Tips for Planning a Family Reunion Cruise

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How many times have you discussed or started planning a family/friends reunion only to have it quickly fall apart?  There are so many dynamics and personalities to it that it’s easy to get overwhelmed with the details.  I have been pretty successful at these at both land and cruise reunions so I thought I would put together a list of top tips for making it actually happen.  This is the second part of my family reunion series.  If you missed the first post, “Why Cruises Have Become So Popular for Reunions”, click the link to read it.  Most of these tips pertain to land based reunions as well if you aren't choosing to cruise.  

 

1. Choose a central location.  There are ports all over the country. Instead of choosing a destination first, choose the most convenient departure ports and then choose from the destinations served from those ports.   If everyone is spread out across the country, choose a port that is central, or even better, one where everyone can get there on a direct flight. 
2. Choose a ship that will be comfortable and fun for all ages.  Cruise ships are not created equal.  Depending on who will be coming, whether there are kids and what ages everyone is should greatly impact your ship choice.  All ships cater to a different demographic and you need to find the one that fits all of your guests.  Choose the best ship for your group, not just your favorite. 
3. Choose a cruise line that can accommodate a variety of budgets.  This is often the toughest part.  You will no doubt come across some family members that make a little more money and would like a more upscale ship, while others are on a budget or having to pay for the whole family.  Choose a cruise line that has a variety of price points and cabin styles.  Many have lower price points available, while still having a section of the ship that provides the upgraded amenities and services for those that want them. 
4. Determine a time where the most people can go. Once again, this will depend on whether any children will be attending because it will need to be a time when they are off school and not all school seasons are the same.  This could also mean having to plan the reunion a little further out to allow for the best selection at a peak time.  Also consider their jobs and any specific times that may not be available for them.  In my previous job I was never permitted to take time off at month end because it was always a critical time for our business.  A friend of mine who handles advertising for a TV station can’t go during peak television seasons.  You will never be able to make everyone happy but try to take as much as you know into consideration prior to choosing the date.  Last bit of advice on this, if you are going to ask everyone for their input, instead of asking when they want to go, ask if there are any times they can’t.  It vastly opens up your options and prevents anyone’s feelings being hurt that you didn’t chose the exact week they suggested. 
5. When you throw out the idea to everyone, have a pretty specific plan and let them ask for a change if it’s something they really just don’t want.  When I planned my first reunion with my own family, I said, “who would like to go to Alaska on these dates on this ship”.   It avoids having the back and forth between everyone.  That gets exhausting and will eventually cause you to just give up on the idea.  It also, once again, avoids the hurt feelings when you get multiple opinions and have to choose one of them.   If you plan it out far enough, most people that want to come will be able to make the arrangements to go. 

 

One last bit of advice I have to throw in here.  I realize I am biased on this, but whether it is myself or someone else, find a good travel agent that is equipped to handle groups.  By asking you the right questions, they should be able to provide all of this information without you having to do all the research.  They can also possibly get you extra amenities if your group is large enough.  Plus, some agencies, like my own, are able to create a page on their website that allows everyone to view the information and sign up individually taking you out of the middle.  You want to get everyone to go, but you don’t want to get tied up dealing with all the details.  The agent will handle all of that with each person individually and you get to enjoy your time with family like everyone else.

 

Coming soon, I have part three of this series, which is “What to Do Once You Are Booked”.   Stay on the lookout for that.  And as always, if I can help in any way, please don’t hesitate to reach out to me.  If there are any tips or suggestions that have worked for you, please comment below.