Reunion planning: what to know

What the job involves, what changes the price, and what to ask a pro.

What reunion planning is

A reunion planner organizes gatherings for classes or families, handling the venue, invitations, RSVPs, food, entertainment and a program for the day. People hire one when the group is spread out, the guest list is hard to track or the organizers want to enjoy the reunion too.

Signs you need it

  • The class or family group is spread across many cities and you need a way to find people
  • The guest list is long and tracking replies is becoming difficult
  • You want a program with a schedule, speakers or a slideshow for the day
  • The reunion needs a venue, food and entertainment that fit a group of different ages
  • You want someone to manage the day so the organizers can attend as guests

What the pro does

  • Talks with the organizers about the date, the group, the budget and the goals
  • Helps locate people and build a current contact list with their permission
  • Chooses a venue, food, entertainment and a schedule for the day
  • Sends invitations and tracks RSVPs, reminders and any special needs
  • Builds a program with welcome, remembrance, meals and activities
  • Runs the day on site and collects the final notes and photos

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number of attendees and how many are traveling
  • Venue type, its capacity and whether food is included
  • Entertainment and any slideshow, speakers or live music
  • Invitation and printing needs, and how many mailings are sent
  • Length of the reunion, including any weekend events
  • How much locating and contact work the planner must do

What a written quote should spell out

  • Services included, such as venue, invitations, RSVP tracking and the program
  • Which vendors the planner books and which the organizers book directly
  • Number of planning meetings and the on site hours on the day
  • Who owns the contact list and how it is kept private
  • What happens if the guest count or the date changes

Questions to ask before you hire

  • How many class or family reunions have you planned in the last year?
  • How will you locate people, and how do you keep their contact details private?
  • How do you track RSVPs and any special needs for guests?
  • What is in the program for the day, and who leads it?
  • Who is on site during the reunion, and who do we call on the day?
  • What happens to the contact list and photos after the reunion?

Red flags

  • Offers to share guests' personal details with third parties without asking them
  • Does not discuss how the contact list will be kept private
  • Cannot say how RSVPs and special needs will be tracked
  • Promises a venue that has not been checked for the guest count
  • Wants all payments before the program is agreed

What you can do yourself

An organizing committee can plan a small reunion by sharing one contact list, choosing a park or a hall, and asking a few people to cover food and music. Hire a reunion planner when the group is large, spread out, or the organizers want to attend the day as guests. Keep the contact list with the committee, and share personal details only with the people who agree to them.

Licenses and permits

No license is usually required to plan reunions. Ask for proof of liability insurance and a written contract, and check the venue's rules for food, alcohol and music before the event.

Reunion planning questions

How does a planner find former classmates or relatives?

Ask the planner which methods they use, and make sure any search respects the privacy of the people being found. Ask them to contact people with a message they can accept or decline.

Can we collect money for the reunion?

Yes. Agree on the payment method, a deadline and a refund rule in writing, and check the rules for collecting money if the group is a nonprofit or school group.

Do we need a program for a reunion?

It is not required, but a simple program with a welcome, a meal and a few activities helps a mixed group of guests connect.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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