Planning Calendar • Start here!

Determine interest and develop mail/email list. Getting information out in a timely manner is key to the success of your reunion. Keep the communications flowing. Here are some communications suggestions:
- Save-The-Date card – Gives notice to start planning. Send about 18 months in advance
- Family Newsletters – Keep everyone tuned in as plans are confirmed. Begin about a month or two after Save-The-Date goes out.
- Website – Create your own family reunion Website
- Facebook – Create your Reunion Group. A great way to keep everyone up-to-date. Replaces the need for the newsletter if everyone is on Facebook.
Develop and mail/email reunion survey. This is helpful especially if this is the first reunion you have had in a while. You need to make sure family members are interested and will attend. Give them several potential destinations. Make sure Kissimmee is at the top of the list, of course!
Form reunion committees and establish duties. Some possible committees that are helpful:
- Hotel/Motel Selection
- Budget & Finance
- Correspondence & Communication
- Programming & Activities
- Family History
- Registration
- Reunion Booklet/Program
Start keeping records of everything
Develop timeline based on this Reunion Planning Calendar
Develop a budget and bookkeeping system
Select two or three potential dates
Contact Kissimmee Convention & Visitors Bureau
Scout locations, facilities The Kissimmee CVB can help – at no charge!
Develop reunion Web site

Perform lodging site inspections. Work through the CVB Staff to determine which lodging type meets your needs: Resort, hotel, motel, or vacation homes
Check the packages and deals available from Kissimmee lodging properties
Select final date and lodging property
Send SAVE-THE-DATE notice by mail and/or email
Plan your Reunion Agenda. Our sample itineraries are a big help
Select off-site venues or public parks if you plan to use such venues.
Choose a theme, if your family is so inclined.
Send first email newsletter with tentative reunion schedule, theme, and approximate cost
Arrange or hire entertainment, caterer, photographer, videographer, printer, etc.
Update Web site or Facebook page

Set up room blocks and final lodging negotiations
Meet with and get updates from reunion committees
Send out registration packets. Include:
- Brochure about Kissimmee;
- Airport information. Orlando International Airport is about a 20-30-minute drive to most lodging properties in Kissimmee.
- Hotel information, room rates, booking code, booking deadline;
- Tentative itinerary/agenda with itemized costs
- Registration form to return to Reunion Organizer. Form should include:
  - Name
  - Mailing address; City; State; Zip
  - Phone
  - Email address
  - Number of attendees
  - Number of sleeping rooms needed
  - T-shirt sizes
  - Special needs i.e. handicapped room, dietary needs, etc.
  - Deposit required/enclosed
Get quotes for keepsakes and souvenirs. Remember … book your reunion through the Kissimmee CVB and receive your personalized T-Shirts FREE.
Family Fundraiser. To help offset costs and to set up scholarships for family members who have limited funds, consider some sort of fundraiser (family garage sales, a raffle, etc). Try to help make the reunion affordable for everyone in the family.
Update Web site or Facebook page

Confirm details with all service providers e.g. reservations, entertainment, photographer, off-site venues, caterer
Choose menus Keep in mind special dietary needs of any of your family members.
Send payment deadlines and event reminder to reunion mailing/email list
Organize media coverage, if desired
Begin compiling directory/memory book
Update Web site and Facebook page

Visit facility with reunion committee; meet with lodging property and primary event venues
Finalize theme; purchase decorations, signage, and order printed items
Reserve rental equipment i.e. audio/visual, tent, tables and chairs, etc,
Update Website

Complete directory/memory book; deliver to printer
Meet with and get updates from reunion committees
Write checklist for reunion tasks and assign to committees
Designate assignments for volunteers
Create evaluation form. You want feedback from family members to help with plans for your next reunion. We invite you to return to Kissimmee!
Submit personalized souvenir orders for items other than your t-shirts.
Finalize t-shirt order. Your t-shirts are free when you book your reunion through the Kissimmee CVB.
Send final reminder notice – Getting Excited! Can't wait to see you there!!
Update Web site and Facebook page

Purchase last-minute decorations and incidentals
Use Web site and email to send any last-minute notices or reminders
Reconfirm accommodations and all event or activity arrangements and reservations
Review final checklist

Check on rental equipment, set-up, etc.
Juggle details: volunteers, food, photographer, games, entertainment
Register attendees
• Hand out itinerary and welcome bags – The CVB will provide plastic registration/goodie bags free! Be sure to include an evaluation form.
Enjoy!!!

Reflect and evaluate -- note what worked, what didn't
Collect evaluation form from attendees
Complete bookkeeping; settle accounts
Write thank you notes
Prepare a follow-up newsletter to attendees and include treasurer’s report and summary of evaluations
Elect or select officers or next reunion committee
Decide to return to Kissimmee again for your next reunion!!!
Start planning your next reunion – Schedule dates with the Kissimmee CVB.

Start Planning Today