FAMILY REUNION EVENT CHECKLIST TEMPLATE 2026: ITINERARY PLANNING, MULTI-GENERATIONAL ACTIVITIES & LODGING MANAGEMENT

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--- PRE-EVENT PLANNING & COORDINATION ---
[ ] Event Coordinator Name
[ ] Initial Planning Start Date
[ ] Proposed Reunion Date
[ ] Estimated Total Budget
[ ] Planning Committee Lead (Family Elder, Organizing Committee Member, External Professional Planner)
[ ] Initial Planning Tasks Completed (Date Finalized, Budget Approved, Core Committee Formed, Venue Research Started)
[ ] Planning Goals & Vision Statement
[ ] Budget Spreadsheet/Draft

--- GUEST LIST & COMMUNICATION MANAGEMENT ---
[ ] Family Members Attending (Immediate Family, Extended Family, Out-of-Town Guests, Honorary Guests)
[ ] RSVP Deadline Date
[ ] Total Confirmed Guests
[ ] Dietary Restrictions & Allergies
[ ] Primary Communication Method (Email, WhatsApp/SMS, Facebook Group, Physical Mail)
[ ] Guest Contact List (CSV/Excel)

--- LODGING & ACCOMMODATION MANAGEMENT ---
[ ] Check-in Date
[ ] Check-out Date
[ ] Accommodation Name/Location
[ ] Total Number of Rooms Reserved
[ ] Accommodation Type (Hotel, Vacation Rental (Airbnb/VRBO), Campsite, Private Residence)
[ ] Booking Confirmation/Voucher
[ ] Lodging Special Instructions (e.g., Accessibility Needs)

--- DETAILED ITINERARY DEVELOPMENT ---
[ ] Event Start Date
[ ] Event Theme or Title
[ ] Activity Start Time
[ ] Activity Name
[ ] Activity Category (Meal Time, Group Activity, Rest/Free Time, Travel/Transit, Formal Ceremony)
[ ] Activity Description & Instructions
[ ] Activity Venue/Meeting Spot
[ ] Required Equipment/Materials (Microphone/PA System, Board Games, Sports Equipment, Catering Supplies, Photography Gear)

--- MULTI-GENERATIONAL ACTIVITY PLANNING ---
[ ] Activity Name
[ ] Target Age Group (Toddlers/Infants, Children, Teens, Adults, Seniors, All Ages (Intergenerational))
[ ] Scheduled Date
[ ] Start Time
[ ] Required Supplies (Sports Equipment, Board Games, Arts & Crafts, Audio/Visual Equipment, Prizes/Gifts)
[ ] Activity Instructions

--- CATERING, MENU & FOOD LOGISTICS ---
[ ] Meal Service Date
[ ] Meal Start Time
[ ] Meal Type (Breakfast, Lunch, Dinner, Snacks/Appetizers, Dessert)
[ ] Dietary Restrictions & Allergies List
[ ] Catering Method (Potluck Style, Professional Catering, Self-Catered/BBQ, Restaurant Reservation)
[ ] Catering Menu/Quote Document
[ ] Estimated Number of Guests

--- VENUE & SITE LOGISTICS ---
[ ] Venue Name
[ ] Venue Address
[ ] Venue Booking Date
[ ] Venue Type (Outdoor Park/Garden, Hotel/Convention Center, Private Residence, Rental Hall, Beach/Resort)
[ ] Required Facilities (Restroom Access, Electrical Outlets/Power, Parking Availability, Wheelchair Accessibility, Kitchen/Food Prep Area, Shade/Covered Area)
[ ] Venue Rental Agreement
[ ] Maximum Capacity

--- PHOTOGRAPHY & FAMILY HERITAGE DOCUMENTATION ---
[ ] Designated Family Photographer Name
[ ] Heritage Documentation Items (Family Tree Display, Digitized Ancestor Photos, Recorded Oral History Interviews, Physical Scrapbook)
[ ] Scheduled Group Portrait Session Date
[ ] Legacy Photo Upload
[ ] Photo Backdrop/Station Location
[ ] Photography Instructions/Shot List

--- BUDGET TRACKING & EXPENSE MANAGEMENT ---
[ ] Budget Item Name
[ ] Estimated Cost
[ ] Actual Cost
[ ] Payment Status (Pending, Paid, Partially Paid)
[ ] Receipt/Invoice Upload
[ ] Payment Due Date

--- POST-EVENT WRAP-UP & FOLLOW-UP ---
[ ] Post-Event Review Date
[ ] Event Success Summary & Key Takeaways
[ ] Follow-up Tasks Completed (Send Thank-You Emails, Distribute Event Photos, Finalize Budget Reconciliation, Archive Family Records)
[ ] Final Expense Report & Receipts
[ ] Overall Event Satisfaction Rating (Excellent, Good, Average, Poor)

--- END OF TEMPLATE ---
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