Family Reunions in Prince George’s, MD
Revive, Renew, Relive, Reunite!
Whether with friends, family, classmates, or military comrades, Prince George’s will help you create lasting memories for your next reunion or group celebration. With a host of amenities, and easy access to all the sights and sounds of the Washington, DC metropolitan area, there’s no better location for your next group gathering. The possibilities are endless. Experience unique attractions, exciting events, award-wining parks and recreation, large selection of indoor and outdoor group venues, and a variety of accommodations.
- National Harbor on the Potomac River
- Gaylord National Resort & Convention Center
- National Wildlife Visitor Center
- Historic Sites & Attractions
- Joint Base Andrews Naval Air Facility (Andrews AFB)
- Neighbor to our Nation’s Capital
- Mid-Atlantic location with access to multiple airports and AMTRAK
Download a copy of our Reunion Planning Guide or view as a turn-page version here.
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So you’ve been crowned organizer of your reunion. Sure is different from hosting a small dinner party for a couple of friends, isn’t it?
It’s time to celebrate life’s milestones, achievements and renew old acquaintances. It’s also time to start losing the pounds, covering the grays and getting ready for a fun time!
There are a number of things to consider when planning for successful reunion, but not to worry-you’ve come to the right place.
ReunionCapitalUSA.com is rich with resources and information that will help any Reunion Rookie plan a reunion to remember. Your reunion should be a fun, interesting and stimulating event for all members and their guests, so here are some of the key points that will help you host a reunion like a PRO:
- The first decision you’ll need to make is who to invite, and forming a reunion committee will certainly be helpful. The planning committee works as a team to make sure that all aspects of the reunion are taken care of, and that no details are left out. (It’s very hard for one person to be responsible for such a large task!).
- Develop a detailed budget. You’ll need to figure out how much each attendee will pay in order to cover the venue deposit, printing and mailing of invitations, long-distance phone calls, and any unexpected expenses you may come across.
- Your choices of locations are endless and will possibly depend on group size, budget, time of year and the type of activities best suited to attendees. Start the search for a location as early as possible for the best rates and most choices. Select a date and start publicizing the reunion as early as possible so attendees can make travel plans.
- Stay in the loop! When the location, date, and facility have been confirmed, send out invitations to your reunion members. The invitations can be a simple e-mail, plain letter, or fun creation that goes along with a party theme. Ask attendees for information about their lives (including updated contact information). Compile it all into a booklet and mail this out to reunion attendees before the reunion, so they can be ready to pounce on family and old friends as soon as they walk through the door.
Now that you know the basics, please free to look around our site and explore all the fun possibilities for your reunion.
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Start to Organize
So, you’ve decided to have a reunion. Now what? The key to a successful gathering is planning, and here we’ve included some resources to assist you with this task. Visit the links below for more information on these specific reunion planning topics:
- Budget and Finance
- Dates and Locations
- Staying in the Loop
Click here for a turn-page version of the Prince George’s County Reunion Guide. It’s filled with everything you need to know to have a wonderful reunion in our County.;
Planning
Why Create a Reunion Website?
Keep in touch with long-distance friends and relatives. Everyone can be “in the know” on details…whether it is for a family, military, alumni, church, or sorority/fraternity reunion. Share genealogical information and resources if you’re holding a family reunion. It can be free!
For example, check out these free resources for creating your very own family reunion website:
www.celebrate.myevent.com
www.famster.com
www.comehome.net
www.familymoment.comBooks & Magazines for Reunions
For Every Season – The Complete Guide to African-American Celebrations Traditional to Contemporary, Barbara Eklof
The Family Reunion Planner, Donna Beasley
Family Reunion Planning Kit for Dummies, Cheryl Fall
Your Family Reunion: How to Plan It, Organize It, and Enjoy It, George G. Morgan
How to Plan Your African-American Family Reunion, Krystal Williams
Family Reunion Handbook: A Complete Guide for Reunion Planners, Barbara E. Brown
A Family Affair: How to Plan and Direct the Best Family Reunion Ever, Sandra MacLean Clunies
The Black Family Reunion Cookbook: Recipes and Food Memories by National Council of Negro Women
The Family Reunion Sourcebook by Edith Wagner
The Rocking Chair Reader Family Gatherings: True Stories of Celebration And Reunion (Rocking Chair Reader) by Helen Kay Polaski
Fun & Games for Family Gatherings: With a Focus on Reunions by Adrienne E. Anderson
Creating Family Newsletters: 123 Ideas for Sharing Memorable Moments With Family and Friends by Elaine Floyd
Reunions MagazineFor Children and Family Reunions
The Family Reunion Is Not A Real Vacation by Valerie Rose
Kenya’s Family Reunion (Kenya, Growing Up Proud) by Juwanda G. Ford and Cristina Ong
Ray and the Best Family Reunion Ever by Mildred Pitts Walter
Family Reunion by Marilyn Singer and R.W. Alley
Messy Bessey’s Family Reunion (Rookie Readers) by Pat McKissack, Fredrick McKissack, and Dana Regan
Software
www.leisterpro.com
www.famware.com/
www.reunionplanner.com/Timetable
Reunion Planning Timetable
The key to staging a successful reunion is time. Give yourself enough time to plan, execute and follow-up.
12 to 18 months before the reunion:
Create a database of family names, addresses, phone numbers, and email
Determine family interest, number of people that may attend
Assemble a list of relatives who will help with the event11-12 months before the reunion:
Form reunion committee(s) and establish responsibilities and schedules
Create a budget/bookkeeping system. Keep records of everything you do related to the reunion
Site Visit – scout potential locations and facilities (if needed)
Set the date
Select the location
1st Mailing – Send out a reunion announcement with a tentative reunion date, schedule, and plans
Arrange or hire a caterer, photographer, etc.6 to 9 months and counting:
Finalize reunion date and location
2nd Mailing – Send out reunion invitation
Reserve block of hotel rooms
Begin list of attendees5 months and counting:
Confirm reservations, photographer, entertainment, caterer (if used)
Finalize menu6-8 weeks and counting:
Complete address/memory book
Draft checklist for reunion tasks
Coordinate volunteers and designate their assignments2 weeks and counting:
Purchase last-minute decorations and supplies
Confirm eating, lodging and meeting arrangements
Review final checklistOne day and counting:
Solve or Resolve any last-minute problems
Walkthrough all final detailsBig day – no more counting – the reunion is here:
Get to the reunion site early
Coordinate day-of details, meet with volunteers, etc.
Decorate reunion area
Set up displays, rental equipment, and registration table
Done – What Now?
Evaluate – What worked and what didn’t work
Thank all the committee heads and volunteers
Settle all accounts; finalize bookkeeping
Set a date to starting planning for the next reunion!Checklist
Reunion Check List
- Appoint a coordinator for the event
- Form a Reunion Committee
- Create a reunion notebook to track progress
- Make a master list or file of members and guests
- Poll your guests on possible reunion activities, location, time, etc.
- Set reunion date(s)
- Choose/reserve a reunion location
- Choose menu for reunion meals and casual get-togethers
- Set/finalize reunion budget
- Send first mailer – notify members of tentative reunion plans/schedule
- Arrange entertainment and activities
- Arrange for a photographer or videographer
- Send second mailer – invitations to all invited guests
- Reserve/confirm/block accommodations and/or hotel rooms
- Reserve/confirm entertainment and activities
- Reserve/confirm caterer/dining options
- Purchase souvenirs, t-shirts, hats, etc.
- Assign day-of-event responsibilities
- Decorate reunion location
- Arrange for ample number of chairs, tables, etc.
- Arrange for special needs of elderly or disabled
- First Aid Kit (and medicine cooler if the event is outdoors)
- Set up registration table with registration/guest book
- Distribute and collect reunion evaluation forms
- Set a tentative date for next year’s reunion while everyone is together
- Post-Event review, survey and follow-up
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The most important aspect of planning a reunion is the budget. Your budget should include every expense you can think of, no matter how small or insignificant it may seem. Allow some extra money in the budget for unexpected expenses that you may come across. The budget will have a big impact on the location and type of reunion you will have. The person who is responsible for the budget must be strict and account for every penny spent. It is a good idea to set up a separate reunion bank account for tracking all expenses.
There is not as much planning and work involved with a one-day event, but a weekend reunion allows plenty of time to visit with everyone and bond through activities and outings. If it’s a Saturday cookout in the park, will you ask everyone to bring food to share? This is a less expensive option than having a catered meal, but sometimes part of the fun is in the cooking and interaction while preparing.
You don’t want to plan a reunion that no one can afford to attend. To determine the cost per person, divide the final cost by the number of members attending. This is the price per member. You might want to give a discount for seniors and/or small children for a family reunion example, but remember to recalculate, because doing so would alter the price per person for everyone else. Make sure you specify exactly what is and is not included in the “ticket price” or price per person when you send out invitations. It would be embarrassing if someone arrived expecting their hotel room to be covered by their “ticket price” when this was intended to be an additional cost.
Always set a deadline sometime in advance for at least a percentage of the “ticket price.” You will need some money for advance deposits and fees to reserve different aspects of the reunion that you’ve planned. Also, if you collect some or all of the money up front, people are less likely to cancel at the last minute, leaving you with food and other amenities that you didn’t need.
To defray the costs of the reunion and keep “ticket prices” down, employ some fun ways to raise money, including having auctions and raffles. Some auction ideas could include handmade crafts, family heirlooms for a family reunion, baked goods for school reunions, or white elephant gifts. This is a fun way to get everyone together to support a good cause—your togetherness! For the raffle, sell tickets for items that many members would enjoy having or giving as a gift. Some ideas include handmade crafts for a church reunion, professionally framed family trees for a family reunion, coolers or wine totes for an alumni reunion, concert tickets for a sorority reunion, etc. Sell tickets for a few dollars each, and hold the drawing at the end of the reunion. This way, you can drum up some friendly competition and sell more tickets, earning enough to pay for the items as well as make a profit towards your other reunion expenses.
Another option for creating profit for the reunion is to sell memorabilia at the reunion. Selling slightly marked up college t-shirts, sorority tote bags, sports hats, etc. will provide members with a memento that can also be passed down through the family or group. Make sure to put the date of the reunion on the items, and create a different design for each gathering, so that your demand will stay high for these items year after year!
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When the location, date, and facility have been confirmed send out invitations to your members. The invitations can be a simple e-mail, plain letter, or fun creation that goes along with a party theme. Invitations should go out at least 4-6 months before the reunion, and include detailed information of date, time, place, maps (if necessary), travel and accommodation information, contact numbers by which to reach you. If the facility has some particularly attractive features, include this information to get everyone excited about the event!
Have a form for them to RSVP with the number of people attending, and allow them to send money to you by a specific date. It is important to know who will be coming to the reunion so that food, trips and tours, and lodging may be finalized. Be prepared to mail a follow-up letter (maybe even a brightly colored postcard that they can’t miss!) closer to the due date and set up a telephone chain to contact members who haven’t responded.
is a very fast and efficient method of communication; especially now that people seem to stay electronically connected all the time. Another way to keep everyone up-to-date on the happenings and preparations for the upcoming reunion is to create a reunion website. There are many options for free websites, and this way everyone will be watching for information from time-to-time and their excitement can build by watching your website fill up with information. There are resources for reunion websites in our “Helpful Links and Resources” area of the website.
After the reunion, consider sending another survey to the reunion guests who attended to evaluate how it went. Accentuate the positive and celebrate your successes, iron out the rough spots, and encourage ongoing gatherings and reunions. You’ll find that it gets easier to organize a reunion and even more fun as time goes on, and more people will want to be involved in planning the reunion once they see how wonderful it is to celebrate with family and friends on a regularly, yearly basis.
Portions of this text were inspired by The Family Reunion Institute, School of Social Administration, Temple University, Philadelphia, PA, 215-204-6244.
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Your choices of locations are endless and depend on group size, budget, time of year and the type of activities best suited to attendees. Start the search for a location as early as possible for the best rates and most choices. If you’re flexible on the dates, you’ll also have a chance at better rates, considering peak and off-peak seasons for certain locations. It helps to have attendees input on good dates: whether or not holidays are appropriate for the celebration, etc. Choose final dates based on what works for the majority of members—you can’t please everyone!
Some things you should consider when planning the location for your gathering:
- Are there plenty of activities that will entertain members of all ages, from kids to senior citizens for family and church reunions?
- Does the location have indoor space for those who must get out of the sun, rain, wind, etc?
- Is there a quiet place for parents with infants who need to accommodate naps, feedings, diaper changes, etc?
- Also, the farther people have to travel to get to the reunion, the longer the reunion should last so that they feel that their investment of time and money is worth the trip.
Always think in terms of safety of your location, especially when there are children attending family reunions. Any place with outdoor recreation is a good choice, with plenty of space for children to play and for multiple concurrent events. You’ll want to make sure you consider the events that you’d like to have when choosing a location—will you need access to a kitchen, grills, tables and chairs? Does the facility have clean restrooms, good parking, and enough room for everyone expected to attend? Is the facility taking steps to curb its energy use? Look for hotels and other venues that are “going green.”
Your local Conference and Visitors Bureau (CVB) can be very helpful in providing assistance. In addition to hotels, consider conference centers, state parks with housing facilities, resorts, and college campuses. All of the activities do not have to be held where people are housed. Picnics may be held in a park or banquets may be held at the local museum. Also check with the CVB for major events around the dates that you are considering. This could either be to avoid large crowds and filled hotels during a certain time period, or to plan to make a festival or other event part of the attraction to your reunion! When considering local lodging accommodations, look for options in a range of price categories (budget, moderate, and higher-end) to make sure there is something for everyone. If you decide to reserve a block of rooms at several hotels, make sure to look for lodging within your group’s per-night budget, the location of the hotel and proximity to the reunion site, possible shuttle service, amenities like pools, kitchenettes, etc., and meeting space or catering services, if necessary.
Portions of this text were inspired by The Family Reunion Institute, School of Social Administration, Temple University, Philadelphia, PA, 215-204-6244.
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The internet is the most useful tool today for genealogical searches. Since the most valuable genealogical resources are in city records (birth and death certificates), libraries and archives, school records, census records, court documents, old cemeteries, and membership organization records, it may take more than just searching on the internet to put all of the pieces together.
Other great resources that you may have access to are family bibles, photo albums, military records, Social Security Administration records, newspaper clippings, and of course, conversations with the elders in your family.Tape these conversations for future playback so that you can use their words to assist you in your search.
Also remember that family reunions offer a chance to collect history in the making!
Below are some links to help you begin to trace your roots and contact family members who are out of touch.
Genealogy Links
Prince George’s County Genealogical Society
National Genealogical Society
Afro-American Historical and Genealogical Society
AfriGeneas
www.familysearch.org
www.leisterpro.com
www.Genealogy.com
www.Ancestry.com
www.rootsweb.com
www.apgen.org
www.genealogybank.com
www.ellisisland.org
www.cyndislist.com
USGenWeb ProjectPeople Finder Links
AnyWho
www.ussearch.com
Infospace
www.switchboard.com
www.bigfoot.com
Deja News
Info USA
www.555-1212.com
www.intelius.com
www.eCircles.com
www.whowhere.com
Yahoo! People Search
www.peoplesite.com
www.peoplefinders.com
www.zabasearch.com -
Nothing says that your family reunion has to have a theme, but it’s a fun way to create excitement before the event, as well as to keep everyone involved and looking to see what’s next. A theme lets you be creative with food, activities, invitations, and decorations, and sometimes can provide a central focus to the entire reunion. You can even invite people to dress up for the theme!
Themes don’t have to be wild and crazy; something simple like the birthday or wedding anniversary of common ancestors or important relatives or a reunion planned around a holiday sets the tone for the weekend and lends a central focus to the activities and events. However, wacky ideas are a fun way to get people to come and let loose. Some of these wacky themes could be circus, fiesta, Hawaiian luau, safari, or Western, but the sky’s the limit when you’re creating your family gathering!
Below are some helpful links for deciding on a theme and shopping for themed invitations, decorations, and gifts.
Theme Ideas
www.party411.com/themes.html
www.evite.com/pages/party/themes.jsp
www.partydirectory.com/guide/ptytheme.htm
www.partypop.com/themes/Family reunion crafts are a wonderful way to bring older and younger relatives together, and the final products can make great gifts! Some crafts may become family traditions to be carried on for reunions to come, and the memories made while participating in crafts together will outlast the crafts themselves.
A general craft table is an easy-to-setup activity center where you can supply the different pieces and let the creativity flow! Cover the table with a disposable vinyl tablecloth and set out construction paper, scissors, glue, paint and paint brushes, markers, coloring books and crayons, sidewalk chalk, etc. You can also have supervised stations for more involved crafts like paper mache and tie-dye. Another great idea is to have teenagers make puppets and put on a show for the smaller children. Anything goes when it comes to being creative, and there are many links for individual crafts if you’d like to plan them out:
www.dltk-kids.com
www.enchantedlearning.com/crafts/
www.allcrafts.net
familycrafts.about.com/