A FAMILY REUNION SURVEY PROVIDES
Your first bit of correspondence will be a Family Reunion Survey. Yes, they are boring, but they are a necessary and important tool to provide you, and your committees, most of the information you need in your event planning.
It will ask specific questions, and the answers will lead you to a definite date and place, all the other factors of your planning will follow accordingly.
When the family reunion survey is designed and printed, you will send it out to your initial mailing list. Yes, I said initial - unless your personal address book or contact list includes everyone you intend to invite - no, I didn't think so.
This initial list may be compiled with the use of your family network. It may not be the complete list you are looking for, but you will get additional information about your "missing" relatives from the answers you receive. See how important that survey will be?
Start your family reunion survey by asking if they are interested in attending, if not - that's it, they go no further. If yes, then they should complete the form with the following questions:
- Contact: Name, address, phone, and email of the contact person for that family.
- Family Members: Ask names of spouses, children, and grandchildren and their birthdates (this would be a big help for the Family Genealogist or Historian to fill in some blanks on the Family Tree).
- Attendance: How many in the family would attend and what age groups.
- Duration: Ask the length of time they would be able to attend, i.e., one day, a weekend, or longer.
- Dates: Specify three dates for them to choose from. As responses come in and answers tallied, your event date will be determined by "majority rule".
- Location: List three or four locations for them to choose from.
- Activities: List several activities that everyone may be interested in - be sure to include activities that are suritable for ALL age groups - from the little ones to the grandparents.
- Accommodations:Ask if they would need hotel/motel accommodations, and for how many.
- Cost: Let them know that there will be a charge per person or per family and ask how much they would be willing to spend - give a range to select from.
- Special Needs: Ask if anyone has special needs or requirements, i.e., dietary or disability.
- Volunteers: Make a list of committees, with check boxes, and ask if anyone would be willing to help. Remember, if this is going to be a large reunion, you're going to need lots of people to help.
- Missing relatives: Ask for names and addresses of families who have moved or "missing". This is especially important if your family has not been together in a while.
So, to sum up, be sure to request the return of the form by a definite deadline date, then you can compile the answers and come up with many great reunion ideas. One last thought . . .
When your date is chosen, DO NOT CHANGE IT!
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