Choosing a location for a family reunion can be difficult when everyone has their heart set on a different location. Another challenge is determining where everyone is travelling from to attend the reunion, as well as how much money you are willing to spend on the event. You can start a fun and memorable family reunion by calculating a budget, considering local attractions, and requesting a family vote.
Part 1 Calculating Your Budget
1. Calculate the cost per person. Rather than individual expenses, this should include shared, group expenses. Developing a per-person spending plan will assist you in creating a budget that works for everyone. This will make it easier for you to select a location that meets your requirements.
Calculate these costs with the help of a family member or a finance committee. They will be in charge of budgeting and planning for the family reunion’s expenses. They will also solicit financial contributions from the rest of the family.
Food, transportation, lodging, venue rentals, and entertainment are all expenses to consider.
2. When deciding on a location, consider the cost of food. A feast of some kind is required for any family reunion. Whether you decide to have a cook-out, order in, or go out to eat, the cost of food will have to be factored into your reunion budget.
3. Take transportation into consideration. Some family members may travel long distances to attend the reunion. Take into account their budgetary requirements and financial situation. If you are splitting the cost of the event among several families, first ask them to give you a range of how much they are willing to spend on the event overall, including their own transportation costs.
4. Consider the cost of lodging. While you may prefer to stay at a nearby relative’s home to save money, some families may prefer to stay in a hotel room or motel. Use these prices to help you choose the best location for your reunion.
If you’re looking for a less expensive option, consider a local campground, taking the time of year and forecasted weather into account. Many campgrounds offer great activities for kids, such as fishing, swimming pools, and paddle boat rides.
5. To narrow down your options, consider the cost of the venue. There will be a fee if you rent a function or banquet hall for the reunion. Call ahead of time to inquire about the cost of a daily rental. This will help to eliminate some of the more expensive location options.
Some venues charge a fee for additional services such as decorations or a photographer to be used during your event.
6. Make a budget for entertainment costs at each location. These costs can add up whether you choose to bring games and activities with you or participate in nearby attractions such as horseback riding. Make a list of everything available at each potential event location.
Part 2 Exploring Location Options
1. Choose family-friendly venues as alternatives. Consider the ages of your extended family’s youngest members and choose a location that will appeal to them as well. While your uncle may think a bar is a good place to meet, this location would be inappropriate for your cousin’s five-year-old daughter.
A state park, a campground, a bowling alley, or a country club are all examples of age-appropriate venues.
2. Look for places that provide lodging. If some of your family members are travelling long distances for the reunion, they will need a place to stay. During this process, make sure to consider each family member’s needs and budget.
Select a lodging location that is within each family member’s personal budget. Additionally, ensure that the lodging is a reasonable distance from the main event venue and any additional activities. Nobody wants to spend the entire reunion driving from one place to another.
3. Seek advice from your friends. If you have local friends who have hosted their own family reunions, don’t be afraid to ask them for suggestions. Your friends might even have contacts or be aware of ongoing discounts in your area.
4. Allow each family member to choose a location. If everyone has an opportunity to contribute ideas, they will feel more included in the planning process and will be more enthusiastic about the overall event. Tell them to email or call you with their ideas, and then hold a family vote once they’ve all been gathered.
Part 3 Choosing a Reunion Venue
1. Give equal weight to all suggested locations. Given that this is a family reunion, it would be ideal if each member’s suggestions were taken into account at least once. This will help to avoid future conflicts.
2. Examine the facilities at each venue option. Make certain that your family has access to restrooms. If you intend to cook at the event, you should look for a venue that has a kitchen. If you want to bring alcohol to your event, find out if the venue allows it.
If you have a disabled family member, make sure the facility has disabled-friendly amenities, such as a ramp and a wheelchair-accessible bathroom.
3. Examine the travelogues of the shortlisted locations. Examine each location to see if it has at least two things of interest for each age group. If you prefer to book a location that does not have its own attractions, plan games or activities that you can bring to the event to keep everyone entertained.
Look for places that provide exciting activities, such as boat rides or fishing. If you intend to bring your own activities, look for a location with plenty of space for you to set up your games, whether it’s a volleyball net or a water balloon toss.
4. To select the location, hold a family vote. Allow each family member to email their choices to a specific Vote Counter. This vote will rule out locations that more than a few family members are uninterested in visiting.
5. Make your reservations in advance. Venues can fill up quickly, especially during the summer, so call and make a reservation as soon as possible. In order to cover all of your bases, inquire about any cancellation fees or security deposits.
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