December 11, 2003

Travel Times

Planning a destination family reunion
As more families begin planning family reunions at resorts and on cruise ships, people are turning to local travel agents for help. These people are well acquainted with cruise ships and resorts that specialize in family travel, and they help families with last-minute itinerary changes and family members with special needs.

Planning the event
Family reunions are unique because they can include people from all over the country, each with different interests. Family members can span four generations, so it’s important to consider ages and physical limitations when planning activities.

“The most important thing to remember when planning a family reunion is to allow enough time to plan for big event,” said Eilene Jessup, owner of the Travel Desk in Almaden. “It’s courteous to give family members enough advance notice to adjust their schedules in order to attend the reunion. If not, some may not be able to attend.” Jessup also said that when planning a family reunion don’t try to control the whole event. Give people some free time.

She suggests holding the family reunion on a cruise ship or at an all-inclusive resort. Each offers entertainment options for every generation and can take much of the stress out of planning activities around varying interests. Both resorts and cruise ships offer venues that are large enough to accommodate activities for everyone and offer a variety of things to do. Many of today’s cruise ships are 12 stories high, a spacious place to have a reunion. 

Select a date, stick with it
Picking a date that works for everyone can be one of the most difficult—but important—steps in planning a family reunion. It’s important to ask the family for suggestions. Also, avoid busy times of the year, such as major holidays or during graduation season.

Once the date is set, communicate your plans to everyone with a mailed newsletter or e-mail to generate interest in the reunion. E-mail is not only inexpensive, but allows family members to ask questions and provide feedback. Family members will get excited and may begin preparing photo albums and locating documents and memorabilia to add lasting memories for everyone attending the reunion.

Resorts
A family reunion at an all-inclusive resort can be a great way to relax from the stress and strain of daily life and leave time to visit with your family. Resorts offer pools, spas, fitness rooms, game rooms, restaurants and banquet facilities. Many hotels offer weekend, off-season and group discounts that make this an especially attractive possibility.

A reunion at an all-inclusive resort is a great way for family members to bond and share childhood memories.

Cruising
A reunion at sea offers something for everyone. Cruises allow family members to individually participate in everything from kids’ programs to relaxing spa treatments.  One of the best things about choosing a cruise for a family reunion is the fact that food and lodging costs are included in the cruise price. On a cruise, you’ll be able to control costs more easily. And you won’t be spending time trying to make reservations for 32 people or haggling over the bill.

Those with more money can choose more deluxe accommodations, while those with smaller budgets can book inexpensive inside accommodations. Best of all, if you’re having a reunion, you can dine together quite easily without any additional cost. You’ll also be thankful that an army of professional singers, dancers and comedians are on hand to delight everyone in the group.

When you are booked as a group on a cruise ship, it is possible to add special benefits for all the passengers, such as a private cocktail party, a personalized cabin gift, or shore tour excursion at no additional charge.

Group leaders
Group leaders for family reunions play an important role in helping travel consultants provide the highest quality service and good communication among members of the group. It’s also a way to earn extra vacation privileges, or pass the savings along to other family members. Normally, group leaders receive one free passenger ticket for every 16 fully paid passengers. As a group leader, your responsibility is to gather people who will go on the selected cruise or tour. Then you serve as a contact for the group to arrange payments, document delivery addresses, and assist the travel agency in making sure everyone has an enjoyable time. 

For additional information on planning family reunions and how to become a group leader, call Eilene Jessup at the Travel Desk, 408 723-0283.

—By Sean Eastwood