Group trip planning
How to Plan a Family Reunion: A Step-by-Step Guide
A step-by-step guide to planning a family reunion: setting a date, choosing a place, booking a home, planning activities, meals and sharing costs.
By the JekkyStay team · November 3, 2026
- Start six to twelve months out for a large family.
- Pick the place first by where most relatives can reach easily.
- One large rental home keeps the family together and makes meals simple.
- Agree on a budget and cost split before anyone books.
A family reunion brings generations together in a way few other events do. It also takes planning: dates, lodging, meals, money and keeping dozens of people informed. This step-by-step guide covers the essentials.
1. Form a small planning team
One person doing everything burns out. A team of two to four works well:
- Lodging: finds and books the home.
- Money: collects deposits and tracks costs.
- Activities: plans outings and reunion traditions.
- Communication: keeps everyone informed.
2. Set the date
Send a short poll with two or three date options six to twelve months ahead. Ask each household how many adults and children would come. Avoid major holidays unless your family prefers them, since prices and crowds rise.
3. Choose the place
Pick a destination most relatives can reach easily. Consider:
- Driving distance for the largest branches of the family.
- Airports for those flying in.
- Things to do for every age.
- Weather at your chosen time of year.
Our destinations include Sacramento, Houston, Kissimmee, Lake Anna and Antioch.
4. Book a home big enough for everyone
A large rental home keeps the family under one roof, with a kitchen and shared space for the moments that matter. Plan one bedroom per household plus shared rooms for kids. Browse our homes for groups, and read the house rules on guest numbers before you book.
5. Agree on money early
Set a budget and decide how costs are shared before anyone pays. Our guide to splitting costs on a group vacation rental explains the options. Collect deposits early so the organizer is not carrying the cost alone.
6. Plan a light schedule
Two or three group activities over a long weekend is plenty. Leave time for unplanned conversations. Good reunion traditions include:
- A welcome dinner.
- A family photo, early in the trip.
- A shared activity, such as a family quiz, talent show or memory slideshow.
- A last breakfast together.
7. Share the cooking
Assign each household one meal and keep a shared grocery list. Consider catering the biggest dinner so the cooks can enjoy it too.
8. Communicate clearly
Send one message a month or so with updates, then a detailed message a week before: address, check-in time, parking, what to bring and the schedule. Keep a shared document or group chat for questions.
9. Look after every age
Give older relatives rooms close to the main living area, plan quiet time for small children and make sure activities have options for those who cannot walk far.
10. Capture it
Assign someone to take photos and share an album afterward. It becomes the start of planning the next reunion.
For more help, see our family reunions page.
Frequently asked questions
How far in advance should we plan a family reunion?
Six to twelve months is comfortable for a large family, especially for summer or holiday dates. Large homes book early.
Who should organize a family reunion?
A small committee of two to four people works best: one for the money, one for lodging, one for activities and one for communication.
How do we pay for a family reunion fairly?
Agree on a method before booking. Common options are an even split per adult, per household or per bedroom, with children often free or reduced.
Planning a group trip?
Tell us your dates and group size.