Help for the Organizer

On this page we have compiled a list from previous reunion organizers with tips and helpful information for the next organizer.  We hope this will make volunteering to organize the reunion a whole lot easier.  That being said, those of you that are veterans of organizing the reunion please send us your best advice in the comments section below.

Here's a few handy tips:

9-12 months before:  Find a Venue 
      Consider things like does it have restrooms or will we have to
      rent portables, Are there RV hook-ups, a dump station,  
      electricity to run lights or cooking appliances, is there running
      water, does it have shade or will we need a tent, are
      there trash cans, is there plenty of parking, is lodging close by.

6-9 months before:  Select a date and make a deposit on the 

      venue/site - this could cost $500 or more.  Be aware you may 

      have to pay the full rental amount now, not just a deposit.

 4-6 months before:  Find a caterer for the main entree

      example: BBQ meat, Taco Cart,  or plan to cook the meat on

      site. You will probably have to give the caterer a deposit at this

      time too. Now is the time to figure out the cost per person of 

      each meal - be sure to figure in the cost for the supplies into the

      price. Our goal is to try to come out even.  You will need to 

      purchase enough supplies for both meals - Saturday dinner and

      Sunday breakfast.  See the supplies list below. (check with the 
      previous organizer to see what supplies they still have before
      purchasing more).

2-4 months before:  Prepare, mail and email the invitations. 

      The invitations should include the date of the reunion, the 

      location address, a brief itinerary, a map, information on local 

      accommodations, and of course, information on the cost of the

      meals and camping, and where/how to make a payment.  At this
      time you will also need to get your information on the website -
      contact Lauri Schrepfer for website assistance (and invitation
      assistance too, if needed).  Also, finish purchasing supplies
      during this time period.

Supplies Needed:  purchase enough for dinner and breakfast

Plates

Napkins

Plastic ware
Serving utensils

Table covers

Condiments

Salt & Pepper

Water
Lemonade/juice

Ice

Tables

Chairs
Lighting

Electrical cords

Ez up tents

Auction Tables

Kids crafts:

Craft supplies

Tables
Table covers

Horseshoes

Bingo Game

Change

Snacks

Other misc. items to consider:

Paper towels

Dish soap
Toilet paper (if not provided)

Games for kids

Firewood (if fire pit is available)

Notes: 

If your mailed invitations are folded (in half or in thirds, like a letter) without an envelope, the post office requires you to put tape or stickers on both ends as well as taping the flap closed.  They can return them and charge extra if this is not done.

For the Dinner, have families bring sides and desserts and their own drinks. This will help cut the cost to the attendees.

Contact cousins to help bring supplies we/they already have, ie: bingo game, horseshoes, tables, etc.

Appoint people to help with certain events, have one person responsible for running the kids games, another in charge of organizing the horseshoe tournament, another in charge of collecting and registering people for the meals, etc.  Don't be afraid to ask for help in the planning stages and during the reunion.  This will keep you sane and help you to be able to relax and enjoy the reunion too.

Keep breakfast plans simple - Choose the time and a simple menu,

provide food, paper goods, coffee and juice. Setting an end time for the breakfast will help you to get everything cleaned up well before the check-out time.

Make planning it a fun event for your whole family.  Use it as a teaching event for the younger members to teach the heritage and importance of their family history. It's a great way to get to know your relatives.