Tips for Family Retreat Planning
According to a 2006 survey conducted by Reunions Magazine, nearly 70% of all the survey participants claimed to have been a part of a family retreat/reunion at least once every 24 months. Even though the summer months are already upon us, and it may be too late for putting a family retreat/reunion together this time, you can still look toward the future and use this list of 7 tips to help you plan one for next year.
Tip #1 – Create your timetable and stick to it Family get-togethers of this size are a huge undertaking. There are a ton of details, and no matter how significant or insignificant you think they are, write them down. One of the best suggestions is to start planning this anywhere from 12-24 months in advance, depending on how large you want it to be. Attend a workshop --- you would be amazed at what all you haven’t thought of once you attend one of these meetings. The first two notes on your timetable should be to determine family interest, and choose a location.
Tip #2 – Investigate websites that target family reunion planning Take advantage of these. They will help you get organized quickly and be a more efficient planner. The Family Reunion Institute (www.temple.edu/fri/familyreunion) is a free service --- visit this website and see what an eye-opener it is. This site will help you determine the size of the event and the expense of it, find activities and games that get everyone involved, and help you select a theme for the event.
Tip #3 – Include a shopping excursion in the activities This isn’t advocating overspending, it’s just that shopping is always a part of a vacation so you need to make sure that wherever you are, that this activity is included.
Tip #4 – Investigate and choose the type of accommodations and lodging Are you camping or staying in a motel? Determine that first as it will alter the course of the planning. Not everyone is thrilled by the idea of sleeping under the stars at night, but then again, some hotels and motels don’t allow pets --- and they are a part of the family as well so leaving them behind is not always an option.
Tip #5 – Get the finances in order You’re going to feel like you’re chasing people down for their share, but the bottom line is that there is no way you’re going to foot this tab all by yourself. Once you are getting ready to send out those initial feelers about “If we have a family get together on this day, at this place, and for this much, can you attend if it costs this much per person?”, you want to make sure you have all the proper numbers and that you can expect their share of it by a certain date.
Tip #6 – Plan the activities and the meals Not everybody will want to play the same games, or take hikes, or go fishing, or golf etc. Furthermore, not everyone will want your world-class barbeque beans at the picnic. Send out a survey for what to do and what to eat. Certain people need to be responsible for activity planning. The best course of action on the food is to have it potluck --- everybody kicks in on the main course (chicken, hamburgers, hot dogs, etc.) and the beverages such as sodas and water. But the rest of the cuisine is up to the participants.
Tip #7 – Follow up at appointed intervals Unfortunately, there will be people in positions of responsibility that will bail on you without much notice (if they give you any at all). Do yourself a huge favor, and once you are about a year away from the event, figure out a way to communicate every 30 days as to where things are in the process. Once you are 90 days away from the event, make it a weekly communication.