Creating a Guest List - Summit County, Colorado

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Creating a Guest List Creating a Guest List Who do you want to invite? Figure out if you have the addresses to all the people who you would like to invite, and if not, start tracking them down. Usually, someone in the family will be able to get in touch with one of them. Once decided who is coming, assign a duty for them to fulfill. This way everyone feels as if they are a part of the reunion. The best is to set up committees to be in charge of one aspect of the reunion. Below is an outline of the committees and the duties that they are expected to perform. 1. Finance Committee – They keep track of who has paid and how the money will be used. There should be a checking account specifically for this purpose to write checks to other committees for supplies etc. Just one very responsible person should be in charge of the checkbook to authorize the money to each committee head. This one person is the only person who will write checks. 2. Food Committee – These individuals are responsible for the method in which the guests are fed. They can either bring their own food, plan to have certain meals paid for and others a free for all, organize a potluck where everyone brings something, or a restaurant gathering. This committee is responsible for plates, silverware, napkins, and making reservations wherever they decide to dine. 3. Activities Committee – This committee is responsible for putting together the activities that each of the individuals are to participate in while they are gathering together. Depending on what time of the year, this could include, biking, hiking, snowshoeing, horseback riding, bingo, games, church service, whitewater rafting and skiing. Summit County’s Activity Center will be able to book these and other activities for large groups. 4. Fundraising Committee – This very driven committee will be ultimately responsible for organizing money-making ventures to help fund the family reunion. These can include, auctions, cakewalk, craft show, bake sale, and raffles just to name a few. 5. Family History Committee – This committee is responsible for collecting family memorabilia to showcase at the family reunion. They can create a large timeline of genealogy, which can be hung on a wall, that shows who is a part of which family. Gathering pictures, newspaper clippings, and other related historical relics to add to the family history display. 6. Photography Committee – Hopefully you have chosen those individuals who have a knack for the perfect image. This committee is responsible for making sure that the entire reunion is documented appropriately with numerous photos and excellent candid shots. This committee may opt to have videotapes made and distribute it to each of the family members. 7. Accommodations Committee – This group should be well experienced in dealing with bulk room discounts and making deals. They need to make sure that every person attending the reunion has a place to stay and if they need any extra assistance (elderly, children, etc) that the accommodations account for this. 8. Welcoming Committee – Is ultimately responsible for all the little extras that is part of the reunion. For example if you are handing out party favors, making sure that everyone is comfortable in their room, and greeting everyone as they arrive with name tags if that is what you have planned. Teenagers are great at this position. 9. Set up and Clean Up Crew – If you do not hire someone to take care of this duty you will have to find the strong men or woman who can be in charge of setting up the chairs, tables, and other decorations for the reunion.

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