Plan, Save & Create Memories: The Experts Talk Black Family Reunions

In the beginning, family reunions were mostly held at someone’s house or farm, but hotels are becoming the best options for large traveling families.

“When we examined travel data we found that AA travelers are highly likely to select hotel accommodations over other options, such as vacation homes or a bed and breakfast,” said Hilton’s Richardson. “Family reunion planners should seek accommodations that offer built-in amenities such as all-suites brands, brands that offer complimentary full breakfasts, evening receptions, etc., to help all family members maximize their travel budgets.” She recommends her company’s Embassy Suites by Hilton and Homewood Suites by Hilton brands. Hilton has kicked off its “Count On It” program that is helping family’s plan and save for an easy and stress-free reunion.

Hotels, location and dates are of the utmost importance when it comes to the basics of planning a great reunion.

“Set up a date, location and begin to think about ways you’ll correspond with the family because there is a big part of communication, also the list – who are you sending this invite to?” said Dr. Vargus.

Fitzhugh said her family utilized everything from conference calls and emails to the beloved Facebook groups. And while 94 people showed up, the average number of attendees to African-American family reunions happens to be anywhere from 125 to 200 people.

“When you say family reunion – you must define who the family is – is it grandma, grandpa and the kids? Than that’s easy. But if it’s one of those reunions where you’re going back a generation or a couple of generations there all kinds of branches that jump off that family tree and that takes a bit more work,” said Edith Wagner, Editor of Reunions Magazine.

When it comes to thinking about all generations, Wagner notes that it is important for the planning committee to include all generations, so that teens and other age groups feel engaged as well.

Fitzhugh’s family did a large picnic and a three-hour boat ride where the family ate, laughed, prayed and danced together and where planners had minimal responsibilities and could just enjoy the activity.

And when the family isn’t eating or dancing, both Wagner and Dr. Vargus agree that family ancestry and oral storytelling is an important part and purpose of family reunions. Much like the griots in Africa who recorded a tribe’s history, there is often one person in the family who has collected photos, family trees and ancestry paperwork and can engage the family in history they would never know.

“I think we’ve been a lot more conscious about our family reunions and that’s been part of the goal for the institute – to help and strengthen those reunions and make them have some real meaning,” said Dr. Vargus.

Bringing together a ton of kinfolk, bridging generations and mixing fun with a bit of education may not be a walk in the park but we’ve realized it’s manageable and with the right committee even fun (DIY Motown invites!).

After speaking with Hilton, The Family Reunion Institute, Reunions Magazine, Liberty Travel and three African-American families who planned reunions this summer here are the best ways to plan and save:

1. The Basics: Secure a date, location, budget and multi-generational committee very early on and give yourself one year to 18 months to plan.
2. Location, Location, Location: Even if your reunion is in your hometown, contact the City Visitor’s Bureau. The CVB often has relationships with hotels and caterers that will bid on hosting your reunion, which will save money make planning easier.
3. Fundraise: Host pre-reunion fundraisers to begin paying for events that need early down payments. Think bake sales or yard sales.
4. Clear Communication: Use social media, emails and conference calls so family near and far stay in the know.
5. Save Some Pennies: Consider all-inclusive resorts, cruises, hotels with accommodations, ranches or even planning the reunion around a city’s festival, which takes care of some entertainment. And if you’ve decided to DIY, cook or have a potluck for at least one of the events and cut catering costs.
6. Speaking of Entertainment: Create cross-generational activities such as hustle dance classes, ancestry story telling, boat rides and talent shows.
7. Know Your History: Be sure there is a higher purpose connected to your reunion by providing ancestry, family trees and genealogical information.
8. Easy Does It: Friday evening meet & greet. Saturday morning breakfast, free afternoon, Saturday evening banquet & talent show. Sunday morning church and afternoon picnic. We just planned your reunion, now you get the details.
9. Clean up Crew: Many families forget to actually plan for the clean up. This is a great way to have out-of-town family who could not help with planning feel like they helped out. Secure their help in advance!
10. Have Fun: At the end of the day, this is about you and your family creating lasting memories!

“It’s important to just build memories and know about your family heritage. Family is really the backbone of America and not just the African American family. Knowing the generations, because you might end up marrying your third cousins – you need to know who they are,” Fitzhugh said laughing. “ My children went to every reunion and they get to have those memories.”

“Family left wanting to come back together again and that’s the magic, that’s what we did. Now it’s time to see how we can top this!” said Fitzhugh tired, but full of love and great expectations.