• Top 10 Group Friendly Attractions
• Top 10 Upcoming Events
• Hot Dates for Your Group
• Contact Group Tour Department
• Request For Proposal
• Member Services Directory

Groups

St. Louis Reunions

Reunion Planning Timeline

First Step

18 Months Before the Reunion

1. Committee selects subcommittee chairs
   (Examples of Subcommittees)
   1. Activities (adults/children) -- Organizes and makes arrangements for all activities.
   2. Meals -- Selects menus for the Reunion banquet and all meals in restaurants and/or picnics, etc.
   3. Transportation -- Arranges all transportation needs during the reunion
   4. Gifts/Souvenirs -- Assembles the welcome packets and obtains gifts/souvenirs for attendees
2. Locate addresses of all reunion attendees.
3. Write a letter to all reunion attendees.
4. Contact your local Convention & Visitors Commission (Tourism Department, (800) 325-7962; (314) 992-0643; reichelberger@explorestlouis.com) to assist you with hotels, restaurants and attractions for prices, availability and special group discounts.
5. Develop a plan for fundraising activities, if appropriate.

One Year Before the Reunion

1. Reserve hotel room block, hospitality and/or banquet room.
2. Follow up with the chosen hotel, restaurants and attractions to decide on room block, banquet menus and activities to be included.
3. Determine the budget from the Planning Log. Now it's time for you to decide how the attendees will make payments to confirm the plans. Here are some facts that will help make your decision:
   1. Some services charge a flat rate that can be divided among the attendees; such as chartering a bus, band fee, etc. These charges will be paid in advance.
   2. Some services (i.e. hotel) can be paid individually.
   3. You may need some money in advance for deposits.
   4. For a family reunion you may consider charging a registration fee per family so that larger families are not excluded.
4. Write a letter to attendees.

Six Months Before the Reunion

Contact all possible attractions to find out how much time each visit will take and the cost and location. In transportation is needed, check the charter and tour bus companies in the area for schedules and costs (your CVC can give you information or see the Reunion Planner). Record this information on the Planning Log. As you decide on your activity schedule, don't forget about scheduling time to rest!

Three Months Before the Reunion

1. Send a letter to the attendees to communicate:
   1. Meals planned:
      1. Date
      2. Time
      3. Location
      4. Cost per person/family
   2. Activities planned:
      1. Description (Adults/children)
      2. Date
      3. Time
      4. Location
      5. Cost per person/family
2. Do not forget to order any specialty items (i.e., T-shirts, bags, hats, souvenirs, etc.) for giveaways.
3. Confirm all activities, payment requirements, transportation and schedules.
4. Remind attendees to make their hotel reservation and any final payments.
5. To request a "Proclamation/Welcome Letter" from the City Mayor or County Government Representative (optional). The request must be in writing a minimum of 3 weeks prior to your event. Provide reunion name, address, phone, date of reunion and a self-addressed envelope. Your Proclamation/Welcome letter will be mailed to you or arrangements can be made for pick up.

   CITY

   Ms. Angela Thompson
   City Hall/Mayor’s Office
   1200 Market St.
   St. Louis, MO 63103
   (314) 622-3205

   COUNTY

   Mr. Mac Scott, Director of Communications
   (314) 615-4654

One exciting thing about family reunions is the opportunity to establish traditions. Following are "tradition" ideas:

1. Give awards or prizes for:
   the largest number of immediate family members present
   the oldest family member
   the youngest family member
2. Establish a family scholarship (optional)
3. Have games with prizes at the Welcome Reception that influence everyone to stay and renew acquaintances

Six Weeks Before the Reunion

1. Send a letter and Activities Planning Chart to attendees. Also remind them of:
   1. the date of the reunion
   2. 30-day cut off to reserve hotel rooms, meals, attractions
2. Don't forget to send them the hotel brochure(s) with a detailed map.

Two Weeks Before the Reunion

1. Confirm all reservations at restaurants, attractions and for planned activities.
2. Organize a "welcome" committee that will meet and greet attendees when they arrive at their hotel.

Second Step

During the Reunion

1. Upon arrival, set up the hospitality room at the hotel where attendees can gather and sign up for activities, receive messages and check for program updates (in case any changes occur).
2. Provide the welcome packet including a Visitors Guide.
3. Near the end of the reunion, select next year's committee members and discuss possible sites.

Third Step

After the Reunion

1. Send a "thank you" letter to all family members that were in attendance. Include a survey for suggestions to improve the next reunion.
2. Send a "thank you" note to family members who were especially helpful.
3. Send a "thank you" note to the hotel, restaurants or attractions who offered a "special rate" or amenity.