A reusable reunion planning resource kit
Ready to download · PDF · 4 pagesReunion Organizer Starter Kit
A printable starting point for the budget, meal headcounts, attendance, and planning timeline. Use it as a blank workbook, or complete the interactive tools and print your own results.
- Budget: shared costs, reserve, and contribution estimate
- Meals: separate breakfast, lunch, and dinner counts
- Attendance: invitation and follow-up checklist
- Timeline: planning milestones and task owners
Download the Starter Kit (PDF)No account, email, or payment is required for this download.
Fill in a worksheet in this browser
Use the three blank rows in each worksheet below for your next decisions. Entries stay in this tab and are not saved or sent to the site or analytics. Download a CSV or print before refreshing or closing the page. CSV opens in spreadsheet software; it is not a formatted Excel workbook.
Decision log
Record one decision and the next action rather than a meeting transcript.
Completed example: Weather alternative / confirmed indoor venue / day-of coordinator / June 13, 2030.
Fill in your decision log| Decision | Answer | Owner | Due date |
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Committee role sheet
Give each workstream an owner, backup contact, and concrete next step.
Completed example: Meals / meals coordinator / planning coordinator / confirm meal-specific counts by June 8.
Fill in your committee role sheet| Workstream | Owner | Backup | Next step |
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Message worksheet
Draft the update before choosing the audience and sending channel. Add the reply method and current reference in the message itself.
Completed example: Invited relatives / date confirmed / names and meals attending / May 15, 2030.
Fill in your message worksheet| Audience | What changed | Requested response | Reply deadline |
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For completed wording, see the save-the-date example. For a full task sequence, use the printable reunion checklist. These worksheets cover decisions and ownership; the interactive tools below handle the numbers and dates.
Put numbers and dates to the plan.
Use a budget calculator, meal headcount worksheet, RSVP checklist, and dated planning timeline. Each tool can be printed or downloaded without an account.
Open the free planning toolsThese resources are intentionally lightweight. Copy the headings into the planning space your family already uses, remove anything that does not fit, and assign an owner to every next action. A short tool people actually use is more valuable than a complicated document no one updates.
Reunion readiness checklist
- Purpose written in one sentence
- Small planning group identified
- Broad availability gathered
- Date decision method explained
- Date and time confirmed
- General place confirmed
- Accessibility contact named
- Workstreams assigned
- Attendee summary drafted
- Change process explained
- Day-of contact identified
- Follow-up owner identified
Thirty-minute planning agenda
- Five minutes: restate the gathering purpose and the decision needed today.
- Ten minutes: review constraints and only the information relevant to the decision.
- Ten minutes: decide, or identify the exact missing input and who will obtain it.
- Five minutes: name owners, due dates, and where the final answer will be recorded.
End the meeting by reading back the decision and next actions. Send that summary rather than a full transcript unless a detailed record is genuinely necessary.
Family update template
What changed: [one-sentence update]
What is confirmed: [current date, place, or decision]
What we need from you: [one response or “nothing right now”]
Helpful response date: [month, day, year]
Questions: [named planning contact]
Current reference: [where the lasting plan or calendar entry lives]
Shared calendar quality check
Review each important entry for a specific title, confirmed or tentative status, clear date, time zone where relevant, concise purpose, named contact, and any next action. Remove private detail that participants do not need. When a date changes, update the entry and send a correction that identifies the old and new information.
Day-of communication prompts
- Who is the primary contact for schedule questions?
- How will a time or location change reach attendees?
- Which relatives may need a direct call or another accessible format?
- Where can someone find the current plan without searching old messages?
- Who can make a practical decision if the main organizer is unavailable?
After-reunion review
Within a few days, ask the planning group three questions: What made participation easier? What created avoidable confusion? What should the next organizer know? Record only the useful lessons. Thank contributors, close unfinished tasks, and identify whether any confirmed future date belongs in the shared calendar.
Using these resources with Reunion Portal
Reunion Portal is designed to bring family-centered two-way messaging, a shared calendar, and tools for organizing family events together. These resources mirror that structure: use conversation for context and input, the calendar for dependable dates, and event planning for decisions and ownership.
Registration is still coming soon. Adults can request launch and readiness updates through the separate notification page; existing members can sign in from the navigation. Compare the current plans and allowances, or explore how the family tools work together.