by Peggy Strickland

Created on: February 07, 2010

Put together a phrase conjuring a time honored tradition – “Family Reunion;” with a two part word that exemplifies cooking fun - “cookout;” and you have the ultimate in family celebration - a “Family Reunion Cookout.”

Planning such an occasion can be a daunting task, particularly if your family is large and far-flung.  Organizing the event can sometimes come about from a few family members simply saying “let’s do it,” without firming up the when, where, what and who.  If you end up designated host, by design or by luck of the draw, there are a few things that you can do to simplify the proposition.

Organize and Delegate

Draft willing family members to help coordinate.

Maybe first cousin Mary Sue is computer savvy and will make up some cute flyers or invitations.  You may want to request Aunt Sally’s pound cake that is renowned throughout the family, or Uncle John’s famous homemade barbecue sauce.  The cousins may be sports enthusiasts possessing horseshoes, volleyball setup or the like.  Does anyone have access to swimming pool, folding chairs, a tent or pavilion or maybe extra propane tanks for cooker or grill? 

Take advantage of the expertise and wherewithal of family to defray the cost of food, supplies and services. 

Contact and Request RSVP

If no such person as cousin Mary Sue exists or is willing to handle e-invites, consider mailing out inexpensive post cards or small note cards with date and contact information, at least.  Determine whether the cost of postage will be shared between family members or borne by you.  Specify a date by which you need to know whether the family is attending.  Provide a phone number or email address for responding.

Perhaps you would rather phone each family head personally with an invite, or have another family member do this.  Be ready with all particulars.  Allow enough time for the “I’ll have to get back to you” responses, but stress that you need to know by a certain day.

Plan the Menu and Make a List

Before you can purchase materials and supplies, plan a menu.  Decide if you will provide all food or if you will use a “covered dish” approach where everyone brings something. 

If you need food or supplies provided, make a list of who is coming and what they will bring.  You don’t want twenty-seven salads and no bread.  Likewise you

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