Travel Reunion Planning Guide
Transform "we should meet up again" into an unforgettable reunion
94%
Success Rate
82%
Average Attendance
6 Months
Ideal Planning Time
Your 6-Month Planning Timeline
6 Months Before: Foundation
- Create dedicated communication channel (WhatsApp/Discord)
- Send initial interest survey
- Form planning committee (3-5 people)
- Set tentative dates with 3 options
- Establish rough budget expectations
4 Months Before: Lock It In
- Finalize dates based on majority availability
- Research and vote on destination
- Scout accommodation options
- Create shared planning document
- Set payment deadlines
2 Months Before: Details
- Book accommodations and activities
- Finalize attendee list
- Create detailed itinerary
- Arrange transportation
- Collect final payments
1 Month Before: Final Prep
- Share final itinerary and packing list
- Confirm all bookings
- Create emergency contact sheet
- Plan welcome gifts/swag
- Set up photo sharing system
Location Selection Framework
Pro Tip: Score each potential location on these factors (1-10) and multiply by weight to find your ideal spot!
Accessibility
High Priority- • Direct flight availability from major hubs
- • Distance from nearest airport
- • Local transportation options
- • Visa requirements
Budget Friendliness
High Priority- • Accommodation price range
- • Food and activity costs
- • Group discount availability
- • Off-season pricing
Activities & Experiences
Medium Priority- • Variety for different interests
- • Group-friendly venues
- • Weather reliability
- • Cultural experiences
Group Logistics
Medium Priority- • Private space availability
- • Restaurant capacity
- • Transportation for large groups
- • Flexible booking policies
Smart Budget Planning
Budget Calculator
Accommodation
35-45%- ✓ Book entire properties for better rates
- ✓ Consider vacation rentals over hotels
- ✓ Look for free cancellation options
Transportation
25-35%- ✓ Group flight bookings for discounts
- ✓ Charter buses for local transport
- ✓ Include airport transfers
Activities
15-20%- ✓ Mix free and paid experiences
- ✓ Book group rates in advance
- ✓ Keep some budget for spontaneous fun
Food & Drinks
15-20%- ✓ Plan some group meals
- ✓ Stock shared groceries
- ✓ Set expectations for splitting bills
Contingency
10%- ✓ Emergency fund for issues
- ✓ Currency fluctuations
- ✓ Last-minute changes
Activity Planning Guide
Adventure
→ Hiking
→ Zip-lining
→ Snorkeling
→ City tours
Relaxation
→ Beach time
→ Spa day
→ Sunset watching
→ Pool lounging
Cultural
→ Local markets
→ Cooking classes
→ Museums
→ Food tours
Bonding
→ Game nights
→ Group dinners
→ Talent show
→ Story sharing
Copy & Paste Email Templates
Initial Interest Email
Gauge interest and availability
Subject: 🌍 Let's Plan Our Epic Reunion!
Hey [Group Name]!
Remember when we said "we should do this again sometime"? Well, I'm making it happen!
I'm organizing a reunion trip and want to know who's interested. Here's what I'm thinking:
📅 Timeframe: [Month/Season Year]
📍 Potential destinations: [List 3-4 options]
💰 Estimated budget: $[X] per person
⏱️ Duration: [X] days/nights
Please fill out this quick survey by [Date]: [Survey Link]
Questions to answer:
1. Are you interested? (Yes/Maybe/No)
2. What months work best for you?
3. Budget comfort level?
4. Destination preferences?
5. Any must-haves or deal-breakers?
Let's make this happen!
[Your Name]
Booking Confirmation
Secure commitments with deposits
Subject: 🎉 [Destination] Reunion is ON! Action Required
Hello [Group Name]!
Based on everyone's input, here's our official plan:
✈️ Destination: [Location]
📅 Dates: [Specific dates]
🏨 Accommodation: [Details]
💵 Total Cost: $[X] per person
TO SECURE YOUR SPOT:
1. Send $[X] deposit by [Date]
2. Payment methods: [Venmo/PayPal/Bank details]
3. Include your name in payment notes
IMPORTANT DEADLINES:
• Deposit due: [Date]
• Final payment: [Date]
• Last day to cancel with refund: [Date]
Accommodation details: [Link or attachment]
Draft itinerary: [Link or attachment]
Questions? Reply to this email or message in our group chat.
Can't wait to explore [Destination] with you all!
[Your Name]
Final Details Message
Share logistics before departure
Subject: ✈️ [Destination] in [X] Days! Everything You Need
[Group Name]!
WE'RE ALMOST THERE! Here's everything for our reunion:
📋 FINAL ITINERARY
[Attach detailed schedule]
✈️ FLIGHT INFO
Please share your arrival/departure times in the spreadsheet: [Link]
🏨 ACCOMMODATION
Address: [Full address]
Check-in: [Time] | Check-out: [Time]
Confirmation: [Number]
🚐 TRANSPORTATION
• Airport pickup: [Details]
• Local transport: [App/Service recommendations]
• Group activities transport: [Arranged/Individual]
📱 IMPORTANT CONTACTS
• Emergency contact: [Name & Number]
• Accommodation: [Number]
• My phone: [International number]
• Group chat: [WhatsApp/Other link]
🎒 DON'T FORGET
□ Passport (check expiration!)
□ Travel insurance info
□ Medications
□ Chargers & adapters
□ Swimsuit & sunscreen
□ Comfortable walking shoes
□ [Destination-specific items]
💰 MONEY MATTERS
• Currency: [Local currency]
• ATMs: [Available/Limited]
• Shared expenses tracking: [Splitwise/Other app]
See you all soon!
[Your Name]
Keep the Magic Alive: Post-Reunion
Within 1 Week After
- Share Photo Album Create shared Google Photos/Dropbox folder for everyone's pictures
- Send Thank You Message Acknowledge everyone who helped make it special
- Gather Feedback Quick survey: What worked? What could improve?
Within 1 Month After
- Start Next Reunion Discussion Strike while enthusiasm is high!
- Create Reunion Video/Book Compile highlights into a keepsake everyone will treasure