Family Reunion Forum
Re: When The Money Acts Funny
In Response To: When The Money Acts Funny ()
I haven't posted here in forever. But I will share my experience.
The first rule of thumb with reunions is to budget. We used the registration cost for adults and children over a three reunion span to ballpark how much we were going to request family members to pay. Our family is comfortable paying for this a la carte and not with a flat fee. With budgeting, we could over account or slightly overcharge and probably break even.
When we researched hotel contracts for a room block and for a banquet, we inquired the amount of money that was required for a deposit for the banquet and when it was due. We used an INCREDIBLE resource called http://www.hotelplanner.com or Hotel Planner.Com On this website, you post your request for a hotel space with specifics and the hotels come to you to get your business. It’s absolutely free! They also provide a link for you to have your family members reserve rooms without having to call the hotel. This is also free. We divided the deposit amongst the committee members (7 people) and then submitted the check to the hotel. If a committee member was in charge of a specific portion of the event, let’s say the BBQ, they were required to place money upfront for deposits, etc. We signed our hotel contract a year in advance, so committee members had an idea of how much money they had to submit about six months in advance.
As registration came in, committee members were either reimbursed or their registration was covered based on the amount of money they put forward for the reunion. If there was a difference, a committee member would either pay or be reimbursed. This has worked in the past, but I also understand a family members concern about doing all of this.
Another key to breaking even was fundraisers. We put together our first genealogy souvenir book. We overcharged for this by about $3 to $5 per book. We also over charged for t-shirts about $3 to $5 per shirt. In addition, we put together reunion DVDs where we charged $5 (for 2005) and $10 (for 2007). The only cost for this was for the labels, cases and DVDs which I paid for and donated out of my own pocket. I also donated cost of production of the DVDs and souvenir books. If I were to have charged another family, per hour, for the work that was done, it would have easily come in to nearly $1,000.
Our 2009 reunion chair has taken it on to compile an ad book to generate revenue so committee members don’t have to spend any of their own money. We will continue to sell the souvenir book and DVDs as continual fundraisers.