Family reunion planner with budget, branch guest lists and name tags

This family reunion planner keeps the whole gathering in one place, so you can enjoy the people instead of chasing details. Its 32 undated pages walk you through the timeline and committee, the shared money, guests and RSVPs sorted by branch, where everyone sleeps, the food, the schedule, shirts, name tags and the family's history. You get US Letter and A4 files as an instant PDF download, and nothing is shipped.

It suits a first time host and a full reunion committee alike.

How this family reunion planner keeps everyone on the same page

Two timeline pages run from a year ahead to the week after the event, so you always know the next step. The committee page names one owner for each job, and nobody wonders who is doing what. Money stays open and fair: the budget, the collections tracker and the expense log show every household what was paid and how it was spent.

Guests are listed branch by branch, then totaled on one summary page, so final numbers for the venue and caterer take minutes. The potluck sheet, the shirt order form and the name tags are ready to hand out. Pages for history and photos make sure the family stories are saved, not only the logistics.

Most of all, it gives you a calm head. When cousins ask what to bring or when to arrive, the answer is already written down, and you can spend the day hugging relatives you have not seen in years.

Who will love this reunion organizer

• First time hosts who feel unsure where to begin
• Reunion committees splitting the work between several branches and households
• Families planning a milestone gathering, a reunion of cousins or several days together with lodging
• Treasurers who want a tidy record of payments and spending
• Relatives who want the day to celebrate the family's history and pass the stories on

Design and printing details

• Clean, elegant look: white pages and soft blush pink accents that are light on ink
• Generous margins, so a home printer never cuts anything off
• Portrait pages in two sizes, A4 (210 x 297 mm) and US Letter (8.5 x 11 in)
• Undated, ready for any reunion in any year
• Spacious rows and easy headings, so every table is pleasant to fill in by hand
• Fits a binder or a clipboard, or ask a print shop to add a spiral binding

Inside the family reunion planner: 32 pages

1. 1Cover showing a page index, with room for the reunion name, the dates and the lead planner
2. 2The reunion at a glance. Eight basics (theme, name, location, dates, expected guests, host branch, cost per household, budget), deadlines that matter, key contacts and why the family is gathering
3. 3Early planning timeline, broken into tick lists for 12 to 10 months ahead, then 9 to 7, 6 to 4, and finally 3 to 2
4. 4Final planning timeline, with tick lists for a month ahead, a week ahead, the day before, the big day and after the reunion, plus space for your own to-dos
5. 5Who does what. A roles table suggesting 11 jobs (treasurer, chair, invitations, food, venue and lodging, family history, schedule, photos, name tags and T-shirts, a kids' corner, setup) with spare rows
6. 6Notes for committee meetings: who came, the agenda, each role's update, what was decided, action items and when you meet next
7. 7Choosing when and where. A poll of 5 possible dates that counts yes, maybe and no answers, ideas for locations, points to weigh and the final choice
8. 8Compare 3 venues side by side on 19 points, such as cost, capacity, the deposit, parking, catering rules, shade, accessibility, cancellation terms and setup times
9. 9Reunion budget for 15 categories of cost, with columns for estimate, actual and the difference, the cost for each adult and each child, and ways to fund it
10. 10Tracker for collecting money from 20 households: what each one owes, what was paid and when, how, and the balance left
11. 11A 23 row expense log noting the item, the vendor, its category, the amount, who paid, the receipt and whether it was repaid
12. 12Family branches, starting with the founding generation, then 8 boxes with each branch's point person, phone number, households and guest count
13. 13Guest list and RSVP by branch. 21 rows covering name, household, RSVP, age group, which days they attend, shirt size and meal needs (print a copy for each branch)
14. 14RSVP summary that totals 10 branches (invited, yes, no, still waiting, then adults, teens, kids and babies), plus accessibility needs and allergies
15. 15Contact list with 18 rows for each relative's name, branch, email, phone and mailing address
16. 16Invitations and updates: what goes on the save the date, a checklist for invitations, a log of updates sent and sample wording
17. 17Accommodations for 2 hotels or rentals (rate, group code, the book by date) and a plan of who sleeps where
18. 18Arrivals and travel for 16 households: when each arrives and leaves, who carpools together and who needs an airport pickup
19. 19Menu planner for 3 days, with breakfast, lunch, dinner, snacks and dessert each day, the caterer's details, special diets and recipes the family loves
20. 20Potluck sign-up grouped into mains, sides and salads, desserts, drinks, and plates plus extras
21. 21Checklists for shopping and supplies: food, paper goods, decor and setup, first aid, cleanup and the welcome table
22. 22Schedule of events across 3 days, each day with 13 time slots, a plan if it rains and how the schedule will reach everyone
23. 23Run sheet for the day itself, 19 rows listing the time, the activity, the person in charge and the supplies needed, with key phone numbers
24. 24Activities and outings, a choice of 12 ideas, a table to plan them and suggestions for elders, adults, teens and the little ones
25. 25T-shirt orders for 16 people, adult and youth size totals and notes on the design
26. 26Name tags, 8 to a page, each showing the name, the family branch, whose child they are and where they are coming from
27. 27A family history display with 12 ideas, a plan for the display and tips for keeping the originals safe
28. 28Gathering stories and photos, a log of borrowed items, stories worth recording and 6 questions for the elders
29. 29Photo plan with the photographer's details, a list of 10 must-have shots (all the cousins, each branch, the generations), the order for group photos and how they will be shared
30. 30A plan for setup and cleanup with suggested jobs, who takes each one and when, plus lost and found
31. 31A 14 row list of people to thank, with a checklist for following up
32. 32Looking back on the reunion: favorite moments, what the family said, what you would change, the final numbers and ideas for next time

Files included in your download

• Family Reunion Planner, US Letter PDF (32 pages)
• Family Reunion Planner, A4 PDF (32 pages)
• Read Me First, a short printing guide (PDF)
• Tip: run off one guest list per branch, print the tags on cardstock and pass the potluck sheet around

How to download and print

• Check out with PayPal, a debit or credit card, Apple Pay or Google Pay. Your download page opens as soon as the payment goes through.
• We email the same private download links to you, so you can download your files again later.
• Open the PDF in a free reader such as Adobe Acrobat Reader and print at 100% or Actual size.
• Print only the pages you need, as often as you like, for your own personal use.

Good to know before you buy

• It is a print-ready PDF rather than a hyperlinked digital planner. You can still open it in most note taking apps and write on the pages there.
• You receive a digital file only. Nothing physical is mailed.
• Colors may look a little different on screen than on paper.
• Made for personal use. Sharing, reselling or redistributing the files is not allowed.
• Digital files cannot be returned. If a file will not open or print properly, email us and we will help quickly.

How this was made

Designed and written by PetiteDiary. AI tools helped draft parts of the text, and some background scenes in the preview images were created with AI. Every page was designed, reviewed and checked before release.

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