A how-to guide: reunions to last a lifetime

FOR children, it is a welcome adventure with leaps and bounds, secrets and surprises, food and fun. For adults, it is an undeniable excursion into the land of fellowship, the bonds of kinship and the roots of the family tree. For African-Americans--from the North and South, East and West and the far recesses of the globe--family reunions celebrate the humble beginnings of some, the advances of others and the continuing struggle to strengthen the ties that bind.

Today, as families expand and interests broaden, these modern-day tributes to heritage rival small festivals, creating memories that last long after the moment is gone. Marked by commemorative souvenirs, culturally based themes and traditions that build a continuing legacy, reunions are much more than barbeque and sunshine--they are journeys (with 100-plus escorts) into the hearts and minds of those behind us and beside us.

BEGIN WITH THE END IN MIND--Do you envision your family sitting on a tropical shore? In a big city? At a resort or in a national park? Are you expecting 50 or 500? The possibilities are endless, but time is limited when it comes to making reservations and arrangements. "In order to make educated decisions, gather as much information up front," says Deanna Roberts, founder and CEO of D.R. Roberts Events Management Inc. in Oakland, Calif. "To begin, contact the host cities you're considering or hire an event planner to assist with local hotels, dining facilities, caterers, entertainment, parks and attractions. Event planners can help you with contract negotiations, deadlines, timelines, invitations and maintaining your budget."

GET BUSY--Preparing an exciting and memorable reunion for everyone is no small task--it takes the input and energy of all your relatives. The more ideas you have up front, the easier the overall process will be. Form a committee at least 12 to 18 months prior to the date of your reunion, ideally with a representative from each generation. Next, meet regularly. Althea Burton, committee member for the 60th anniversary of the Montgomery-Penson-Watkins family reunion in Birmingham, says that because of the size of their family, which is spread across the country, they coordinate and plan based on region. "Each region has a regional president and each president is responsible for communicating with relatives from that region, planning and coordinating, raising funds and awareness."

BRAINSTORM--Although many reunions operate on a four-part schedule, you can create the venue and timeline that suits you best. "Most weekend-long reunions are organized around four events--welcome party on Friday night, Saturday picnic, Saturday night banquet dinner, and farewell breakfast or church service on Sunday," says Donna Beasley, author of The Family Reunion Planner. "So, if you're planning a weekend-long reunion, it's a good idea to organize your reunion around a theme."

THINK "THEME"--There are as many themes as there are people to choose them. The challenge, therefore, is to select a theme that best represents the values of your family. "Embrace your family," is the primary theme for our reunion," says Rick Branch of Washington D.C., who has been instrumental in assembling the first-ever Henry Branch Family Reunion to be held in Duplin, N.C., during Labor Day weekend. "We have nearly 3,500 relatives across 44 states who have responded and are involved. We are building connections, unity, strength and opportunity. That's what our theme, and this reunion, represent." That theme will also embrace a Hawaiian flair, adds committee member Laverne Williams, who is coordinating everything from teepees to grass skirts to coconut drinks and a memorable luau for Saturday's festivities. "This is the first one, and I believe it's going to be the biggest and the best!"

SPREAD THE JOY (AND THE COSTS)--Creating and sticking to a budget will alleviate stress and make decision-making easier. "Determining your budget is crucial," says Roberts, a national event planner. "Consider contacting a local sponsor to help subsidize a portion of your event." Use e-mail instead of regular mail to minimize postage costs and create a Web site to keep your family informed. "For those without Internet access, send a reunion newsletter and encourage the entire family to help promote the occasion."

"We began planning various fund-raisers and were delighted when a local dealership provided us with a 2005 vehicle to raffle," says LaVerne Williams, committee member for the Henry Branch reunion. In addition to selling raffle tickets for someone to win the car, we operated booths at flea markets where we sold apparel, accessories, knickknacks."

MAKE ROOM FOR EVERYONE--Once you have determined the dates for the reunion, the approximate number of attendees and the budget requirements, you can solidify your location. Mary Kyler Campbell, a committee member for the 50th anniversary of the Scott-Copeland family reunion in Enfield, N.C., says that her family uses a local school to host many of their reunion activities. "It's big enough where we can host most of our activities, all within a central location," she says. "We can host our banquet from the auditorium area and use the smaller rooms and outside areas for children's activities, workshops and seminars."