Breakdown month by month so you’ll always know what to do and when Planning a family or class reunion can feel overwhelming—so many details, so many people to keep happy, and so little time. The secret to pulling off a stress-free reunion? Start early and stay organized.
Here’s your step-by-step, month-by-month reunion planning timeline, designed to help you stay on track and actually enjoy the process.
🗓 12 Months Before
- Form your planning committee (family members, classmates, or volunteers).
- Decide on reunion type: family vs. class, local vs. destination, 1 day vs. full weekend.
- Brainstorm potential dates (choose at least 2-3 options).
- Set a budget framework — will costs be shared, ticketed, or sponsored?
🗓 11 Months Before
- Research and book your venue (parks, hotels, community centers, banquet halls, etc.).
- Create a reunion theme (optional but adds fun—“Back to the ’90s” for a class reunion or “Generations United” for a family reunion).
- Start exploring group rates for travel, accommodations, or activities.
🗓 10 Months Before
- Finalize the date and venue.
- Build your master guest list (family tree, class roster, yearbook, or alumni database).
- Set up a communication plan — email list, private Facebook group, or WhatsApp chat.
🗓 9 Months Before
- Send out Save the Date notices (email, printed postcards, or both).
- Start brainstorming entertainment & activities (games, DJ, photo booth, talent show, slideshow).
- Research catering options (potluck, buffet, food trucks, or formal dinner).
🗓 8 Months Before
- Plan fundraising or ticketing (online payments, family dues, class tickets).
- Create a basic reunion website or landing page for info + RSVP collection.
- Assign planning roles: food, decor, games, keepsakes, registration.
🗓 7 Months Before
- Explore merchandise ideas (t-shirts, hats, mugs, memory books).
- Get early design drafts for invites, shirts, or logos.
- Collect old photos and videos for slideshows and memory boards.
🗓 6 Months Before
- Send formal invitations with pricing, RSVP instructions, and deadlines.
- Secure entertainment (DJ, band, MC, or playlist).
- Lock in catering contracts or food arrangements.
🗓 5 Months Before
- Arrange lodging and group discounts for out-of-town guests.
- Plan out decor and theme details (centerpieces, banners, signage).
- Begin collecting special recognitions (longest married couple, newest baby, most miles traveled).
🗓 4 Months Before
- Create a detailed program schedule (welcome, meals, activities, free time, closing).
- Order merchandise (t-shirts, bags, keepsakes) — allow time for production.
- Set up a photographer or videographer (or designate a family/class volunteer).
🗓 3 Months Before
- Confirm final RSVPs and payments.
- Organize volunteers and helpers for registration, games, cleanup.
- Share travel details and lodging info with attendees.
🗓 2 Months Before
- Do a walkthrough of the venue if possible.
- Test tech needs (microphones, projectors, speakers).
- Finalize menu selections.
🗓 1 Month Before
- Create welcome packets or name badges.
- Confirm headcount with venue/caterer.
- Double-check orders (shirts, decorations, print materials).
🗓 2 Weeks Before
- Hold a committee meeting to review responsibilities.
- Finalize seating charts or activity assignments if needed.
- Share a reminder email with schedule and FAQs.
🗓 Reunion Week 🎉
- Assemble welcome packets, memory boards, and decorations.
- Test audio/visual equipment.
- Meet with the venue to confirm timeline.
- Enjoy your reunion—you earned it!
🗓 After the Reunion
- Send a thank-you message to all attendees.
- Share photos & videos online or in a keepsake album.
- Gather feedback for the next reunion.
Final Tip 💡
The earlier you start, the smoother it goes. Even if your reunion is smaller, using this timeline will keep you organized and stress-free.
👉 Want a printable version of this timeline? Join my mailing list and get access to my FREE download library full of goodies to help you plan your next reunion.
