Family reunion checklist: what to arrange and when

A family reunion involves more than choosing a date and sending invitations. You need accurate guest numbers, children’s ages, dietary requirements, seating, weather plans and a clear setup schedule. This checklist takes you from the first venue booking through shopping, food storage and opening the site. It also covers the details people often leave too late, such as name tags, family photos, access arrangements and separate allergen labels.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Register children and ages
Create final guest list
2 people
Check the weather forecast
Confirm venue booking
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Keep chilled products cool
2 people
Write name tags
2 people
Collect family photos
2 people
Prepare the photo wall
2 people
Compile music list
Set up game activities
2 people
Mark allergens separately
2 people
Fill coolers
2 people
Print contact list
Arrange keys and access
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
3 people
Set out chairs
3 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
4 people
Prepare salads
3 people
Set out bread and toppings
2 people
Portion the dessert
2 people
Lay out crockery and cutlery
2 people
Place name tags
2 people
Hang decorations
3 people
Build the photo wall
2 people
Lay out game materials
2 people
Test music and lighting
2 people
Check toilets
Place waste stations
2 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Take family photos
2 people
Collect family stories
2 people
Supervise children's activities
3 people
Guide the game round
2 people
Open the buffet
2 people
Restock buffet dishes
3 people
Assign diet meals
Serve coffee and tea
2 people
Serve dessert
3 people
Provide music
Clear tables during the event
3 people
Check toilets periodically
Collect waste along the way
2 people
Announce the final round
See off guests
3 people

Aftercare

Store food and drinks safely
3 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean up game materials
2 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the venue
3 people
Clean the restrooms
2 people
Empty and clean coolers
2 people
Take down party tents
4 people
Check materials
2 people
Return borrowed items
2 people
Collect lost and found items
Distribute leftover food
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 8
Chair cushionsqty 40
Clothes racksqty 2

Tableware

Platesqty 100
Deep platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Glassesqty 160
Wine glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving spoonsqty 12
Serving tongsqty 6
Pitchersqty 6
Thermos flasksqty 6
Bottle openersqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Aluminum foilqty 3
Cling filmqty 3
Bread knivesqty 3
Coolersqty 6
Ice packsqty 24

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Name badgesqty 90
Markersqty 12
Photo backdrop
Photo sleevesqty 40
Table decorationsqty 8

Lighting

String lightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Sports equipment

Footballsqty 2
Frisbeesqty 3
Tug of war rope
Badminton setsqty 2
Game cardsqty 6
Board gamesqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2

Catering

Groceries

Tips

Confirm the venue, date and access arrangements before sending invitations. Ask when you can open the site, where keys are collected and whether tents, tables and chairs can be set up the day before.
Set a registration deadline at least 10 days before the reunion. Use the final guest list to confirm children’s ages, dietary requirements, seating numbers and how many plates, glasses and cups are needed.
Check the weather forecast 3 to 5 days before the event, then make the final call on party tents and outdoor activities. Inspect the grounds when you arrive so wet or unsafe areas can be avoided.
Keep chilled food cold from the shop until serving. Buy non-perishable groceries earlier, but leave chilled products and ice until the final shopping run, ideally on the day before or morning of the reunion.
Prepare the welcome details before guests arrive: write name tags, print the contact list, separate allergen information and place family photos by the photo wall. These small items are difficult to organise once people are arriving.

Frequently asked questions

How far in advance should I plan a family reunion?: Choose the date and location at least 8 to 12 weeks ahead, especially if relatives are travelling. Send invitations as soon as the venue is confirmed and set a registration deadline around 10 days before the reunion.
How many tables and chairs do I need for a family reunion?: Plan one seated place per confirmed guest, including children, and allow extra space for serving dishes. Finalise the number after registrations close, then add a small buffer of 5 to 10% for last-minute changes.
When should I buy food for a family reunion?: Buy non-perishable groceries 3 to 7 days beforehand and check the shopping list again before the final trip. Purchase chilled products as late as practical and keep them cold until the buffet is ready.
When should I check the weather for an outdoor family reunion?: Check the forecast 5 days before the reunion and again on the morning of the event. Confirm party tents and outdoor activities after the later check, and inspect the grounds before opening the venue.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.