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A family reunion can be an exciting yet challenging event to plan for. There are so many things to do as you prep for this gathering, such as sending out invitations, locating the right venue, renting party equipment, and more. With so much to do on your family reunion checklist, every little tip helps.
These ideas for organizing a family reunion can make it easier and more fun to plan this special gathering for your loved ones.
Unless you’re planning on hosting a family reunion that’s going to be a small and intimate affair, don’t try to handle it all by yourself or only with your immediate family. While a “committee” may sound formal and bureaucratic, it just means a group of people who share and manage responsibilities.
Choosing family members of different age groups and geographical areas will help you plan activities and entertainment that appeal to every demographic. For example, include children, seniors, and single people in the planning committee.
Planning a family reunion usually takes longer than most people anticipate. Remember that people are likely to be coming from all over and will need to block their dates.
So, you should start planning at least six months ahead of the date. This gives family members who are busy with all kinds of responsibilities and commitments plenty of time to put the reunion on their social calendar.
Create a file where you write down all your ideas for your family reunion so you don’t lose track of anything. If you prefer, write it all down in a notebook. However, the advantage of a digital file is that it’s easy to edit and update it as you go along.
If you have a large family, planning the guest list for a reunion can quickly become overwhelming. You’ll have to set some guidelines, such as how many cousins, in-laws, great aunts, uncles, etc. to invite.
The people you invite might also want to bring their kids, their spouse’s relatives, and so on. Your event can only accommodate a certain number of guests, so you’ll have to set a limit.
Planning a family reunion, like any major event, starts with identifying the where and the when. Choosing the best time and place for hosting a family reunion can be challenging. If you have family members who live in diverse parts of the country (or even the world), no location will be perfect for everyone.
Similarly, no date is going to fit everyone’s schedule. Compromising is essential when you’re organizing a family reunion. You may also just have to accept that not everyone will be able to attend. Here are some pointers on how to choose the right date and location:
With an event of a large scale that has many moving parts, clear communication channels are crucial for:
That’s why it’s essential to make sure everyone has access to an app or platform where they can reach out. You might even set up a website or a Facebook page while you’re planning the family reunion.
Although it’s convenient to have online channels available, some older family members may prefer just to pick up the phone and call. One good reason to have a reunion committee is that you can clearly delineate responsibilities, such as “contact Mary to discuss food, Joe for logistics about the venue.”
Another way to use technology to your advantage is to set up Zoom or other video conferencing calls during the event to stay in touch with family members who cannot attend in person.
When planning a family reunion, it’s a good idea to set a fixed budget. Remember that it’s not just the people hosting the family reunion who should set the budget, as costs can be divided among a bigger pool of people, which also includes attendees.
Things like entertainment, the venue, food, cooking equipment, decorations, furniture rentals, and all the other expenses can add up. But there are plenty of ways to share costs once you begin organizing a family reunion:
If you’re planning a specific theme for your family reunion, using matching decor could add a lively touch. Some fun ideas for a family reunion theme could be a tropical look, dressing for the 1920s, or anything else that seems fun and appropriate.
A theme helps you come up with cool design and decor elements. Or you can decorate for a more general party atmosphere with streamers, linens, balloons, string lights, and flowers. Whenever possible, include personalized decor. For example, you could have some old family photos blown up into posters for a nostalgic display.
While much of the fun of hosting a family reunion involves spontaneous socializing and reminiscing, it’s also nice to plan some activities. This could include entertainment, such as hiring a magician, viewing family photos and videos, or going out for a meal and playing board games. Even an inflatable bounce house might be a hit with the kids.
Organizing a family reunion often includes planning rentals for items such as furniture or a party tent. You can hire a trusted company like Ultimate Party Tents & Events, Nashville’s leading supplier of event rentals.
Hiring a professional company makes the entire setup smooth and seamless, letting you focus on making memories and catching up with your loved ones.
Call Ultimate Party Rentals to browse a large selection of tables, chairs, linens, and other items that make planning a family reunion more convenient.
We have everything you need to make your family reunion a success, whether you’re looking for a large tent to protect guests from the elements, or a dance floor or stage for entertainment purposes. Contact us with any questions or for any recommendations on rental items for your family reunion.
Make your family reunion special by planning gift bags with items like:
Organize a crafting corner at your family reunion with coloring sheets and paints, or hire entertainment such as a magician to keep children occupied. Planning physical activities for a family reunion or hosting a talent show can also be a fun diversion if you have an outdoor venue. Think sack races, three-legged race, pass the baton, and other such games.
Skip the bingo and ask your senior family members to participate in games like Pictionary, Taboo, Charades, etc. They can stay seated and enjoy the fun without any physical strain.
You can create a sentimental moment during your family reunion by planning a memory wall with photos and milestones to honor those who have passed on. If time allows, put together a short video where different family members share their fondest stories of those who aren’t around any longer.
Whether you’re selecting the venue or looking for tent rentals, here’s your guide to planning a fundraiser that’s both successful and memorable:
Before diving into the details, establish clear goals for your fundraiser. What is your target amount? What specific cause or project will the funds support? Who are you targeting? These questions aren’t just for your personal understanding, but also to shape the event’s cause and guide all the decisions regarding planning.
Fundraisers can come in all shapes and sizes, and each one is suitable for different audiences and causes. But if you’re looking for popular options when planning a fundraiser, they can include:
If you’re looking to have the perfect event, you need to think about the audience you’re catering to first.
A detailed budget helps you allocate resources effectively and avoid overspending when planning a fundraiser. These costs can include:
If you have additional funding from other sources, it’s important to consider them when you’re planning your budget. You can also enlist the help of a professional if you’re planning a big fundraiser, as this can help things go more smoothly and be more cohesive.
Your venue sets the stage for the fundraiser’s atmosphere. When scouting locations, consider the capacity, accessibility, and amenities. You have to make sure that the venue can accommodate your expected number of guests. The location has to be easy to reach and accommodate all attendees, including those with special needs. Look for venues with essentials like parking and restrooms.
For outdoor events, parks or gardens can be charming, while banquet halls or community centers work well for formal gatherings. If you’re working on a tight budget, think about reaching out to schools, churches, or local businesses that may offer free or discounted spaces.
Fundraising events rely on engagement, and you have to make sure that you’re planning activities that people can enjoy and connect with. Keep attendees entertained with a mix of fundraiser activities tailored to the event’s theme, with ideas including:
Interactive activities not only enhance the guest experience but also end up boosting contributions for your fundraiser.
Creating the right ambiance and ensuring smooth operations often requires additional equipment and rentals. There are many essentials that you will need to rent, as buying them can eat away from your budget, and it’s not necessary for a one-time event. Finding party rentals in Nashville is not difficult as long as you know what you need to rent.
You will need to look for tent rentals when planning a fundraiser that’s set to happen outdoors. Ensure ample seating for dining and registration with table and chair rentals. Rent concession stands so you can cater to your audience’s taste for food as well as include another fun activities for your fundraiser. Rent party games to enhance engagement, or rent dance floors to create focal points for performances.
In the midst of planning your fundraiser, you can’t forget about promoting it. Hosting a fundraiser goes beyond just planning it, there has to be a strategy for promoting it. You have to attract attendees and sponsors alike, and the best way to do this can be through social media. Create an event page and share updates regularly, but don’t forget to add hashtags!
Send personalized invites to your mailing list for a more personal touch. You can enlist the help of a designer or a design app to create your invite in minutes. Encourage supporters to share event details with their networks. All of this has to be done while you’re planning a fundraiser to generate hype about the event.
Planning a fundraiser, and executing it requires a dedicated team. You have to identify what roles you would require for fundraiser activities and who is capable of fulfilling them. You will need event coordinators who can oversee planning and execution. You will also need to have a registration team at the event responsible for managing guest check-ins and ticketing. Activity facilitators can run games, auctions, or workshops.
Host training sessions to familiarize volunteers with their tasks and ensure smooth coordination during the event. When planning a fundraiser, these are important components you can’t miss out on.
Optimize your event’s fundraising potential with good strategies. Partner with local businesses to cover costs or donate prizes. Set up visible areas for attendees to contribute. When hosting a fundraiser, you can also encourage recurring donations for long-term support.
Express gratitude to everyone who’s contributed to the event’s success by sending thank-you notes. This can also increase fundraising opportunities for the future, if you plan to host other events.
Planning a fundraiser can seem daunting, but Ultimate Party Rentals in Nashville is here to help you simplify the process. Find all your event rentals, from tents to china at one destination. You can schedule a pick-up or get your rentals delivered, with pick-up allotted for when you want it. Ensure that your fundraiser is a resounding success when you choose a partner like Ultimate Party Rentals to help you through the process.
A family reunion can be an exciting yet challenging event to plan for. There are so many things to do as you prep for this gathering, such as sending out invitations, locating the right venue, renting party equipment, and more. With so much to do on your family reunion checklist, every little tip helps.
These ideas for organizing a family reunion can make it easier and more fun to plan this special gathering for your loved ones.
Unless you’re planning on hosting a family reunion that’s going to be a small and intimate affair, don’t try to handle it all by yourself or only with your immediate family. While a “committee” may sound formal and bureaucratic, it just means a group of people who share and manage responsibilities.
Choosing family members of different age groups and geographical areas will help you plan activities and entertainment that appeal to every demographic. For example, include children, seniors, and single people in the planning committee.
Planning a family reunion usually takes longer than most people anticipate. Remember that people are likely to be coming from all over and will need to block their dates.
So, you should start planning at least six months ahead of the date. This gives family members who are busy with all kinds of responsibilities and commitments plenty of time to put the reunion on their social calendar.
Create a file where you write down all your ideas for your family reunion so you don’t lose track of anything. If you prefer, write it all down in a notebook. However, the advantage of a digital file is that it’s easy to edit and update it as you go along.
If you have a large family, planning the guest list for a reunion can quickly become overwhelming. You’ll have to set some guidelines, such as how many cousins, in-laws, great aunts, uncles, etc. to invite.
The people you invite might also want to bring their kids, their spouse’s relatives, and so on. Your event can only accommodate a certain number of guests, so you’ll have to set a limit.
Planning a family reunion, like any major event, starts with identifying the where and the when. Choosing the best time and place for hosting a family reunion can be challenging. If you have family members who live in diverse parts of the country (or even the world), no location will be perfect for everyone.
Similarly, no date is going to fit everyone’s schedule. Compromising is essential when you’re organizing a family reunion. You may also just have to accept that not everyone will be able to attend. Here are some pointers on how to choose the right date and location:
With an event of a large scale that has many moving parts, clear communication channels are crucial for:
That’s why it’s essential to make sure everyone has access to an app or platform where they can reach out. You might even set up a website or a Facebook page while you’re planning the family reunion.
Although it’s convenient to have online channels available, some older family members may prefer just to pick up the phone and call. One good reason to have a reunion committee is that you can clearly delineate responsibilities, such as “contact Mary to discuss food, Joe for logistics about the venue.”
Another way to use technology to your advantage is to set up Zoom or other video conferencing calls during the event to stay in touch with family members who cannot attend in person.
When planning a family reunion, it’s a good idea to set a fixed budget. Remember that it’s not just the people hosting the family reunion who should set the budget, as costs can be divided among a bigger pool of people, which also includes attendees.
Things like entertainment, the venue, food, cooking equipment, decorations, furniture rentals, and all the other expenses can add up. But there are plenty of ways to share costs once you begin organizing a family reunion:
If you’re planning a specific theme for your family reunion, using matching decor could add a lively touch. Some fun ideas for a family reunion theme could be a tropical look, dressing for the 1920s, or anything else that seems fun and appropriate.
A theme helps you come up with cool design and decor elements. Or you can decorate for a more general party atmosphere with streamers, linens, balloons, string lights, and flowers. Whenever possible, include personalized decor. For example, you could have some old family photos blown up into posters for a nostalgic display.
While much of the fun of hosting a family reunion involves spontaneous socializing and reminiscing, it’s also nice to plan some activities. This could include entertainment, such as hiring a magician, viewing family photos and videos, or going out for a meal and playing board games. Even an inflatable bounce house might be a hit with the kids.
Organizing a family reunion often includes planning rentals for items such as furniture or a party tent. You can hire a trusted company like Ultimate Party Tents & Events, Nashville’s leading supplier of event rentals.
Hiring a professional company makes the entire setup smooth and seamless, letting you focus on making memories and catching up with your loved ones.
Call Ultimate Party Rentals to browse a large selection of tables, chairs, linens, and other items that make planning a family reunion more convenient.
We have everything you need to make your family reunion a success, whether you’re looking for a large tent to protect guests from the elements, or a dance floor or stage for entertainment purposes. Contact us with any questions or for any recommendations on rental items for your family reunion.
Make your family reunion special by planning gift bags with items like:
Organize a crafting corner at your family reunion with coloring sheets and paints, or hire entertainment such as a magician to keep children occupied. Planning physical activities for a family reunion or hosting a talent show can also be a fun diversion if you have an outdoor venue. Think sack races, three-legged race, pass the baton, and other such games.
Skip the bingo and ask your senior family members to participate in games like Pictionary, Taboo, Charades, etc. They can stay seated and enjoy the fun without any physical strain.
You can create a sentimental moment during your family reunion by planning a memory wall with photos and milestones to honor those who have passed on. If time allows, put together a short video where different family members share their fondest stories of those who aren’t around any longer.
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Michelle has been in the event rentals business since 2008 when she started The Ultimate Party Store to provide affordable and high-quality party decorations for any event. After dabbling in providing table and chair rentals, Michelle opened Ultimate Party Tents and Events, fully committing to providing everything anyone would need for an event in the Nashville-Hendersonville area. As a local business owner, she gives back to her community by volunteering her time to local organizations and events.
