As soon as the details (Where, when, how much) of the family reunion have been decided, it's time to start preparing the registration form and packet. Traditionally, a reunion registration packet was prepared and mailed to all attendees.
It usually took about 4-6 weeks to get responses by mail. Nowadays, the registration and payment for family reunions can be done online right through the family reunion website (we would highly recommend getting one).
Creating a family reunion registration packet is not easy. It involves some research time and the ability to organize the information into a cohesive package. To help you get started, we have created a free sample template of a family reunion registration packet. The document has been created in MS Word so it can easily be changed to your families needs.
What Are The Contents Of A Family Reunion Registration Packet?
There are three methods by which you can provide a registration packet to your family reunion attendees. You can mail it, email it, or post the whole thing on a family reunion website (Most people end up using all three methods). Regardless of whether you go with a paper based registration packet or an online one, the contents are the same.
Cover Letter
A cover letter should be at the beginning of your family ruunion registration form. It should include all the necessary information about the date and location of the family reunion. Keep the tone of your letter friendly and make sure to list all the benefits of getting together.
A Registration Form
The registration form should include the full names of all the attendees that are expected to come from each family. It should also include their ages and their sex.
Group Hotel Reservations
Make sure to include information regarding what hotel has been selected for the family reunion. Make sure to include group rate for hotel, cut-off dates, cancellation policy, and what group code needs to be used when calling to make reservations. If you are feeling particularly generous, then include what amenities the hotel is offering for your group (Hospitality suite for family reunion, free welcome gift etc.)
Payment Information
Make it easy to calculate the reunion dues. Have two price tiers, one for adults and one for kids. Make sure to include who to make the check out to.
An Agenda
Whether you are planning a weekend event or a week long family reunion cruise, you'll want to include an agenda of what attendees can expect. Planning one activity every day along with a designated time for everyone to meet in the evening is probably all you need to plan. Leave a large part of the day for each family to choose what they would like to do.
Area Activities For Family Reunion
An area map with a list of activities nearby will get your family thinking about what they would like to do when they are at the reunion. You can look up activities and things to do on the Internet and then include the list in the registration packet.
Alternately, you could just call the area visitors bureau and have them mail you brochures, coupons for popular activities, a list of things to do, and information on any festivals or special events. When you speak to then, let them know when your reunion is going to be and what group hotel you have selected so they can provide accurate suggestions for festivals, and events around town. Include the brochures, coupons etc. in the individual family reunion registration packets for everyone to peruse through.
Make Sure You Have Help
When designing the family reunion registration packets, be sure to have 2 to 3 volunteers help you. Make the goal to design materials that convey how excited you are about hosting a family reunion. Design often plays a large role in how people perceive your family reunion so make sure you have someone on your team that knows how to make printed materials more attractive and inviting.
If you are mailing the registration packets, then make sure to allow everyone at least four weeks to return the materials to you. If possible, send out an e-mail to everyone that the registration packets are on their way and that it's extremely important for them to be returned in a timely fashion. If you're doing registrations online, then send out regular reminders that registrations have to be done by a certain date for the family to qualify for discounts (A lot of hotels will not honor their group hotel rates if rooms are not booked by the cut-off date).
Remember To Remind
As the deadline to register for the family reunion approaches, send out gentle reminders for people to respond with yes or no. Knowing how many people will be attending will allow for better planning of hotels, catering, and any group related activities.
Including the information above in a registration packet may seem cumbersome and unnecessary. However, doing so will serve many benefits. For one, you will be able to update everyone with the same information at the same time. Relying on word of mouth for this much information will lead to confusion. Another benefit of creating it is that it will decrease the number of phone calls you will receive asking for the same information over and over again.
Ninja tip: Post everything (i.e. Activities, registration forms, brochures) on the family reunion website including an FAQ section. Send out a mass email with the exact URL of where all the information can be located. As you get more questions, continue adding to the FAQ section. This will cut down on the calls you receive looking for additional information.
Take A Look At Some More Free Family Reunion Resources
- Sample Agenda For Family Reunion
- Family Reunion Budget: Free Download
- Select A Hotel For Your Family Reunion With This Checklist
- Family Reunion Survey: Free Download
- Take A Survey After Your Family Reunion : Free Download
GroupTravel.org is a popular family reunion planning website for groups. numbering 10 or more attendees. Planners can get group rates for hotels, cruises, and airfare without making a single phone call. We Guarantee the lowest Group Hotel Rates.
