Paying the bills for your reunion: a little planning can go a long way toward a memorable event

THE only time Rick Branch would see many of his relatives was at a family member's funeral. Since so many relatives did not see one another often, the funerals of family members turned into reunion-like gatherings.

"We were always so happy to see one another that we'd forget that we were supposed to be sad," says Branch of Washington, D.C. Consequently,

Branch took action. "I sent out a letter to everybody saying that it was a shame that so many of us only saw one another during a funeral. I suggested that we should all stay in touch and have some fun at our own reunion."

Over an 18-month period, Branch and other family members figured out a way to pay for a memorable event. The Branch family reunion committee launched an aggressive fund-raising campaign that included mailing 500 letters to local businesses and companies around the area of Pink Hill, N.C. They raffled off a new car, sold reunion DVDs, and encouraged financially able family members to each pay $50 in reunion dues while other family members made donations based on what they could afford.

During the summer of 2005, the Branch & Outlaw family held its first reunion with an impressive turnout of more than 2,000 family members in Pink Hill. "My whole idea was to promote family unity and to incite pride, especially with young family members, and to show appreciation to the older generation that paved the way for us in the middle."

Black family reunions are more popular than ever across the country and are a great way to celebrate your roots. The summer months are a time to reconnect with the past, present and future in the midst of baseball games, cookouts, reunion banquets, warm memories and old-fashioned fun.

Covering the costs of a successful reunion--and at the same time make it affordable for the entire family--may be among the most creative challenges. There are many ways to make the experience less financially painful and more fun. Most reunion-event planners agree that essential tips to making a reunion a delight rather than a chore include planning at least a year in advance, setting financial goals, establishing committees, identifying the appropriate location and reunion theme, and doing the necessary legwork to get the best deals.

Many family reunion planners charge family members and guests a fee (ranging from $25 and up) to cover the cost of meals and activities. Other expenses may include hotel and travel accommodations, souvenirs, city tours and trips to historical sites.

Since reunions can be expensive, some families treat their reunions like annual vacations and save or make regular payments toward the total costs throughout the year. Hosting fund-raisers and holding reunions on all-inclusive bargain cruises, where meals and activities are included, are popular options to help defray expenses.

Masters of planning a successful reunion are the Harris Family Circle, which has held its annual family reunion for 50 years and is comprised of 17 state reunion chapters throughout the country. The 2006 reunion will be held in Olive Branch, Miss., for about 250 family members who will travel from points across the country.

Founded in 1960 by the late Hattie Steward, the Harris Family Circle elects a national president and officers every four years to govern the financial success of their reunion. Each state reunion chapter also elects a president, representatives and has its own budget.

Harris family members pay annual national dues of $75 per adult and annual state dues of $60 per adult. The national fee for children is $30. Guests pay $50 for the two-day event. The fees help to pay for expenses related to a Saturday buffet, a sit-down Sunday dinner, educational fund, "sick committee fund," and the national president's communications to state chapters. Each family member pays his or her own hotel and travel accommodations.

"Once family members pay their annual dues, that covers their expenses," says Velma Yeomans, New York state vice president of the Harris Family Circle. "It makes it very affordable for family members to see one another and have a wonderful time. When you walk into the room at the Sunday dinner, there is a love that hits you at the door. If you've been to the reunion once or 50 times, you feel the love."

Creating a budget that fits your vision, timeline and realistic goals is the first big step to setting the stage to pay for the best reunion ever. Make a list of activities and expenses to establish a meaningful picture of a reunion that will show you where you might want to cut costs and where you might want to spend more. For example, you will need funds for lodging, food and beverages, facilities rental, phone calls, decorations, entertainment and prizes.

Rather than hosting the traditional backyard barbeque-style reunion, Valarie West, a Chicago television news manager, organized a four-day family reunion cruise for 20 relatives from Miami to the Bahamas for less than $500 per cabin, based on double-occupancy. The economical reunion cruise included meals and drinks, excluding alcoholic beverages, activities and a wide range of games for children. "Everything was already planned," West says. "It was inexpensive for most family members, and everybody just did their own thing during the day. We'd meet for dinner in the evening. It was like a vacation for our entire family."