How to plan a family reunion trip
A reunion is a dozen households, three or four generations, and a lot of opinions about where to go and what to eat. The trick is to make decisions in the right order and to share the work, so one person isn't doing everything.
Photo by Volodymyr Lymariev on Unsplash
step by step
Start about a year out
Reunions take longer than you think because so many people have to agree. A year gives families time to save, request time off and book flights while prices are reasonable.
In the planner The Start here page includes a 12-month planning timeline.
Survey every household once
Send one survey to each household, not each person. Ask about dates, budget, how many are coming, ages, and any needs like accessibility or food allergies. One survey per family keeps the answers manageable.
In the planner The Family Survey is ready to send to every household.
Pick the place and lock the lodging
For a big group, lodging decides everything else. A block of rooms at one resort, a few houses close together, or a large lodge all work. Book the lodging first, then plan around it.
In the planner Use the Lodging & room planner to place each family.
Track RSVPs and headcount by household
You'll need accurate counts for meals, rooms and activities. Track them by household so you can see at a glance who's confirmed and who you still need to nudge.
In the planner RSVPs & Headcount keeps it organized by household.
Hand out jobs
Give every household a job: one family handles Saturday dinner, another runs the kids' games, someone owns the group photo. Shared jobs mean shared ownership, and the organizer gets to enjoy it too.
In the planner Jobs & Volunteers lists every task and who has it.
Plan the meals and the schedule
Feeding a crowd is half of a reunion. Mix a couple of big shared meals with nights where families do their own thing. Then build a simple day-by-day schedule with one main event a day.
In the planner The Meal plan and Day-by-day schedule pages walk you through both.
Split shared costs by family
Shared costs like a welcome dinner, a pavilion rental or a boat day should be split fairly by household, not person by person. Settle up before everyone heads home.
In the planner The Google Sheets cost splitter divides costs by household and tells each family exactly who to pay.
The planner for this trip
Every step above has a page or tab waiting for it. Each one opens with a Start Here page, so you can type right in or print it. Instant download on Etsy.
Fillable PDF + cost splitterThe Family Reunion PlannerSurvey, RSVPs by household, lodging, jobs, meal plan and a splitter that divides costs by family.$12.99 on Etsy 
2 planners + cost splitterThe Family Trip BundleThe Family Trip Organizer and the Family Reunion Planner together, for less.$21.99 on Etsy 
Google SheetsFamily Trip Cost SplitterSplit the villa and dinners by household. It tells each family exactly who to pay.$6.99 on Etsy Questions I get asked
How do you divide costs for a family reunion?
Split shared costs by household, using shares so larger families pay a bit more and young kids count as half or free. Each family pays for their own room.
Where should a large family reunion stay?
Somewhere everyone can be together without being on top of each other: a block of rooms at one resort, a few rental houses close together, or a large lodge with a common space.
What should you ask on a family reunion survey?
Dates that work, budget comfort, how many are coming and their ages, any accessibility or food needs, and the one thing each family most wants to do.
More group trip guides
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I'm Kristina, and planning group trips is what I do.
Linen & Luggage is for planning it yourself. When you'd rather not, my travel company, KM Luxe Travel, plans the whole trip: the right hotel or villa, the flow of the days, and the little details, often with perks like breakfast and upgrades when available.