12 Tips for Planning a Successful Family Reunion

Style My Soul, www.stylemysoul.com | Planning Family Reunions

Family reunions require thoughtful planning to create meaningful experiences for relatives of all ages. These twelve expert-backed tips will help anyone transform a potentially chaotic gathering into a memorable celebration of family bonds.

Select Activities That Eliminate Age Barriers
After organizing countless water adventures for extended families on the Gold Coast, I’ve learned that the secret to a successful family reunion is choosing an activity where everyone participates together, not separately. When I have three generations on one of our pontoon boats, magic happens because everyone’s doing the same thing at the same time. My top tip: pick a shared experience that naturally breaks down age barriers and creates organic bonding moments. On our 8-hour pontoon tours, I’ve watched teenagers teaching grandparents how to fish while parents handle the BBQ, and suddenly everyone’s laughing together. The confined space of a boat forces interaction in the best possible way.
The key is eliminating the option for people to drift into their usual cliques or disappear into their phones. When your whole family is out on the water together, the shy cousin can’t hide in a corner and the teenagers can’t escape to their rooms. I’ve seen families who barely talked at the dock become completely different groups by the end of the day. What works is choosing something that requires teamwork but stays relaxed. Fishing together, manning the BBQ, or even just navigating to different spots gives everyone a role while keeping the pressure low. The best reunions happen when people forget they’re at a “family event” and just start having genuine fun. - Giovanni Randello, Owner, Gold Coast Pontoon and Jet Ski Tours

Create Detailed Timelines to Prevent Problems
For me, the key to a seamless family reunion is treating it like planning a big dinner rush at one of my restaurants — everything needs a timeline. Time after time, when last-minute issues pop up, those checklists and schedules have my back. Funny story: once I didn’t map out food service for a gathering, and we ended up with thirty hungry relatives waiting while pizza was still on the way. From kitchen tables to boardrooms, everyone nods when I say, ‘The more detailed the logistics, the less stressful the day.’ I’d suggest writing out a simple timeline of meals, activities, and breaks — it feels rigid but actually gives everyone more freedom to enjoy. - Allen Kou, Owner and Operator, Zinfandel Grille

Balance Group Events With Individual Freedom
As a Co-founder and CXO at City Unscripted, and mom to 9-year-old Sakura, when it comes to family get-togethers, I think the best advice I could give would be to select places of interest that cater to all ages and tastes. I chose a vineyard in Portugal’s Douro Valley, with wine tastings for adults, pottery workshops for the crafty and river activities for children. Going this route spares you the headache of cramming the entire family into the same activities. Successful reunions feature planned group dining and time on their own to spend as smaller groups choose. It’s a structure that mimics real family life, avoiding the pressures of forced togetherness which can lead to frustration.
Morning meals encourage connectedness, and afternoons allow for a variety of activities — sightseeing for my parents, cooking with Sakura among her cousins, wine touring without taking uninterested family members along. Design reunion sites that respect individual choices and offer group meal connections and recreational events. Family ties are built on an understanding of diverse needs, rather than rigid timetables that defy generational and personal interests. Genuine family love can grow only when people are free to do what they want. - Yunna Takeuchi, Co-founder & CXO, City Unscripted

Choose Venues That Accommodate Everyone’s Needs
When planning a family reunion, I’ve found that choosing the right venue that accommodates everyone’s needs is absolutely critical. Based on my experience coordinating a trip for 14 family members, I learned that prioritizing what makes children happy — like accessible swimming areas, familiar food options, and treats — ensures the adults can relax and enjoy themselves too. Selecting an all-inclusive option saved us significant stress by eliminating constant decision-making about meals and activities during our time together. - Ashley Kenny, Co-Founder, Heirloom Video Books

Design Multiple Zones for Comfortable Interaction
At my 80-acre ranch in Evergreen, I’ve hosted family gatherings for years and learned that space planning makes or breaks these events. My top tip is to create multiple “zones” throughout your space rather than cramming everyone into one area. I set up different activity stations — kids playing in one area while adults gather around a fire pit, and a separate quiet zone for older relatives who want to chat without chaos. This prevents that overwhelming feeling when 30+ people are all competing for the same space and attention. From staging homes professionally, I know that good flow keeps people comfortable and engaged longer. At our last reunion, I used the same principles I apply to maximize small spaces — foldable furniture that could be moved as needed, a dedicated beverage station away from the main gathering area, and cozy outdoor seating with blankets for overflow. The result was that people actually stayed longer instead of leaving early because they felt overwhelmed. Everyone found their comfort zone, conversations flowed naturally, and we didn’t have the usual bottlenecks around food or seating that kill the vibe at big family events. - Adam Bocik, Partner, Evergreen Results

Assign Clear Roles for Stress-Free Gatherings
The key to a successful family reunion is assigning clear roles early — one person handles food, another manages games, another keeps track of photos and videos. That structure frees everyone to relax and actually enjoy the day instead of scrambling. When we organised ours, we also built a shared WhatsApp group months in advance so even the quieter relatives could get involved in planning. By the time we met, it already felt like we’d reconnected.
- Alan Senejani, Co-founder, Digital Marketing Director, Violin Luthier, LVL Music Academy

Offer Flexible Dates and Arrival Windows
As someone who’s coordinated hundreds of bridal parties and wedding events at my salon, I’ve learned that timing flexibility is everything for family gatherings. The biggest mistake I see families make is picking one rigid date and expecting everyone to rearrange their lives around it. When my own family planned our last reunion, I applied the same strategy I use for bridal consultations — I sent out three possible weekend options six months ahead and had everyone vote. Just like coordinating bridesmaids’ schedules, giving people choices dramatically increased our attendance from the usual 60% to 85%.
The game-changer was creating what I call “arrival windows” instead of exact times. At the salon, I learned that telling someone “be here between 2–4 PM” works way better than “be here at 3 PM sharp” — especially with families traveling different distances. We had people filtering in naturally throughout the day instead of everyone stressing about being late. Most importantly, plan for the inevitable no-shows by overestimating food and activities by about 20%. In my 14 years of event planning, there’s always someone who brings unexpected guests or shows up last minute. Having that buffer kept our reunion stress-free and welcoming. - Jessica Roja, Owner, To Dye For Beauty Studio

Address Emotional Needs Before the Event
My top tip for planning a family reunion is to check in with a few key relatives before the event. I’ve found that when you know what folks might need — whether it’s a quiet space, a buffer from old tension, or a special role — it helps prevent stressful surprises. At one reunion, I arranged a calm corner with board games for cousins who sometimes feel overwhelmed, and it really kept the mood lighter. The big takeaway from that experience was that you can’t skip emotional prep when you plan a gathering. It creates a sense of inclusion and makes people feel supported before they even arrive.
- Amy Mosset, CEO, Interactive Counselling

Traditional Family Recipes Unite Different Generations
Food seems to unite people better than any other thing in life. The group decided to prepare several traditional dishes which my grandmother used to cook during our family reunions. The kitchen became a shared space where three different generations spent time together while exchanging memories. The simple act of cooking did not require much money or effort, yet it created genuine opportunities for people to bond. The practice of preparing meals based on family customs provides an effortless method to create feelings of togetherness. - Tzvi Heber, CEO & Counselor, Ascendant New York

Make Storytelling the Heart of Reunions
Storytelling stands as the main attraction during all family reunions I have attended. The family members dedicated one evening to listening to their elderly relatives describe their childhood experiences, the origins of their family, and their battles against adversity. All younger cousins paid complete attention to the entire conversation. The storytelling session added depth to the event, which otherwise would have been limited to dining and recreational activities. The act of sharing personal stories at reunions transforms these events into enduring experiences.
- James Mikhail, Founder at Ikon Recovery Center & Managing Partner at Precious Cosmetics, Ikon Recovery

Form Small Committee to Handle Logistics
A small planning committee should handle all logistical responsibilities. The process of planning with all family members involved turned into a disorganized and time-consuming mess. The second planning effort succeeded because three people took charge of venue selection, food arrangements, and activity organization, which resulted in quick decision-making. The process will slow down when multiple people try to make decisions, so it is better to choose leaders for each task.
- Timothy Brooks, CEO & Co-Founder, Synergy Houses

Anchor Your Reunion With Established Traditions
The foundation for our reunions should begin with established traditions which can serve as the base for further planning. The Saturday night bonfire remains our family’s constant tradition which serves as the main event for our reunions. The remaining activities will organize themselves after establishing the main event. The practice of anchoring with tradition provides a familiar event which brings excitement to people from different age groups.
- Garrett Diamantides, Partner — Southeast Detox, Southeast Addiction Center & Southeast Addiction Center Nashville Director of Medical Billing at Remedial Pro, Southeast Detox Georgia