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Free Limited Version Fimark Present’s Legendary Heritage Heirlooms Award Winning Family Reunion Planner The Following Worksheets are Organizer Compatible with Windows MS Word/WordPad or Open Office Planning Time Line Reminder Committees Assignment Worksheets Reunion Evaluation Worksheets Activity Ideas Check List Reunion Events Sheet Site Location Sheet Tasks Scheduling Worksheet Reunion Needs List Lunch Planner Reunion Planner Checklist Family Genealogy Tree Family Web-page Hotel Booking Worksheet Reunion Activities Spectacular Events Planner Music Selection Sheet Reunion Awards Certificates Ideas Directions/Map Next Reunion event Planner Family Reunion Agenda Contents: items in red available in complete version only. The Correspondence Items are compatible with Windows MS Word or Family Reunion Tutorial (complete version) Open Office The Following Items are In Excel Workbooks and/or Open Family Reunion Booklet Maker Office Spreadsheet Format (create database and run Template reports, charts, graphs etc.) Survey Form Sample Welcome Letters Evaluation Questionnaire Attendees Registration Work Book with Reunion Invitations/flyer Registration Roster Reunion Post Cards Dues Ledger Reunion Welcome Letter Survey Report Reunion Labels Complete T-Shirt Roster Reunion Name Tags Budget Calculation Tool Dinner Table Place Cards Timeline Planner Organizer Envelope Designer Checklist Official Correspondence Letter Head Cemetery transcription form Ancestral research work sheet Military records research checklist 1 Heirloom possession verification Thank you for purchasing Fimark’s Legendary Heritage Heirlooms Family Reunion Planner Organizer. We hope you enjoy your family reunion planner kit. This kit includes planning documents crucial to the smooth preparation and execution of action items pertaining to a well planned family reunion event. If you have any questions of how to use the planner please contact us at firstname.lastname@example.org or visit us at http://family-reunion-planner.fimark.net Sincerely, Mark Askew Forward Planning and organizing your family reunion event can be a real challenge. Meeting deadlines and follow thru with committee members is a job in itself. How can you assure that all your action items are executed in a time manner? Announcing Your Event As Early As Possible Good planning and organizing well in advance. With good planning early in the process you will likely get the help and support needed to present a great family reunion. Some planners start as much as two years in advance although 8 to 12 months is usually all that's needed. Print and send out invitations and flyers to your family reunion organizing meeting to get the word out. Access online ecards, invitations and paper greeting cards to send to family members. Create your free family reunion announcement webpage to stir up interest. Order family reunion t-shirts. Register your family reunion at http://family-reunion-planner.fimark.net/family-reunion-registry.html. Create your family tree with the familytree chart at www.lhh.fimark.net/familytree.jpg Organize Your Family Reunion Event 2 Once all members are present its time to organize the event. First choose members of the committee. Each member should be assigned to oversee a specific task. Choose members who exhibit some degree of experience in the given area. When deciding to plan a reunion function it's best to start searching for a good family reunion planner organizer kits. Organizers make it easy to coordinate and manage your family reunion event from choosing committee members to delegating tasks and planning activities. Tips for well planned thoughtful reunion activities, favors and genealogy presentations and awards should be included in your kit. You Won't Miss A Thing Fimark's Legendary Heritage Heirlooms Family Genealogy And Reunion Planner Kit. With this kit there is no need to learn new software or read hours of instructions. The planner loads up in your browser or word processor. Learn event planning as you follow the tutorial and complete the planning forms. 3 Legendary Heritage Heirlooms Family Reunion Planner Documents Courtesy of Legendary Heritage Heirlooms http://family-reunion-planner.fimark.net Complete Family Reunion Planner Contents: Instructions Planning Tutorial Events Sheet Reunion Evaluation Sheet Activity Ideas Check List Site Location Sheet Scheduling Worksheet Committees Assignment Sheet Reunion Needs List Lunch Planner Planner Checklist Time Line Preparation Reminder Family Genealogy Tree Family Web-page Hotel Booking Agenda Reunion Invitations/flyer Reunion Booklet Maker Reunion Post Cards Letterhead Dinner Table Place Cards Labels Name Tags Welcome Letter Reunion Activities Music Selection Sheet Awards/Certificates Directions/Map Next Reunion event Planner Download the Complete Family Reunion Planner at http://family-reunion-planner.fimark.net 4 Instructions: Ascertain that your system meets the following requirements. System Requirements: Pocket PC PDA Laptop Desktop with one of the following: Windows 98/ME/NT/2000/XP 32 MB RAM minimum 2 MB of free hard disk space for program files The file size is approximately 1.7 MB 800x600 minimum (1024x768 recommended) Optional: Adobe Acrobat Reader for pdf version. Save this document to a folder on your hard drive. We recommend you name the folder “Family Reunion Planner” . Once you have saved the document files you can begin any of the following tasks: File transfer to your pda, palm device. File transfer to your pocket pc device. File transfer to your notebook or laptop. You may now begin working with your templates. Proceed to The Tutorial section of the planner. Reminder: As a family reunion planner patron you also get discounts and access to the following: Discounts on services of the family crest design artist: Mark Askew Discounts on services of ancestral portrait artists Octavius Williams Access to the family reunion announcement registry Family reunion planning discussion board Family reunion webpage design Discounts on website fees Discounts on custom made family greeting cards Family reunion debit cards for reunion committee members and other delegates Custom designed family reunion certificates Discounts on family reunion banner design services Discounts on custom design family reunion services 5 Family Reunion Planner Tutorial: 1. Your purpose is to gather information from family members to complete the “Event Planner Worksheet” ,“Scheduling Worksheet” and “Site Location Worksheet” To do this you should first commence announcing plans for a family reunion and select committee member volunteers. 2. Compile a list of family members and their addresses and send out your announcements in the form of ecards, greeting cards, and flyers. Mail a survey to family members asking for their opinions and suggestions for food, entertainment, themes and events. 3. Establish an initial committee meeting time and place where most can attend. 4. Form your initial committee members including the chairperson and treasurer. 5. Using your committees list commence selecting other committee heads. 6. Now review your “consideration elements” . Remember to use the survey you sent out with your initial mailing. 7. As you discuss “consideration elements” record final decisions as to who will do what. Delegate committee heads and volunteers accordingly. Make sure delegations are in harmony with your committee heads department. Avoid overlapping. 8. Now get into the details of planning the event. Using the” Locations and Activities Sheet”. Compare initial mailing surveys to the location and activities sheet. Draw a line thru locations not recommended and narrow down the desired location to about three or four choices. Now take a vote. Follow the same pattern for activities. 9. After deciding on location and activities you now have a better idea of event needs in the form of materials and services. 10. Using the “Needs List” as a starter begin listing all needs for your event with the help and feedback of department heads. 11. Create a ballpark expense list to get an idea of the amount of funds required for the event and activities. 12. Complete the “Agenda Planning For Lunch Program” 13. Complete the “Event Planner Worksheet” ,“Scheduling Worksheet” and “Site Location Worksheet” 6 Family Reunion Planner Tutorial continued: Hand out the following sheets to the appropriate committee head: “Hotel Booking Cost Comparison Sheet” ”Music Selection Sheet” “Music Selection Sheet” ”Activities Tips Sheet” ”Maps/Directions Sheet” ”Hotel Tips” ”Invitations/flyer” “Activities Tips” “Awards/Certificates” “Directions/Map” “Next Reunion event Planner “ 14. Now using your “Advanced Planning Time Table” contact all committee heads several weeks in advance to remind them to complete delegated tasks according to the time line. 15. Before the final committee meeting (schedule on the final day of the reunion) hand out the “Reunion Evaluation Form” to all coordinators, committee heads and volunteers. 16. Compile a list of commendations and a list of suggested improvements from the evaluation forms collected. During your final committee meeting review feedback from the evaluation list and make plans for you next family reunion. 7 Event Planner Work Sheet Date of Event: Day of Week: Time: Location Site: Estimated # of People: Address of Site: Estimated # of Invitations: Contact Person #1: Phone: Pager: E-mail: Contact Person #2: Phone: Pager: E-mail: Theme Colors: Theme: 8 SITE LOCATION WORKSHEET Location: Address: Contact Person: Phone: Web Site Address: Fax: Time Frame: Base Rental Fee: Fee Per Extra Hour: Extra Time: Pre-set up allowed: Set-up Time: Fee: Yes □ No □ Clean-up Fee: Security Fee: Fee for Tables: Fee for Chairs: Number of Tables Needed: Number of Chairs Needed: Fee for Table Clothes: TV/Monitors Sound System Yes □ No □ Yes □ No □ Alcoholic Beverages Electrical Outlets Needed: On-site Caterer: Allowed? How many? _______ Yes □ No □ Allow Us To Bring Food? Yes □ No □ Number of Restrooms ___ Yes □ No □ Other Services/ Notes/Other Amenities: Requirements: Yes No Yes No Handicap Accessible □ □ Outdoor Pool □ □ Handicap Parking □ □ Lake □ □ Plenty of Parking □ □ Fishing □ □ RV Parking □ □ Tennis Courts □ □ Kitchen □ □ Basketball Courts □ □ Play area □ □ Golf □ □ Covered outdoor area □ □ Pool Table □ □ Pavilion □ □ Horseback Riding □ □ Piano □ □ Nearby Park □ □ Meeting Rooms □ □ Volleyball □ □ Miniature Golf □ □ Shopping Mall □ □ 9 SCHEDULING WORKSHEET RSVP Due Date: Final Head Count: Delivery Dates/Times: Setup Time/Date: Clean-up Time: Rental Pickup Date/Time: Tables: _____________ Chairs: _____________ Table Clothes: _______ Other: Other: Other: 10 Time Line Preparation Reminder Advanced Family Reunion Planning Time Line Preparation Reminder One Year in Advance: Commence compiling a reunion journal containing ideas, suggestions, communications, records, etc. Establish events and activities characteristic of family’s interests Compile an e-mail and postal mail list Develop reunion committees Contact tourism bureaus, chambers of commerce, and convention and visitors bureaus for meeting facilities, accommodations, dining, attraction, and event information Ten Months In Advance: Mail out requests for genealogy research help and reunion suggestions including theme, approximate cost, tentative plans, etc. Set a reunion events date Get The Complete Family Planner For The Following Details Six to Nine Months in Advance: Get The Complete Family Planner For The Following Details Four Months in Advance: Get The Complete Family Planner For The Following Details Submit order for t-shirts or souvenirs, decorations Six Weeks in Advance: Complete the directory/memory book and have printed Get The Complete Family Planner For The Following Details Assign tasks to anyone who has volunteered to assist Two Weeks in Advance: Review final checklist Get The Complete Family Planner For The Following Details 11 On Day Before Reunion Event: Get The Complete Family Planner For The Following Details Morning Of Event(s): Get The Complete Family Planner For The Following Details Final Committee Meeting Meet with committee leaders and note in your journal any information which will be helpful when planning your next reunion Nominate a new reunion coordinator to begin planning the next big event Send a couple of your favorite event photos to be included in Reunion Gallery web page 12 Reunion Committees List This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 13 Possible Locations This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 14 Activity Ideas Check Lists This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 15 NEEDS LIST This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 16 AGENDA PLANNING FOR LUNCH PROGRAM This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 17 Reunion Evaluation Form (To be completed by Coordinator, Committee Members and Volunteers) This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 18 A Family Reunion Planning Checklist This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 19 Hotel Booking Cost Comparison This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 20 Family Reunion Correspondence And Name Card Templates Included In The Complete Family Reunion Planner Organizer Fimark's family reunion awards certificates, letterhead, envelopes and name tags with dinner table name cards templates make organizing your family reunion events much easier. Everything you need to correspondence with reunion members is included in the edit and printout interface. Just substitute text with your own details and print to your color printer. Font, and text, colors can easily be adjusted to your liking. The dinner table place cards are for family members to set on the tables at your reunion dinner or picnic. Simply write the surname of the seated on the card face. Family Reunion Family Reunion Invitation Family Reunion Announcement And Envelopes Announcement Flyers Invitation Letterhead Family Reunion Dinner Family Reunion Dinner Table Place Cards Invitation Postcards 21 Family Reunion Correspondence And Name Card Templates Included In The Complete Family Reunion Planner Organizer Family Reunion Name Family Reunion Name Labels Tags Family Reunion Certificate 2" x 4" labels 3" x 4" labels Awards (eight per sheet) (six per sheet) One of the following must be installed on your computer in order to use the templates: Microsoft Publisher, Works, WordPad, Microsoft Word or Adobe Acrobat Reader. Download the Complete Family Reunion Planner at http://family-reunion-planner.fimark.net 22 Family Reunion Booklet Templates Included In The Complete Family Reunion Planner Organizer Family Reunion Booklet Chairperson Welcome Welcome From Local Cover Letter Officials Our Family History In Memoriam Outline of Actiivities 23 Family Reunion Booklet Templates Included In The Complete Family Reunion Planner Organizer Dinner Banquet Program Family Business Cards Family Address Directory Family Address Directory Acknowledgements Blank Sheet Download the Complete Family Reunion Planner at http://family-reunion-planner.fimark.net 24 Music Selection Sheet This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 25 The following Tips Pages can be inserted into a binder. 26 HOTELS Start organizing rooming accommodations for out-of-town family members at least one year in advance. Determine the number and type of rooms that your guests will need. Do you need a dedicated area in the hotel or hospitality suite to welcome your guests? Is this provided in a package rate or at separate cost? Do you need a banquet room for an evening event or reception? What is the cost? Does the hotel allow food and drink to be brought in for your welcome reception? Does the hotel provide catering? Make cost comparisons of at least five local hotels for group rates. Meet with the Hotel’s Group Sales Consultants to discuss your family reunion needs. Arrange to tour the facilities. Genuine hospitality should be demonstrated and courtesy should not be based on the number of expected guests. Remember, you want your family to feel welcomed. You may ask for all rooms to be all on one floor or grouped together. Choose one to three local hotels as options for your guests. Determine the type of hotel based on the amenities that your guests will enjoy, i.e. indoor/outdoor pool; variety of nearby dining options; and convenient to get to from the highway and the other planned family activities. If you have more than one hotel choice for your guests, choose hotels located in close proximity for convenient carpooling. Get driving directions to the hotel(s) for your guests. The Hotel Group Sales Consultant will provide a code for your family members to use when making their reservations. The code will represent your block of rooms for your family. Provide the hotel(s) information to your family members as soon as possible to allow plenty of time for them to make their reservations. You may request from the hotel to view a reservations report for your group to monitor which guests have made reservations. 27 ACTIVITIES Plan a central location to welcome your out-of-town guests. The first event should be a Welcome Reception. This event should be held the first night of the Reunion or the first evening of most of your family’s arrival. Make sure your activities are inclusive of all family members. Be mindful of age and physical limitations when planning events. Suggested Activities: Amusement Park Beach Bowling Cookout with lots of family games and music Dinner Theater Go-Kart Parks Hiking/Biking Horseshoes Miniature Golf Movies Museums Roller Skating Rinks (you may even rent a time for your own family skating party) Shopping Outlets or Malls Tour of the City Set aside at least a portion of one day for your family to just “hang” and do whatever they want to do. The last planned activity should be a group event, i.e. dinner at a Family Style or All-You-Can-Eat Buffet Restaurant. 28 MEALS/MENU Organize times and locations for the whole family to come together for meals. Cooking together can be fun and a great time to swap recipes and tell family stories. The last planned activity should be a group event, i.e. dinner at a Family Style or All-You-Can-Eat Buffet Restaurant. 29 CERTIFICATES Honor family members who reached pinnacles in their life that has enriched your heritage and make you proud of the institution of family. Recognize the oldest living relative, who is still spry enough to grace the dance floor; the cousin who earned a full four-year scholarship to college; the uncle who just retired from a company he worked at for 35 years; the mother and father who celebrates 50 years of wedlock; or the grandmother who lives to see four generations. Legendary Heritage Heirlooms will provide a portrait of the honored family member on the certificate. 30 MUSIC If and when music is selected for any of your planned events, be mindful of respecting the consciences of all your family members. It is likely, that not all will have the same taste in music. Choose music that most can relate to and will enjoy. Arrange for one family member to be in charge of the music. Be mindful of the volume of the music if played in public areas. Older family members may also be sensitive to loud volume. 31 DIRECTIONS/MAPS Have on hand copies of driving directions and maps to all locations of events for your out-of-town guests. And even some of your local family members may need to know how to get to the cookout at Aunt Shirley’s house. 32 Fund Raiser Ideas Silent Auction Create family heirloom using photos of ancestors Research ancestors hobbies, business, trade, clubs, talents ect. Auction off certificates, business documents, deeds Write up a short biography of individual(s) Auction off biography Have artist paint beautiful colorful 18x24 portrait. Auction off portrait heirlooms Video tape the research events from start to finish – Auction off video Have custom designed greeting cards covering every annual celebratory event of the year with family members name inscribed on the card. Place cards in a gift basket. Auction off the cards For help with these fund raisers ideas go to http://lhh.fimark.net 33 Advance Family Reunion Planning Time Table This feature is not available in the limited free version. To download the complete version go to http://family-reunion-planner.fimark.net 34 Next Reunion Plans Date: Location: Activities: 35