookkeeping; settle accounts
  • Write thank you notes
  • Prepare a follow-up newsletter to attendees and include treasurer's report and summary of evaluations
  • Elect or select officers or next reunion committee
  • Decide to return to Kissimmee again for your next reunion!!!
  • Start planning your next reunion - Schedule dates with Experience Kissimmee.
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