How to Plan a Family Reunion (or Any Large Gathering) Without Losing Your Mind

With school out and the weather warming, summer is the perfect time for family gatherings. Whether you’re planning a backyard BBQ, a multi-day reunion, or a destination celebration, your planner is your secret weapon to organize, delegate, and actually enjoy the moment.

Let’s break it down so you can plan with ease and leave room for all the fun (and some relaxation, too)!

Tips & Tricks: How to Plan a Family Reunion (or Other Large Gathering)

1. Start with a Theme

A clear theme sets the tone and narrows decisions from the get-go. Here are some fun family-friendly ideas:

  • "Back to Our Roots" – include genealogy displays and story-sharing

  • "Camp [Insert Last Name]" – think camp T-shirts, s’mores, tug-of-war

  • “Survivor” – Complete challenges as teams like the well-known reality show

  • "Decades Day" – dress like the decade you were born in

  • "Team [Last Name]" – play games, tally points, celebrate teamwork and a healthy competitive spirit

2. Lock in the Four W’s: Who, What, When, Where

Before you dive into the details, open your Notes page and jot down:

  • Who’s invited: Just immediate family? All branches?

  • What type of event: One-day picnic or multi-day trip?

  • When: Summer weekends fill quickly—poll early!

  • Where: Consider pricing, practicality, weather, and family traditions

3. Choose a Single Mode of Communication—Then Stick to It

Avoid scattered updates by choosing one main app or platform and communicating that clearly.
Some great options:

  • GroupMe – Easy to use, free, no pressure

  • WhatsApp – Great for international families and popular enough that many may already be familiar with it

  • Facebook Group – Good for larger, multi-generational families

4. Create a Master Checklist

There are many planner pages that could be useful here. The Event Planning page is an at-a-glance checklist for most of the categories below. Others might include the To Do or Fillable List pages as well:

  • Food & Catering

  • Games & Activities

  • Lodging & Travel

  • Decorations & Supplies

  • Budget & Contributions

5. Delegate Everything You Can
Delegate what you can, and keep track of who has what responsibility. Share this list with the group so that everyone is on the same page and can easily refer back to what they signed up for. Consider using a service like Sign Up Genius to streamline volunteers.

6. Plan a Loose Itinerary

Map out a flexible schedule in your weekly or daily layouts. Leave buffer time for naps, spontaneous chats, and the inevitable moments of chaos that will ensue. Consider the needs of the guests. Try to give windows of downtime for anyone needing to recharge their social batteries.

7. Track RSVPs & Details in One Spot

Again the Event Planning page has a handy Guests section with a “Yes” or “No” RSVP column perfect for keeping track of info all in one spot. This will save you time and energy in the long run.

8. Don’t Forget the Fun Stuff

Add a dedicated planning page for:

  • Games (bingo, trivia, sack races, water balloon toss)

  • Any appointments made (will you be attending a movie or play while together? Pedicures or spa day? etc.)

  • Kids’ activities (craft table, obstacle course)

  • Keepsakes (custom shirts, photo books, family tree printouts)

  • Group photos (schedule it so no one misses it!)

9. Create a Packing or Supplies List

Whether it’s sunscreen and s’mores or volleyball nets and name tags, list it all in your Travel Page. There’s a specific “Packing” section just for this. Share this list with the attendees.

10. Keep a Memories Page

After the event, save a page in your Golden Coil to jot down sweet moments, funny quotes, inside jokes, or even tape in photos. These are the little things you’ll want to remember.

The key to a successful gathering isn’t perfection. It’s connection. By planning ahead, the focus can be on bringing people together and being with the ones you love most.

Blog Manager