Multi-generational trips, group gatherings and family reunions are back. After spending so much time apart during the difficult Covid years, families are finally able to get back together in real life, without flight restrictions or the worry of enforced isolations.
Whether you want to celebrate a milestone birthday, a special anniversary or simply gather together after years of separation, you’ve now got the freedom to plan something BIG. But it can be a tough task to organize a family reunion, especially if you’re the designated event planner.
We’ve asked our super-helpful Kid & Coe hosts – many of whom are also fantastic event planners and pro family travelers – for their best tips and expert advice on how to plan a family reunion and make your next gathering the best yet.
1. Set Objectives and Scope
What do you want to get out of the family reunion? Is it simply to see each other, or do you want to try new experiences, visit a new country or host a special event? Discuss the idea of a family reunion with as many family members as possible to get a sense of what everyone needs.
“The best experiences are had by those who really embrace the fun holiday vibe – we’ve had three different groups who had fancy dress nights or murder mystery parties during their stays – the villagers were certainly surprised by a gaggle of girls in wigs flying down the hill on rented bikes!”
Clio Wood, host at The Manoir La Croix in France:
2. Choose the Date and Location
This should form the basis of your planning. A single day or evening occasion might only require three month’s notice for an invitation, but if you’re planning a weekend away or international travel, you’ll want to book the best possible accommodation and flights so you should think about planning a year in advance.
- DESTINATION – some smaller destinations, such as the Greek Islands, may only have connecting flights running during the summer months so you might be restricted to traveling May – September when accommodation prices are higher.
- EVENT TYPE – think about whether you need good weather for your choice of activities, which will restrict you to certain times of year. Better yet, choose a year-round destination and make the most of the seasonal activities on offer at the time you visit. Cities, countryside trips or mountain vacations can work well at any time of year.
- PRICE – summer gives you more options if you’re looking for adventures and beaches, but if you don’t need to be outdoors all the time then you might find more availability if you choose somewhere out of peak season, which is great if you’re planning a family vacation on a budget.
“Our estate is perfect for all seasons: cook delicious dinners using produce from the kitchen garden in Summer, or gather round the fireplace and in the library in Winter.”
Jonny Jeffery, host at The Kestle Mill Residence in Cornwall
3. Organize a Planning Committee
Every group will have a natural born organizer. Parents of young kids or those who are traveling with toddlers are likely to be landed with this role as they know best what suits their kids’ schedule and lifestyle. Try to involve some other adults in the process so that you’re taking everyone else’s interests into account, as well as the priorities for your own immediate family.
“I think the most successful family reunions are when you can meet everyone’s needs and tailor make their stay. I always like to ask: ‘how do you want to feel at the end of the trip?’, ‘how many days do you want to have planned activities versus down time?’. It’s important to understand their interests; whether they are foodies, cultural seekers, adventurists or more of a relaxed group. Often, in a large group, it will be a mix of all of those things. Once we have found out what our guests are looking for, we love being able to find activities that satisfy each of those desires.”
Amanda Jennings, host of The Villa Castelle:
4. Keep Everyone in the Loop and Share Information
There’s no end to the usefulness of Whatsapp, where you can gather feedback from the other family members using the Poll function. Once you’ve made some bookings and plans, you can store the information with TripIt, which allows you to share itineraries with family members and synchronize your calendar with your upcoming plans.
“I’m well-used to planning big get-togethers for our guests, and I’ve found the best thing to do is provide FAR more information than you think they could ever need. It puts guests’ minds at ease and means you’re not fielding endless questions from those who prefer not to go with the flow!”
Clio Wood, host at The Manoir La Croix in France:
5. Consider Accommodations and Lodging
Hotels don’t offer that same breakaway space for a relaxed breakfast, game night or private garden. If you want to stay all together, you’ll need to choose the perfect family vacation rental to suit your family group.
If you’re traveling with grandparents or a couple without children, consider a place with separate accommodations.
“Families often come to Le Mas to spend quality time together, which is greatly helped by Le Mazet, the cottage next to the main farmhouse. It’s the perfect bolt hole for grandparents to retire to in peace and quiet, before joining the rest of the family in the summer kitchen, pool and gardens.”
Rupert Springfield, host of Le Mas & Le Mazet in France
6. Plan for Meals and Catering
“Cooking can be the pinch point with a large group, so organize a rota at the start of the week so one person is not left in the kitchen, missing out on pool time. Make sure you have easy options for breakfast so early-rising kids can sort themselves out in the mornings whilst grown-ups have a lie in. We also organize private chefs for a lot of our groups, or even just 1 or 2 catered meals, which means you get to enjoy a proper holiday too.”
Clio Wood: host at The Manoir La Croix in France
Many hosts will help with arranging catering on site or private chefs, but make sure you also think about what you need on arrival: ask if they can supply a welcome basket or pre-order some groceries for you, so you don’t have to make a trip out for food straight away.
“For smaller, more casual gatherings, set up as much as possible the day before and morning of – including a self-serve bar (complete with a large cooler with ice and unopened bottles tucked underneath) an easy menu that can be totally prepped ahead of time, and hiring a helper (even a high school or college student looking to make a little spending money) to clear empty glasses, plates, etc. throughout the party. We also learned the hard way (by spending days after hand washing wine glasses!) that it’s well worth renting a few dozen glasses, which is surprising affordable. They can be returned without washing.”
Kieran DiTullio, host at The Acra Residence in The Catskills
7. Organize Fun Activities
If this is a once-in-a-lifetime experience, consider some brand new activities that nobody has done before, so that everyone starts as a novice.
“We are on the edge of the New Forest for hiking, with the South Coast beaches only 40 minutes away, as well as being close to the Aeges Bowl (home of Hampshire cricket), a range of golf courses and fly fishing! A great area for those who are interested in outdoor pursuits.”
Tamara Arnison-Newgass, host of The Hay Barn in the New Forest
Kids are also a great source of inspiration for fun activities that adults might usually shy away from. Ice-breakers are perfect when you have new additions meeting the family unit for the first time, and unique experiences will ensure you have some amazing memories to take away.
Ask your group how they feel about some of these family-friendly activities and make a shortlist of everyone’s favorite choices:
- Indoor board games
- Sports days in the garden and outdoor activities
- Cultural celebrations and traditions
- Arts and Crafts from YouTube
- Family history sharing and making a family tree
- Kid-friendly outings such as theme parks and play centers
- Food and dining experiences
- Group tours and excursions
- Evening entertainment – think s’mores and bonfires
Find out if there are any location-specific activities that might be on offer too – who knows when you’ll be back in that specific location.
“We offer a rare combination of authentic experiences in this location: landmark cultural history, New Zealand design, art and artefact collections, seeing kiwi and other rare birds in the wild, spectacular coastal landscapes, native bush walks, award-winning winemaking and wine tasting.”
Alexia Boiler from The Landing Estate in New Zealand
8. Make Backup Plans
Make a note of your cancellation period and give your family group a heads up a few weeks beforehand, so you have time to make any changes if you need to, and make sure you have travel insurance set up that covers your destination.
The great thing about a private home host is that they might be able to help you if anything does go wrong. Share the contact numbers for any hosts or concierge team members so that your entire group can get in touch with them if they run into difficulties.
“Worry about the weather, but only to an extent. We got married in the apple orchard behind our farmhouse in the autumn, a slightly precarious time in terms of weather. We did a few things that calmed our nerves in case of rain: cleaned out and strung cafe lights all throughout our barn in case cocktail hour had to be relocated there, bought a few dozen inexpensive white golf umbrellas for guests to make their way to the reception tent in case of rain and renter three more heaters than the caterer we worked with recommended (nobody wants to be cold at an outdoor event!) We ended up with a dry day, but we didn’t regret taking any of those precaution for peace of mind. Also, your guests are generally just happy to be there to celebrate you, no matter what the weather!
Kieran DiTullio, host at The Acra Residence in The Catskills
Technology To Help Plan a Family Reunion
- Budgeting and Financing
Don’t shell out for everything just because you’re the one that’s organizing a family reunion. There can be a lot to cover: food, travel, transportation between venues, supplies, decorations and more.
Talking about money can be difficult with other guests, even when it’s among family. Try using the SplitWise app to keep track of budgets and work out easier ways to split costs within a group.
- Arranging Transportation
Confirm the options for transport after you arrive at your destination. Some smaller destinations may not have enough taxis to transport very large family groups so you might need to pre-book a minibus or multiple rental cars.
If you need to travel long distances by road or you’re planning a driving vacation, take a look at Wanderlog – ideal for help with road trips.
- Capturing the Moments
It’s great if you have someone in your group who’s happy to be the designated photographer. However, if you want the best shots to document a truly special occasion, think about finding a local photographer who can work with you at your destination. Flytographer has expert photographers all over the world who can help with local knowledge, great scenic spots and create unforgettable shots for your family reunion.
Plan Your Family Reunion With Kid & Coe
Explore our Collections to find your own unique vacation rental for a family reunion, or Get Inspired with our team’s picks of what’s trending.
- https://www.kidandcoe.com/destinations/somerset/the-somerleaze-residence
- https://www.kidandcoe.com/destinations/costa-rica/the-papagayo-residence
- https://www.kidandcoe.com/destinations/crete/the-elounda-villa-n-1
- https://www.kidandcoe.com/destinations/estoril/the-rua-do-pinhal-residence
- https://www.kidandcoe.com/destinations/saint-remy-de-provence/the-mas-de-sarret-residence
- https://www.kidandcoe.com/destinations/east-hampton/the-renfrew-lane-residence
