Chapter Two:
Planning Like a Pro
We've talked about why coming together is so powerful, now, let's get down to the nitty-gritty of how we make these big reunions happen. We're not just talking about a backyard barbecue here (though those are nice too). We're talking about a full-on, conference-style event that'll have folks talking for years to come. So put on your planning hats, because we're about to break this down step by step.
Forming Your Reunion Dream Team
First things first, you can't do this alone. You need a dream team of family members with talents who are ready to put in the work to make your reunions shine. Our Perkins family has structured itself to operate similarly to a business, because our family is so large. We have a National Committee with an officially elected President, Vice President, Secretary, and Treasurer to represent all chapters, and the same structure on an individual State Chapter level.
As our family has spread across the US, we have chapters in many states. The more family members are congregated in one state, the bigger the State Chapter should be, with corresponding titles and responsibilities. Currently, our Perkins Family has chapters in Connecticut/New York, New Jersey, Virginia, the DMV area including D.C. and Maryland, North Carolina, South Carolina, Georgia, Florida, and Texas. As our family continues to grow, we hope to expand these chapters all over the country and beyond.
When choosing the official positions, remember that they are formal titles where the talent should match the position, like a job application. The longevity of your family events and legacy is depends on having properly motivated people who can fill these roles effectively. For these positions, you must choose the most professional members of your family-, people who can run your reunion just like a corporation or business. Working with family can have its challenges, like emotion, ego, and accountability, so you must choose wisely.
Let's break down some of the key responsibilities and personality attributes that a family member should have to properly fulfill the duties of each role.
National Office Roles
President
Responsibilities:
- Provide overall leadership and vision for the family well-being and events
- Oversee all national committees and state chapter leaders
- Make final decisions on major reunion matters
- Serve as the primary spokesperson for the family
- Conduct national meetings and preside over the reunion
- Monitor strong adherence to deadlines and contract terms
- Quickly problem-solve and navigate potential challenges
Key Personality Traits:
- Strong leadership skills
- Excellent communication abilities
- Visionary thinker
- Diplomatic and able to build consensus
- Organized and detail-oriented
- Excellent public speaker
Vice President
Responsibilities:
- Assist the President in all duties
- Oversee specific national committees as assigned
- Step in for the President when necessary
- Coordinate between national and state offices
- Manage special projects or initiatives
- Prepare for presidential role
Key Personality Traits:
- Supportive team player
- Flexible and adaptable
- Strong organizational skills
- Good at delegating and following up
- Proactive problem-solver
Treasurer
Responsibilities:
- Manage all financial aspects of the reunion
- Create and oversee the reunion budget
- Collect and disburse funds
- Maintain accurate financial records
- Provide regular financial reports to the national office
Key Personality Traits:
- Detail-oriented and meticulous
- Trustworthy and transparent
- Good with numbers and financial planning
- Organized record-keeper
- Able to explain financial matters clearly
Secretary
Responsibilities:
- Keep accurate minutes of all national meetings
- Manage all official correspondence
- Maintain family records and contact information
- Coordinate communication between national and state offices
- Assist in creating and distributing reunion materials
Key Personality Traits:
- Excellent writing and documentation skills
- Highly organized
- Good listener with attention to detail
- Proficient with technology and communication tools
- Discreet and able to handle confidential information
State Office Roles
State President
Responsibilities:
- Lead state-level reunion planning efforts
- Approve and facilitate fundraising initiatives
- Keep local family members aware of updates, deadlines, and news
- Represent the state at national meetings
Key Personality Traits:
- Strong local leadership skills
- Good at building and motivating teams
- Knowledgeable about local resources and venues
- Excellent communicator
- Able to balance local needs with national goals
State Secretary
Responsibilities:
- Keep minutes of state meetings
- Manage state-level correspondence
- Maintain local family records and contact information
- Assist in coordinating local reunion activities
- Liaise with the national secretary
Key Personality Traits:
- Well-organized
- Good writing and communication skills
- Familiar with local family members and history
- Reliable and consistent
- Able to manage multiple tasks efficiently
State Treasurer
Responsibilities:
- Manage state-level finances
- Collect local dues and contributions
- Maintain accurate financial records for the state
- Coordinate with the national treasurer
- Assist in local fundraising efforts
Key Personality Traits:
- Financially savvy
- Trustworthy and transparent
- Good at budgeting and financial planning
- Organized and detail-oriented
- Able to work well with numbers and people
Essential Support Roles
Outside of these official roles, let me tell you about the additional talent types needed for the overall success of any reunion. These can be filled by individuals or small teams, but they must not be forgotten.
Here's a list of the talent types you need committed to the success of the reunion:
- The Fun Planner: They're in charge of activities, entertainment, and making sure everyone from the babies to the grandparents has a good time.
- The Food Boss: This person handles all things related to feeding our small army of family members.
- The Tech Wizard: In this day and age, we need someone to manage a website, social media, Facebook group, family app, and all that good stuff, as necessary. This ensures the family is moving into the future and will sustain through societal technological advances.
- The Historian: This person is in charge of documenting the reunion and creating a family history display. This person is also responsible for keeping up-to-date records of births, deaths and family additions for the master records.
Now, when you're picking your teams, make sure you've got folks from different branches of the family tree and different generations. You need every demographic to feel represented. Keep in mind that these roles can be held by an individual or a small committee, but make sure all of these bases are covered.
Timeline: From 12 Months Out to the Big Day
Planning a reunion, especially one this size, is not an easy process. You need to start early and set early deadlines. Here's a month-by-month breakdown of what needs to happen:
12 Months Before
- Form or reconnect your planning committee
- Set the dates
- Research potential locations
- Start getting quotes from venues and transportation
- Begin drafting a preliminary budget
9 Months Before
- Finalize contracts with venues
- Start...
