Free Template
Multi-Day Family Reunion Schedule Template
Three days planned down to the hour.
Multi-day reunions are the most memorable - and the hardest to coordinate. Without a detailed schedule, meals run late, key events conflict, and guests with kids or travel constraints feel lost. This hour-by-hour template covers a full Friday-through-Sunday reunion from arrival to checkout, with every meal, activity, and transition accounted for.
Or copy the template below
| Day & Time | Event | Location | Responsible |
|---|---|---|---|
| FRIDAY | |||
| 2:00 PM | Venue access / organizer setup | Full venue | Organizing team |
| 3:00 PM | Early arrivals welcome | Main entrance | Welcome volunteer |
| 5:00 PM | Registration opens | Front table | Registration lead |
| 6:30 PM | Welcome dinner | Dining area | Caterer |
| 8:00 PM | Bonfire & s'mores, ice cream bar | Fire pit | Activities lead |
| 10:00 PM | Lights out (optional curfew) | ||
| SATURDAY | |||
| 7:00 AM | Coffee & pastries out | Dining area | Food lead |
| 7:30 AM | Full breakfast buffet | Dining area | Caterer |
| 9:00 AM | Family Olympics kickoff | Main field | Activities lead |
| 11:30 AM | Family Olympics finals & awards | Main field | MC |
| 12:00 PM | Lunch | Dining area | |
| 1:00 PM | Group photo | Front steps | Photographer |
| 1:30 PM | Free time (pool, games, rest) | Throughout | |
| 3:00 PM | Kids' activity | Kids area | Kids lead |
| 4:30 PM | Family meeting: milestones & news | Main pavilion | MC |
| 5:30 PM | Group photo (seniors only) | Pavilion | Photographer |
| 6:30 PM | Saturday dinner BBQ | Main field | Caterer |
| 8:00 PM | Family trivia night | Main pavilion | MC |
| 9:30 PM | Dessert & socializing | Main pavilion | |
| SUNDAY | |||
| 8:00 AM | Farewell brunch | Dining area | |
| 9:30 AM | Memory book collection / last photos | Pavilion | |
| 10:00 AM | Closing remarks / next reunion preview | Main pavilion | Organizer |
| 10:30 AM | Checkout & cleanup begins | Full venue | All |
| 12:00 PM | Venue vacated |
Skip the Copy-Paste - Reunly Does This Automatically
This template gives you the framework. Reunly fills it in from your actual data - RSVPs, headcounts, dietary notes, and budget - in real time. No spreadsheet juggling, no version confusion.
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Frequently Asked Questions
What's the hardest part of scheduling a multi-day reunion?
Meal timing - everything else flows around it. Lock in breakfast, lunch, and dinner times first (coordinate with caterer), then build activities around the meals. If meals run late, everything else cascades.
How much free time should a multi-day reunion have?
At least 3-4 hours of unstructured free time per day. Reunions are about catching up - structured activities should support that, not replace it. A common mistake is over-programming Saturday and burning people out before Sunday.
How do I handle guests who leave early or arrive late?
Note in your schedule which events are 'must-be-present' (group photo, closing remarks) vs. optional. Communicate early-departure checkout procedures clearly so those guests aren't scrambling.
Should I build in rain backup plans?
Yes - for every outdoor activity. Note the backup in the schedule: 'Rain: move to main pavilion.' Communicate this to guests in advance so nobody is surprised when the plan shifts.
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