75 Grand Army Highway (Route 6) Swansea , MA 02777 • MA Line: (508) 678-3901 • RI Line: (401) 861-2780 • venus@venusdemilo.com

Planning a Fun Family Reunion at a Swansea Banquet Facility

Planning a Fun Family Reunion at a Swansea Banquet Facility

When most people picture a family reunion, they see a country-style picnic with three-legged and burlap sack races, cheered on by multiple generations. However, today’s family reunions have become more sophisticated, sometimes spanning an entire weekend that brings everyone together for fun activities, opportunities to catch up, and a formal dinner at a local banquet facility. Swansea, MA event planning should begin by picking a date and a location. If you have a lot of family members coming in from out of town, make sure to choose a date that is travel-friendly and convenient. This should be done a year in advance. If you have an annual family reunion, it should occur every twelve months and be predictable, such as the third weekend in August or on a three-day weekend for Memorial Day.

Form a Committee
If this is your first family reunion, you should start by forming a committee. Try to bring in a representative from each generation, encouraging great-grandparents, grandparents, parents, and kids to participate in the planning. You should begin by discussing locations for a South Coast event venue. Schedule a tour of the facility and make sure to discuss your ideas with the on-site planner for social gatherings and special occasions. They can help you with staging ideas for all of the games, activities, and food service that you require for your special celebration.

BONUS TIP: You will not be able to please everyone with the dates and locations that you select for your Swansea, MA event planning. However, planning a year in advance gives people a chance to make changes to work schedules and vacation plans to attend even if they think they won’t be able to initially.

Create a Budget
Figure out how much money you have to spend on the event. If you are including other activities, such as a trip to a local water park or beach, make sure to add that with the per-person charge for the event. Let everyone know that 50 percent needs to be paid in advance and the other 50 percent should be paid at least 30-60 days before the event, so there are no issues with finances on the day of the event. You can split the cost-per-person or per family, depending on the activities and the number of children in each household to make sure everything is fair.

Secure the Venue
Once you decide where you will be holding your event, make sure to secure the venue. You will need to put down a deposit on the local banquet facility and start talking with the on-site event coordinator about decorations and other elements that you want to include. If you decide to hire a DJ or a band for some dancing, make sure you are aware of any insurance requirements for the South Coast event venue. The more you can figure out ahead of time, the less stressful it will be in the days and weeks working up to the event.

Delegate Jobs to Family Members
One way to help everyone feel that they have contributed is to recruit different individuals to be in charge of specific areas, such as finances, lodging arrangements, food service, communications, entertainment schedules, reservations tracking, photographer or memory gathering, and welcoming committee. The welcoming committee should be in charge of making name tags, creating signs, introducing cousins and new family members, etc. Make sure that each department is aware of the job that they need to do as part of the Swansea, MA event planning for the family reunion.

Send Out Invitations
Again, the sooner you can do this in advance, the easier it will be to complete all of the planning for the South Coast event venue. Eleven to twelve months in advance is standard. Make sure that the invitation includes costs per person or family and requests essential information, such as lodging requirements, T-shirt sizes (if you are going to do a family T-shirt for the event), and the number of people who will attend. This information is vital to the success of your event. Allow people to respond via snail mail, email, phone, or consider creating an online event form that they can use to register and check in on updates to the family reunion planning committee.

Visit Venus de Milo in Swansea, MA
If you are planning social gatherings and special occasions in the near future, consider our well-appointed and spacious banquet facility for your Swansea, MA event planning. The world-famous Venus de Milo is a popular spot for everything from weddings to birthdays, charity events to corporate gatherings, family reunions and everything in between. Give us a call at 508-678-3901 and speak with our on-site event coordinator to schedule a tour of our South Coast event venue or to check on availability for your upcoming event.

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