I was very transparent with the rest of the family regarding the reunion finances. All reunion organizers should be upfront with family members about all cost involved in the reunion planning. It was important for our family because money had been misappropriated at past reunions and family members were skeptical about participating in future reunions.

The best way to do this is to prepare a spreadsheet to keep track of your funds and your expenses as they come in. The Microsoft Office website has some Excel spreadsheet templates for event planning budgets. This is the speadsheet I used to for our family reunion budget http://office.microsoft.com/en-us/templates/TC060784121033.aspx?CategoryID=CT101172321033

You can have a meeting during the reunion or provide the information on your website after the reunion. However, if you wait until after the reunion you will be able to provide a more accurate report. If you have a business meeting during the reunion you may have to estimate some of the cost on your report if you haven't paid everyone by the day that your reunion rolls around. You also may understate the amount of money you received if someone submits their payments late.

It also helps to provide copies of receipts or invoices with your report to show what the money was spent on.