The family reunion checklist, from first contact to shared photos
Use these deadlines as a guide: a twenty-person reunion organised close to home does not need the same lead time as a gathering of several generations travelling from different regions.
My family reunion checklist
Tick items as you prepare, or print this sheet.
Tick boxes work on this page. They are not saved to your account.
How to use it
Connect each task to a decision
A list becomes useful when it also states who acts and what needs confirmation. For each item, note a person responsible, a deadline and where the family will find the final information.
Action
What actually needs doing, without adding unnecessary tasks.
Person responsible
An identified person, even when several relatives give their opinion.
Due date
A realistic date suited to the gathering’s size and travel needs.
Reference point
The page where the confirmed date, location and programme can be found.
6 to 12 months before
Define the scope before looking for a venue
- Choose the generations or family lines involved in this edition.
- Form a small organising group and appoint the person who makes final practical decisions.
- Estimate the approximate number of adults and children, without presenting it as final.
- Identify two or three possible periods, taking the longest journeys into account.
- Write down the invitation rule: partners, children and accompanying guests.
- Set a budget and decide how deposits, purchases and reimbursements will be shared.
- Define the venue’s minimum capacity and the accessibility needs to check before booking.
3 to 6 months before
Set the date and open the reference page
Cœur de Famille does not include a date poll. Consult relatives using your usual tool, announce a deadline, then choose according to the stated rule. Once decided, create the event with confirmed information.
1 month before
Turn replies into practical decisions
Review the attendance summary and distinguish adults from children. Follow up with people who have not replied, reminding them of the deadline and event link: they sign in with their invited account to reply. This link remains subject to family access and event permissions; the reply period must be open.
Choose an invitation and reminder textProvisional attendance
Count yes, no and maybe replies without treating non-replies as attendance.
Useful information
Collect answers to the organiser’s questions.
Programme
Publish confirmed times and clearly mark anything still provisional.
Home
Check access or organisational needs shared voluntarily.
Activities
Choose age-appropriate activities, appoint leaders and arrange registrations if necessary.
Equipment
List tables, chairs, extension leads, lighting, cooking equipment, signs and activity materials to bring.
The week before
Send a short version of the confirmed information
Venue and access
Check the address, arrival time and contact person in case of problems.
Backup plan
State the planned alternative if an activity depends on the weather.
Photo policy
Tell participants how photos will be collected and remind them that anyone may decline to be photographed.
Roles on the day
Confirm who welcomes guests, communicates changes and gathers authorised photos.
Emergency contact
Share the name and number of the person reachable on the day, along with the exact address to give emergency services.
Catering and equipment
Confirm quantities, times, cold-chain requirements and the person responsible for each piece of equipment.
On the day
Keep a reference source without requiring a screen
- Keep the organiser’s contact number in the information sent to guests.
- Report an important change in the event rather than in several message versions.
- Respect photo refusals, paying particular attention to minors.
- Note information to follow up after the gathering, without collecting unnecessary data.
- Give each person responsible their task for the day and a way to contact the other organisers.
- Keep receipts for shared expenses to apply the announced split.
After the reunion
Gather what should remain accessible to the family
Add authorised photos to the event, remove any that cause problems and publish a follow-up message. Once discussions are over, the organiser can manually archive the event as read-only.
Keep the reunion together in the family space
The checklist helps you decide. The event then serves as the reference point for invitations, replies, posts and authorised photos.