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Reunion Planning
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You may have never taken on a bigger project than when you volunteered or were recruited to coordinate your next family reunion. Our goal is to help make the process of planning an extraordinary, memorable event a bit easier by including a planning time line and helpful suggestions.
Though some of the suggestions included here may not apply to your event, we are sure that you will gain some valuable information that can be used whether your reunion is for 5 guests or 500!
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First Things First
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You may be in charge of organizing your reunion, but don't try to do it alone! Consider appointing other family members to join in the fun. If you are planning your reunion for the Great Smoky Mountains, please feel free to contact the Deer Ridge Mountain Resort Reunion Consultant who will be happy to help you every step of the way.
Once your reunion team is in place, you will all need to decide how this team is to be divided into committees. Some suggestions for individual committees include:
- Location Committee: This committee would be responsible for finding and visiting (physically or virtually) a few facilities they feel would be appropriate for your type of reunion and gathering all pertinent information such as dates available, amenities, convenience to area services/amusements, cost, etc. for presentation to the group. Deer Ridge Mountain Resort has packages prepared that include all the above information. Call 865.436.2325 for yours today. This committee is also responsible for making reservations and site arrangements.
- Invitation Committee: This team will develop a consensus for reunion dates, locale, and central activities by consulting reunion members. A formal invitation containing detailed reunion information should be sent about six months before the big day.
- Set-up: This group may be responsible for setting up your chosen location the night before the reunion or arriving early the day of the reunion to decorate, arrange tables, hang banners and directional signs (very important for out-of-towners), etc.
- Food: The Food Committee may make all meal arrangements for the entire length of the reunion. This may include contacting local restaurants for group rates, inquiring about individual family discounts, and working with a caterer or Food and Beverage manager. Click Here for Our Catering Brochure.
- Entertainment: Committee will coordinate formal gatherings, group adventures, games, music, or anything other activity that may appeal to your reunion-goers. Preservation: This committee would be responsible for making sure that the reunion is recorded either through videotape, photographs, individual interviews, etc.
- Any other committees that will enhance the reunion experience for each and every guest.
Click Here for Your Printable Committee Worksheet
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Consensus Questions
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- Time of Year: 1) What activity will the reunion be based upon? Skiing in winter or enjoying the summertime outdoors? Mountain adventures during autumn's changing tree leaves? 2) Should you seek visiting your location during off-season months and days? 3) Should your reunion revolve around a holiday since most of your group will have automatic vacation days?
- Date: 1) During the week or a weekend? 2) Will children be in or out of school? 3) Are your 'hoped for' facilities available at any date?
- How Long: How much time will the majority of your participants have available?
- How Often: 1) Annually? 2) Every two years? 3) Every five years?
Deer Ridge Mountain Resort and the surrounding area offer ample activities year 'round for the young and old alike. On-site facilities include a swimming pool, sauna, outdoor playground, tennis, volleyball, golf, covered outdoor pavilion with grills, and a large deck area. See our Area Events Calendar for local happenings.
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Choosing a Site
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Choosing a facility for your reunion will be one of the most important decisions you make. The site must be able to accommodate your planned activities, but should also provide 'options' for spontaneity. Most importantly, you should feel comfortable that the staff is prepared, pleasant, and willing to help you have a wonderful experience.
You can count on Deer Ridge Mountain Resort to help you make the most of the time spent with your family or friends. We take pride in assisting our guests in enjoying all there is in the Great Smoky Mountains. From our prime Smoky Mountain location to our attentive staff that includes an on-site Reunion Consultant, Deer Ridge Mountain Resort is a perfect choice.
Some amenities that may be important to a successful reunion:
- Reunion consultant who is happy to offer referrals and assistance
- Dedicated Staff for Your Assistance
- Group Discounts Available
- Accommodations for Individuals, Couples, or Entire Families
- Meeting Room
- Outdoor Cooking Capabilities
- Swimming Pool
- Game Room / Pool Table
- Tennis Courts
- Golf Course
- Outdoor Play Area for Children and Families
- Covered Outdoor Pavilion
- Nearby Attractions, Parks, and Shopping
- On-site Grocery Delivery or Catering
Click Here for Your Printable Reunion Site Worksheet
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Reunion Themes
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The theme of your family reunion can revolve around the entire basis of the reunion or simply be a source of a great deal of fun. Deciding on a theme will definitely solve the entertainment, decorating, and menu dilemmas. Our Theme Worksheet and some theme ideas include:
- Outdoor Sports
- Casino Night
- Hillbilly Hoe-down
- That's Entertainment: Plan to Visit Music Theaters
- Christmas in July: Shopping Extravaganza
- Click Here for your printable Reunion Theme Worksheet
- Activities/Entertainment
Avoid the possibility of having your family doing nothing but sitting in isolated groups conversing. Granted, there should be ample time for that, but having pre-planned activities is the best way to encourage people to interact and makes for a successful reunion.
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Activities
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You may already have a slew of games and other activities that have become reunion tradition. Surprise your family by adding in something new and unique!
- Talent/Gong Show: Encourage your family to showcase special talents and award prizes for the best and worst
- Golf Tournament
- Quiz Show: A game of family facts using new in-laws and award a prize to the "know-it-all."
- Family Bingo: Use photographs of family members. Who has Grandma?
- Family Olympics: Make teams of immediate families to compete against each other in volleyball, tennis, pool, horseshoes, etc.
- Pictionary
- Contests: Egg toss, water balloon toss, races, sports, etc.
- Pinata
- White Water Rafting
- Horse Back Riding
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Entertainment
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- Professional Storyteller
- Line-dancing Teacher
- Musical Band
- Disc Jockey
Click Here for Your Printable Reunion Activities Worksheet
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Preserve Your Reunion
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Nothing is more gratifying than reliving family reunions years later. There are many options for capturing and preserving cherished family memories. Your preservation committee may appoint one or many family members to be responsible for taking photographs and documenting reunion highlights, or you may choose to hire a professional photographer who is willing to come to your reunion site and spend as much time as necessary. Save these moments by:
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Typical Advance Time Table
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One to Two Years:
- Begin a reunion journal containing ideas, suggestions, communications, records, etc.
- Determine interest
- Develop a mailing list
- Form reunion committees
Contact tourism bureaus, chambers of commerce, and convention and visitors bureaus for
meeting facilities, accommodations, dining, attraction, and event information.
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One Year:
- Send first mailer requesting help for your 'missing persons' list and suggestions, and including theme, approximate cost, tentative plans, etc.
- Set a date
- Choose location and make your reservation
- Shop for photographer/videographer, caterer, entertainment, car and jeep rentals, etc.
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Six to Nine Months:
- Send your formal invitation that includes the date, time, and directions/map to location; directions/map to available accommodations; a registration form (RSVP); updated 'missing persons' list; itinerary; fundraising activities; and any other related information which will be helpful in assisting each members participation
- Confirm all reservations and appointments with hired professionals
- Choose your menu, or confirm dining arrangements
- Continue to send invitations to people as they are located.
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Four Months:
- Choose theme, decorations, banners, etc.
- If possible, visit the physical locations for reunion activities and accommodations with the entire reunion committee and meet with the Reunion Consultant
- Reserve necessary rental equipment
- Submit order for t-shirts or souvenirs
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Six Weeks:
- Complete the directory/memory book and have printed
- Have committee leaders get together and form a reunion day checklist
- Assign tasks to anyone who has volunteered to assist
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Two Weeks:
- Review final checklist
- Purchase all last minute necessities such as decorations, souvenirs, supplies
- Touch-base with your Reunion Consultant
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The Day Before:
- Review progress/incidentals with committee leaders
- Meet with facility managers and make a list of staff contacts should you need reunion day assistance
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Reunion Day(s):
- Decorate and set up necessary equipment and supplies
- Welcome reunion members
- Have fun, relax, and enjoy the fruits of all your hard work!
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Afterwards:
- Meet with committee leaders and note in your journal any information which will be helpful when planning your next reunion
- Nominate a new reunion coordinator to begin planning the next big event
- Send Deer Ridge Mountain Resort a couple of your favorite reunion photos to be included on our Reunion Gallery webpage
Click Here for Your Printable Reunion Advance Time Table
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Thanks to Reunions Magazine for providing some of the information used in creating our Family Reunion Planner. You can visit them at www.reunionsmag.com.
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"I just wanted to thank you for all your help in planning our reunion. It was a huge success and I received compliments from everyone. I thought the pavilion and playground area was the perfect atmosphere and space for the reunion. The caterers, Green Valley Catering, were right on time and the food was very good. We had enough food for everyone to have lunch and dinner and some to have lunch the next day! All our additional plans went perfectly, too. (Dixie Stampede, Dollywood, Whitewater rafting, tubing) Thanks again for all your advice and your help! Take care."
Joanne Booher
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Contact Our Reunion Consultant for Your Family Reunion, Military Reunion, or Class Reunion Today!
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