---
title: "Family Reunion Planner: RSVPs & Budget | Kinfolk Canvas"
description: "Plan a family reunion in one place: households and RSVPs, live headcount, a fair cost split with settle-up, a countdown task timeline and a printable plan."
url: https://kinfolkcanvas.sbs/family-reunion-planner/
---

# 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.

## 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

1. #### More than 6 months before
   - 29 Dec 2026 Agree a date with the key branches of the family and send a save-the-date *(Helen)* done
2. #### 3 to 6 months before
   - 28 Jan 2027 Choose and book a venue: a park shelter, a hall, or a relative’s garden with a rain plan *(Helen)* done
   - 17 Feb 2027 Set a budget and agree how costs will be shared done
   - 19 Mar 2027 Collect current addresses and phone numbers for every household
3. #### 1 to 3 months before
   - 18 Apr 2027 Send invitations with an RSVP-by date *(Grace)*
   - 3 May 2027 Decide on food: caterer, barbecue, or a potluck rota *(Susan)*
   - 18 May 2027 Plan activities for children and something seated for older relatives
   - 2 Jun 2027 Ask relatives to bring old photos, letters and stories to share
4. #### 1 to 4 weeks before
   - 17 Jun 2027 Chase missing RSVPs and give the venue and caterer final numbers
   - 26 Jun 2027 Print the family tree chart, name tags and directions
   - 3 Jul 2027 Arrange a photographer or choose who takes the group photo
5. #### The final week
   - 10 Jul 2027 Confirm food, tables, chairs, shade and parking
   - 15 Jul 2027 Shop for supplies, ice, water and a first-aid kit
6. #### On the day
   - 17 Jul 2027 Arrive early to set up, put up signs, and welcome everyone
7. #### After the reunion
   - 24 Jul 2027 Send thank-yous and share the photos with every household

## 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.

Collecting replies through an online RSVP form? Send yourself a test reply first from a [temporary CleanTempMail inbox](https://cleantempmail.com/) to see exactly what confirmation email your guests will get, without the test landing in your own mail.

## 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.