Communication with family members helps to generate information and maintain interest over the months of planning for the reunion. A computer makes it easier to handle all of your communications.
Compile the names, addresses, and telephone numbers of as many family members as you can find through your family network. Note how each person is related to the family.
The first communication may just be a notice that the family reunion is being planned and invite suggestions. When the location, date, and facility have been confirmed send another notice, including the cost. This should go out at least 4-6 months before the reunion. If the facility has some particularly attractive feathers, include this information to keep family members interested.
You may wish to send out a survey soliciting the kinds of activities family members would like to have. This can help the planners. Or your survey may be sent to gather information about each person to be included in a directory.
Set a definite date for registration and payment. It is necessary to know who will be coming to the reunion so that arrangements regarding food, trips and tours, and lodging may be finalized. Be prepared to mail a follow-up letter closer to the due date and set up a telephone chain to contact family members who haven't responded.
Don't forget to include directions for how to get to the event using various modes of transportation. Some facilities may provide maps.