Family reunion survival kit: last-minute items and to-dos for guests and organizers

YOUR family's reunion is just around the corner. And whether you're a guest at the big event or you're the reunion planner, there's always something to do in those last moments before you hit the road or set up the registration table.

As any event planner, reunion organizer and reunion-goer knows, the success of the reunion depends on what you do during the last few hours and days--personally and from the overall event standpoint.

The first thing to do is make a final list of all preparations. Reunion organizer Nadine Lewis of Poughkeepsie, N.Y., suggests a binder or computer database with all of the things you need--names, addresses, phone numbers of guests, contact information for the hotel liaison, receipts, contracts and canceled checks, reunion schedule and menus.

Also, make sure your guests know how to get in touch with you. Give them your cell phone number and room number if you're staying in a hotel. Make sure that your family knows the schedule and inform them of problems or changes to the itinerary as soon as possible.

"The main thing you want to do is maintain good communication," says Lewis, who works as a counselor in the Higher Education Opportunity Program at Marist College. "That way, you can keep your family excited and looking forward to the next family reunion."

The second thing to do is check and double-check your list and confirm the schedule for all program participants, including the caterer, musicians or DJs, photographer and/or videographer. Make sure all bases are covered and have a backup plan just in case. If you're having a fashion show or talent show, confirm all models and acts.

If you're a reunion-goer, you should also make a list and double-check it. Make sure you're prepared for the weather and have packed clothes for formal or semi-formal events. Make sure your road atlas is up to date, and that you have IDs if you're traveling by air. Also, if you're a volunteer or are participating in a talent show or Sunday brunch service, call the organizer and give him or her your itinerary.

Your survival kit would not be complete without a first aid kit, says certified meeting planner Dvorah Evans, director of conventions and tourism for the Dallas Black Chamber of Commerce. Make sure it includes insect repellent, sunscreen and all the medications and medical histories for you and your children. Don't forget the basics, though, including bandages, antacids, aspirin and ibuprofen.

Your survival kit should also include a good pair of walking shoes, particularly if your reunion includes an outdoor event such as hiking or a visit to an amusement park. Pack your swimsuit so that you can take advantage of the hotel pool or beach if it's convenient.

Don't forget your address book and photo album so that you can stay in touch and share your cherished memories with loved ones. Some families have even started family reunion journals to better record their memories.

And you can make a last-minute check of the local Black chamber of commerce or convention and visitors bureau to identify spots of African-American interest.

SURVIVAL KIT FOR REUNION-GOERS

1. Don't forget your camera, film, extra storage discs if you use a digital camera, video camera and tapes, and batteries.

2. Pack carefully your photo album and address book.

3. Buy an updated map and check the weather report for your reunion city. Pack your clothes accordingly.

4. Stay in touch using your cell phone or calling card.

5. Carry a minimal amount of cash or credit cards for fiscal emergencies.

6. Bring a portable CD player and CDs for entertainment, as well as card games or board games for the road and late-night family sessions.

7. Consider investing in a family reunion journal, so each member of the family can record information about the event. The journals can even turn into a scrapbook, with messages from family and friends, postcards of the city or town you're visiting, and the reunion agenda itself.

SURVIVAL KIT FOR REUNION ORGANIZERS

1. Consider gift bags for your invited guests so that you'll have something to offer when they check in. The bag could include such items as T-shirts, visitors and restaurant guides, coffee mugs, pens, pencils, notepads, a reunion timeline or schedule, menus and contact cards with your information in case of emergency.

2. Pack a first-aid kit for medical emergencies.

3. Make certain that you're prepared with extra film and batteries. You may want to make a trip to the wholesale store to stock up on these items and provide them for participants.

4. Bring a cell phone with a charged battery and a charger. Make sure reunion guests can get in touch with you.

5. And don't forget your binder with all the information and resources you need to make sure that your reunion runs smoothly.

6. Make sure that your binder includes all cash and credit card receipts, canceled checks and contracts.

COPYRIGHT 2003 Johnson Publishing Co.
COPYRIGHT 2003 Gale Group