Groups + Meetings

Northstar-at-Tahoe Reunion Checklist, Planning and Preparation for the Event

Family Reunion Planning Check List

15 MONTHS OUT

	Organize a committee to prepare for the event.
	Research and compile family reunion ideas perfect for your family.
	Send out a letter/email to a handful of relatives. Ask questions like "where should we have our reunion," "what kinds of activities should we play," and "how long should it be." Let them know you need their suggestions back as soon as possible.
	Begin building an invitation list.
	Start a list of things that will need to be paid for and payment options.
	Look in to building a Web site for your family and the reunion; discuss its design and the information it should convey.

ONE YEAR OUT

	Pick a date. Stick with it no matter what!
	Send out the invitations. Include information like when, where, who to contact, costs and Web address. Have the reply date set for no more than three months later. Also, make sure that if there is a registration fee to cover expenses, taht family emembers send it along with their confirmation.
	Get in touch with a Northstar-at-Tahoe^TM Resort Group Lodging Sales Manager to set up the Family Reunion lodging shell. This will allow individual families to book their lodging and pay for the units they book. To contact our Lodging Sales Manager, click here .
	Launch your family reunion Web site.

NINE MONTHS OUT

	Compile your guest list.
	Start building your reunion itinerary and a newsletter. Send both through email and "snail mail" to your family members to keep them up to date.
	Make final reservations. Remember that some family members will have to cancel, and others may decide to show up at the last minute.
	Have the committee come up with a reunion souvenir. A T-shirt or a family recipie book are examples of popular souvenirs.

SIX MONTHS OUT

	Send out another newsletter, updating the guest list if necessary, and letting everyone know what's in store for this event.
	Update your Web site.
	Put together maps and directions for out-of-town guests. You can post these on the Web site, and also mail them out. Include rental car or transportation from the airport information.

THREE MONTHS OUT

	Compile local weather information and clothing tips for out-of-town guests. Post these on your Web site and includ them in the next newsletter.
	Start to plan the meals.
	Build a shopping list.
	Send out the next newsletter; ask for event volunteers and include information liek what food to bring.

TWO MONTHS OUT

If you haven't already begun working with your Northstar-at-Tahoe^TM Resort Event Planner, now is a good time to get in touch. The Sales Manager you booked your reservation with will be able to tell you which Planner has been assigned to you. The Planner will help you organize any Northstar^TM Resort related events you are planning and offer discounted group rates on many of the activities including Golf (16 or more players constitutes a group) and Mountain Biking. Event Planners can also coordinate the delivery of any welcome baskets that you may want to have in guests rooms prior to arrival.

ONE MONTH OUT

	Confirm your reservations. Your sales manager can provide you with a list of family members who have booked so far.
	Come up with rainy day alternatives. It is extremely rare, but we have seen snow in July before!
	Send out your next newsletter. Let everyone know of any changes to plans and let them know you are looking forward to seeing them soon.

TWO WEEKS OUT

	Buy all non-perishable food items. Consider using a bulk store such as Costco or Sam's Club.
	Buy all supplies such as paper plates, garbage bags, charcoal, etc.
	Check on souvenirs to be sure they will be finished on time.
	Your Northstar Resort Event Planner will be distributing your Family Reunion plans to the appropriate departments within Northstar. Now is a good time to check in with them and make sure they have all the information on your plans during your stay at the resort.

ONE WEEK OUT / WEEK OF REUNION

	Buy all perishable food items.
	Enjoy the fruits of your labor!
	Treat yourself to a massage at the Northstar NPOA Recreation Center before your family begins to arrive.

POST REUNION

	Send out thank you notes to everyone who helped you plan the reunion.
	Add photos and stories to your Web site.
	Send out an updated newsletter to everyone in the family, including those who couldn't make it, with stories about what happened during your family time together.
	Have a post-reunion committee meeting to settle up any outstanding bills.
	Start planning the next reunion!

Check list was adapted from tip provided by "Family Fun Magazine". For more great ideas, please visit: http://familyfun.go.com