Family reunion planner
Keep the guest list, replies, costs and jobs for your reunion together. Everything saves in your browser as you type, and the whole plan prints on a few clean pages.
This is an example plan. Change anything, or clear it and start your own.
The reunion
Saturday 17 July 2027: 260 days to go.
Coming
9
7 adults, 2 children
Maybe
5
2 households
Not replied
7
1 household
Total costs
£830.00
£103.75 per adult share
Guests and replies
Budget and fair shares
| Household | Shares | Share of costs | Paid | Balance |
|---|---|---|---|---|
| Helen & James Okoro | 2 shares | £207.50 | £600.00 | gets back £392.50 |
| Grace, Liam, Ava & Noah | 3 shares | £311.25 | £95.00 | owes £216.25 |
| Susan & Peter Fairweather | 2 shares | £207.50 | £25.00 | owes £182.50 |
| Great-aunt Joan | 1 share | £103.75 | £0.00 | owes £103.75 |
| Total | 8 | £830.00 | £720.00 | £110.00 still to pay |
To settle up
- Grace, Liam, Ava & Noah pays Helen & James Okoro £216.25
- Susan & Peter Fairweather pays Helen & James Okoro £176.25
- Susan & Peter Fairweather puts £6.25 towards costs not paid yet
- Great-aunt Joan puts £103.75 towards costs not paid yet
Tasks and timeline
3 of 15 tasks done
Countdown timeline
More than 6 months before
- 29 Dec 2026Agree a date with the key branches of the family and send a save-the-date (Helen)done
3 to 6 months before
- 28 Jan 2027Choose and book a venue: a park shelter, a hall, or a relative’s garden with a rain plan (Helen)done
- 17 Feb 2027Set a budget and agree how costs will be shareddone
- 19 Mar 2027Collect current addresses and phone numbers for every household
1 to 3 months before
- 18 Apr 2027Send invitations with an RSVP-by date (Grace)
- 3 May 2027Decide on food: caterer, barbecue, or a potluck rota (Susan)
- 18 May 2027Plan activities for children and something seated for older relatives
- 2 Jun 2027Ask relatives to bring old photos, letters and stories to share
1 to 4 weeks before
- 17 Jun 2027Chase missing RSVPs and give the venue and caterer final numbers
- 26 Jun 2027Print the family tree chart, name tags and directions
- 3 Jul 2027Arrange a photographer or choose who takes the group photo
The final week
- 10 Jul 2027Confirm food, tables, chairs, shade and parking
- 15 Jul 2027Shop for supplies, ice, water and a first-aid kit
On the day
- 17 Jul 2027Arrive early to set up, put up signs, and welcome everyone
After the reunion
- 24 Jul 2027Send thank-yous and share the photos with every household
On the day
Planning with the tool
Add one row per household rather than per person: it matches how invitations and replies really work. Set each household’s adults, children and reply, and the headcount at the top updates as you go. Notes are a good place for dietary needs, step-free access or who is travelling far.
For the budget, list each cost and who paid it. Splitting per person is fairest when households differ in size; children can count as free, half or a full share. The table shows each household’s share, what they have paid, and the fewest payments that settle everyone up.
The suggested checklist starts about six months out. Each task’s date places it on the countdown timeline, and anything past its date and not ticked is marked overdue.
Private by default
Guest names, contacts and notes are saved only in this browser’s local storage. To share the plan with a co-organiser, save it as a file and send it to them; they can open it on this page.
Questions
Can several organisers edit the same plan?
Not at the same time: the plan lives in one browser. Save it as a file and pass it on, and whoever has the latest file opens it here and carries on.
How are leftover pennies handled in the split?
Shares are worked out in whole cents, and any cent left over goes to the households whose exact share was closest to rounding up, so the shares always add up to the total.
Does the timeline send reminders?
No. Nothing is sent from this page. Glance at the timeline when you plan, or print it and stick it on the fridge.