Family Reunion Planning Guide 2026: Checklist, Budget, Timeline + Venue Tips

1. Decide What Kind of Family Reunion You Want

Before you compare venues, ask relatives for money, or plan activities, decide what kind of experience you want to create.

Consider these questions:

• Do you want a simple afternoon picnic?
• Do you want a full weekend with several activities?
• Will most relatives drive or fly?
• Are you inviting several generations?
• Do you want a casual gathering or a formal celebration?
• Will the reunion focus on family history, entertainment, or both?
• How much can the average household reasonably afford?

Your answers will help you choose one of the following reunion formats.

One-Day Local Reunion

A one-day local reunion is usually the easiest and most affordable option.

It may be appropriate when:

• Most relatives live within driving distance.
• Your family includes people with different income levels.
• You want to maximize attendance.
• You have a large guest list.
• You want to avoid hotel and transportation expenses.

Possible venues include:

• A public park pavilion
• A church hall
• A community center
• A school or recreational facility
• A family member’s backyard
• A neighborhood clubhouse

You can plan a meal, group photograph, children’s activities, family trivia, music, and a short family history program without creating a complicated schedule.

Weekend Family Reunion

A weekend reunion gives traveling relatives more time to visit without requiring a long vacation.

A simple weekend schedule might include:

• A casual Friday evening welcome event
• A Saturday picnic or banquet
• A Sunday breakfast or farewell gathering

This format may be a good choice when relatives are traveling from several cities or states. It gives people more time together while keeping the main activities concentrated within two or three days.

Destination Family Reunion

A destination reunion may include a resort, cruise, beach property, vacation rental, or popular tourist location.

This type of reunion works best when:

• Your guest list is relatively small.
• Most relatives have similar travel budgets.
• Family members can make an early commitment.
• You clearly explain deposits and cancellation rules.
• Guests have enough time to arrange transportation and lodging.

A destination reunion can become expensive quickly. Before making reservations, ask relatives whether the proposed cost is realistic. Do not assume that a verbal expression of interest is a firm commitment.

2. Build a Small Planning Team

You do not need a large committee. You need a small group of dependable relatives who understand their responsibilities.

Choose one lead coordinator who can make final decisions when the committee cannot reach an agreement.

You can assign the following roles:

Lead Coordinator

The lead coordinator should:

• Maintain the planning timeline.
• Schedule committee meetings.
• Confirm major decisions.
• Keep each volunteer focused on assigned tasks.
• Serve as the main contact person.

When you invite relatives to join the committee, you can adapt the wording in these meeting invitation email samples.

Budget Coordinator

The budget coordinator should:

• Estimate expenses.
• Track deposits and balances.
• Collect contributions.
• Save receipts.
• Record refunds and reimbursements.
• Provide regular budget updates.

Venue and Travel Coordinator

This person should:

• Research venues.
• Review contracts and cancellation policies.
• Confirm parking and accessibility.
• Find nearby lodging.
• Communicate with vendors.
• Prepare directions and travel information.

Food Coordinator

The food coordinator should:

• Choose between catering, potluck, or a hybrid meal.
• Estimate serving quantities.
• Collect dietary and allergy information.
• Assign potluck categories.
• Organize drinks, ice, serving supplies, and cleanup materials.

Activities Coordinator

This person should:

• Plan age-appropriate activities.
• Organize the family program.
• Prepare games and prizes.
• Schedule the group photograph.
• Collect family history materials.
• Arrange music or entertainment.

Communication and RSVP Coordinator

This person should:

• Maintain the family contact list.
• Send invitations and reminders.
• Track RSVPs.
• Answer common questions.
• Communicate schedule or weather changes.
• Contact relatives who do not use email or social media.

Give each person one clearly defined area of responsibility. Shared responsibility often becomes no responsibility when everyone assumes someone else will handle the task.

3. Create a Complete Family Contact List

Your planning will be much easier when you have one accurate family contact list.

Record the following information for each household:

• Name
• Mailing address
• Email address
• Phone number
• Preferred communication method
• Number of adults
• Number and ages of children
• City and state
• Travel needs
• Accessibility needs
• Dietary restrictions
• RSVP status
• Payment status

Ask relatives to review and update their contact information before you send the formal invitation.

You may need to communicate through several methods. Some relatives may prefer email, while others may respond more reliably to a mailed invitation, telephone call, or text message.

Do not rely entirely on a private social media group. Some family members may not see the post or may not use that platform.

4. Choose the Date Without Waiting for Perfect Agreement

Trying to find a date that works for every relative can delay planning for months.

Instead, offer three to five realistic choices and set a response deadline.

Ask relatives to consider:

• School schedules
• Work obligations
• Religious observances
• Graduation dates
• Major holidays
• Family weddings
• Local festivals
• Seasonal weather
• Travel costs
• Existing vacation plans

Once the deadline passes, choose the date that works for the largest number of people, especially key elders and relatives who must travel long distances.

You do not need unanimous agreement. You need enough information to make a reasonable decision and move forward.

After selecting the date, send a save-the-date message immediately. You do not have to wait until every activity is finalized.

5. Set an Honest and Affordable Family Reunion Budget

Your budget should be established before you reserve expensive services or announce a required contribution.

Start by separating fixed expenses from expenses that change with the number of guests.

Fixed Reunion Expenses

Fixed expenses may include:

• Venue rental
• Security deposit
• Park permit
• Insurance requirement
• Tables and chairs
• Tent or covered shelter
• Sound equipment
• Entertainment
• Photography
• Decorations
• Signs and banners
• Website or registration expenses

Per-Person Expenses

These costs may increase as attendance grows:

• Food
• Drinks
• Ice
• Plates and cups
• Name tags
• Welcome bags
• Reunion shirts
• Activity supplies
• Printed programs
• Transportation
• Admission tickets

Add an Emergency Cushion

Set aside part of the budget for unexpected expenses.

Possible last-minute costs include:

• Extra food
• Additional seating
• Replacement supplies
• Weather-related changes
• Vendor fees
• Cleanup charges
• Transportation assistance

Do not spend the emergency amount on optional decorations early in the planning process.

Choose a Fair Contribution Method

You might use one of these approaches:

• One price for every adult
• A reduced price for children
• Free attendance for very young children
• One price per household
• Voluntary donations
• Assigned food or supply contributions
• Sponsorships from relatives
• A combination of fees and donated items

Explain exactly what the contribution covers. Relatives are more likely to pay promptly when they understand how the money will be used.

When you need help asking for contributions, you can adapt the respectful structure in these official request letter samples.

Make Room for Financial Hardship

Some relatives may want to attend but may not be able to afford the full cost.

You can offer alternatives such as:

• A private payment arrangement
• A reduced contribution
• Volunteering during the event
• Bringing food or supplies
• Sponsorship by another relative
• A family assistance fund

Handle financial hardship privately. Do not publish a list of relatives who have not paid or who received assistance.

6. Use a Simple Family Reunion Budget Worksheet

You can organize your budget under the following categories.

Venue

• Rental fee: $________
• Permit fee: $________
• Security deposit: $________
• Insurance: $________
• Cleaning fee: $________

Food and Drinks

• Catering or groceries: $________
• Beverages: $________
• Ice: $________
• Desserts: $________
• Serving supplies: $________

Equipment and Setup

• Tables: $________
• Chairs: $________
• Tent or shelter: $________
• Sound equipment: $________
• Extension cords: $________
• Signs: $________

Activities

• Games: $________
• Prizes: $________
• Children’s supplies: $________
• Entertainment: $________
• Photo booth supplies: $________

Printing and Communication

• Invitations: $________
• Postage: $________
• Programs: $________
• Name tags: $________
• Registration supplies: $________

Optional Items

• Reunion shirts: $________
• Welcome bags: $________
• Decorations: $________
• Professional photography: $________
• Family history materials: $________

Emergency Reserve

• Unexpected expenses: $________

Final Calculation

• Total estimated expenses: $________
• Expected donations or sponsorships: $________
• Remaining amount to collect: $________
• Expected number of paying guests: ________
• Suggested contribution per person: $________

Update the budget whenever your expected attendance changes.

7. Choose a Venue Based on Comfort and Convenience

A beautiful venue will not help your reunion if relatives cannot park, older guests cannot reach the activity area, or there is no shelter during bad weather.

Evaluate each venue using practical questions.

Capacity and Layout

Ask:

• How many people can the venue legally hold?
• Are tables and chairs included?
• Is there enough space for children’s activities?
• Is there a quieter area for conversation?
• Can you set up a welcome table or family history display?
• Is there space for catering or food preparation?

Accessibility

Confirm:

• Whether accessible parking is available
• Whether pathways can accommodate wheelchairs and walkers
• Whether restrooms are accessible
• Whether seating is available near the main activities
• Whether guests must climb stairs
• Whether the venue has adequate lighting

Food and Entertainment Rules

Ask whether you may:

• Bring outside food
• Hire an outside caterer
• Use grills or warming equipment
• Serve alcohol
• Play amplified music
• Hang decorations
• Use extension cords
• Bring inflatable attractions
• Set up tents or canopies

Weather Protection

For an outdoor reunion, confirm whether the location has:

• A pavilion
• An indoor backup room
• Shade
• Fans or ventilation
• A rain date
• A severe-weather procedure
• Flexible cancellation terms

Venue Permission

When you need permission to use a family property, church facility, clubhouse, or privately owned space, use one of these permission letters to use property.

Get the approval in writing. A verbal agreement may not be enough when money, cleanup, keys, parking, or building rules are involved.

8. Read Every Contract Before Paying a Deposit

Do not reserve a venue based only on photographs or a telephone conversation.

Review the written agreement carefully.

Look for:

• Deposit amount
• Payment deadline
• Refund rules
• Cancellation penalties
• Weather cancellation policy
• Maximum capacity
• Event hours
• Setup and cleanup times
• Noise restrictions
• Food rules
• Alcohol rules
• Insurance requirements
• Security requirements
• Damage charges
• Cleaning fees
• Parking restrictions

Ask for clarification before signing if any term is unclear.

Keep copies of:

• The signed contract
• Payment receipts
• Emails
• Venue rules
• Floor plans
• Vendor agreements
• Insurance documents

The budget coordinator and venue coordinator should both have access to these records.

9. Send Your Family Reunion Invitations in Stages

One invitation is rarely enough for a large family reunion.

You should communicate in several stages so relatives receive the right information at the right time.

Stage 1: Send a Save-the-Date

Send the save-the-date after you confirm:

• The date
• The city or general location
• The reunion format
• The approximate length of the event

Tell relatives that complete details will follow.

Do not include an unconfirmed venue, price, or schedule as though it is final.

Stage 2: Send the Full Family Reunion Invitation Letter

Your complete invitation should include:

• Family reunion name
• Date
• Starting and ending times
• Venue name
• Complete address
• Attendance cost
• Payment deadline
• RSVP deadline
• RSVP method
• Food arrangements
• Clothing suggestions
• Lodging information
• Transportation information
• Accessibility contact
• Organizer’s name and contact information

Make the recipient’s next step easy. Do not hide the RSVP instructions in a long paragraph.

Stage 3: Send an RSVP Reminder

Send a friendly reminder before the RSVP deadline.

Repeat:

• The reunion date
• The location
• The response deadline
• The contribution amount
• The RSVP method
• The organizer’s contact information

You can adapt one of these event participation email templates when you need stronger follow-up wording.

Stage 4: Send Final Details

Send a final message shortly before the reunion.

Include:

• Parking instructions
• Check-in location
• Weather plan
• Final schedule
• Meal time
• What guests should bring
• Clothing recommendations
• Emergency contact information
• Last-minute transportation details

Use one dependable method for urgent updates, such as a group text or email list.

10. Make Your Invitation Feel Warm and Personal

Your invitation should provide clear information, but it should not sound like a bill or business notice.

Use welcoming language that reminds relatives why their presence matters.

You can say:

• Even if it has been years, you belong here.
• Every branch and generation adds something important to your family story.
• You are invited to reconnect, remember, and create new memories.
• Your presence will help make the reunion complete.
• You are part of the history your family will celebrate.

You can find additional wording in these inspirational family reunion messages.

Warm language is especially useful in:

• Invitations
• Save-the-date messages
• Welcome signs
• Printed programs
• Family newsletters
• Social media announcements
• Thank-you messages

Avoid guilt-based wording. Invite relatives warmly without making them feel ashamed if distance, health, work, or finances prevent attendance.

11. Create One Easy RSVP System

Do not ask relatives to respond through several unrelated channels unless someone is responsible for combining the information.

Choose one primary method, such as:

• Email
• Text message
• Telephone call
• Online form
• Mailed response card
• Family website

Provide an alternative for relatives who may not be comfortable using the primary method.

Your RSVP questions may include:

• Will you attend?
• Which days will you attend?
• How many adults are attending?
• How many children are attending?
• What are the children’s ages?
• Do you have dietary restrictions?
• Do you need accessible seating?
• Do you need transportation assistance?
• Will you participate in the group photograph?
• Will you bring food or supplies?
• What are your reunion shirt sizes?
• Would you like to volunteer?

Set the RSVP deadline early enough to make final food, seating, and supply decisions.

12. Plan Food That Is Simple and Organized

Food can become one of your largest expenses and most complicated responsibilities.

Choose one of three basic approaches.

Catered Meal

Catering may reduce preparation and cleanup responsibilities.

Confirm:

• Price per person
• Minimum guest count
• Delivery time
• Serving staff
• Plates and utensils
• Beverage service
• Dietary options
• Cleanup responsibilities
• Cancellation terms

Potluck Meal

A potluck can reduce costs, but it must be coordinated.

Do not simply ask everyone to bring something. Assign categories such as:

• Main dishes
• Vegetable sides
• Starch sides
• Salads
• Desserts
• Drinks
• Ice
• Paper products
• Serving utensils

Ask each household to confirm what it will bring so you can prevent duplicate dishes.

Hybrid Meal

A hybrid plan may give you the best balance.

For example:

• The committee provides the main dishes.
• Relatives bring sides and desserts.
• Drinks and serving supplies are purchased from the reunion budget.

When your gathering centers around a shared meal, you can adapt the tone of these dinner invitation letter samples.

Food Safety and Dietary Needs

Your food plan should include:

• Coolers and ice
• Covered serving containers
• Clean serving utensils
• Hand-cleaning supplies
• Clearly labeled food
• Allergen information
• Separate utensils when necessary
• Trash bags and cleanup supplies
• A volunteer to monitor the food area

Follow the food-handling requirements established by your venue and local authorities.

13. Plan Activities for Every Generation

Your reunion should offer enough structure to prevent boredom without making relatives feel as though they are attending a conference.

Choose a few central activities and leave time for natural conversation.

Activities for Children

Consider:

• Scavenger hunts
• Sidewalk chalk
• Bubbles
• Craft tables
• Relay races
• Coloring stations
• Water games where permitted
• Simple prizes

Activities for Teenagers

Consider:

• Photo contests
• Volleyball
• Kickball
• Family trivia
• Music requests
• Video interviews with relatives
• Team challenges
• Talent performances

Activities for Adults

Consider:

• Card games
• Dominoes
• Recipe exchanges
• Family history discussions
• Storytelling
• Dance contests
• Family awards
• Photo identification games

Activities for Older Relatives

Provide:

• Comfortable shaded seating
• A quiet conversation area
• Easy access to restrooms
• Reserved parking
• A microphone for storytelling
• A family photograph display
• Assistance carrying food or personal items

Meaningful Family Activities

Some of the most memorable activities cost very little.

You can create:

• A family history table
• A memorial display
• A family tree
• A recipe book
• A slideshow
• Recorded interviews with older relatives
• A display of military, school, or career achievements
• A table for old photographs and documents
• A family time capsule

Ask relatives for photographs and stories several weeks before the reunion rather than waiting until the day of the event.

14. Build a Schedule Without Micromanaging Everyone

Your schedule should help guests understand what is happening without controlling every minute.

Choose three or four anchor moments, such as:

• The official welcome
• The main meal
• The group photograph
• The family history program
• A memorial or recognition ceremony
• The closing announcement

Sample One-Day Reunion Schedule

10:00 a.m. — Setup and volunteer arrival

11:00 a.m. — Guest check-in and welcome table

11:30 a.m. — Opening remarks

12:00 p.m. — Group photograph

12:30 p.m. — Lunch

1:30 p.m. — Children’s games and family activities

2:30 p.m. — Family history, recognitions, or memorial program

3:30 p.m. — Music, games, and conversation

5:00 p.m. — Closing announcements

5:15 p.m. — Cleanup

Take the main group photograph early. Attendance may decrease as the day continues, especially when older relatives, young children, or traveling guests need to leave.

Sample Weekend Reunion Schedule

Friday

• Casual check-in
• Welcome table
• Pizza or light refreshments
• Name tags
• Informal conversation

Saturday

• Opening welcome
• Group photograph
• Family meal
• Children’s and adult activities
• Family history program
• Awards or recognitions
• Music and entertainment

Sunday

• Breakfast or brunch
• Family meeting
• Photo sharing
• Closing remarks
• Farewell gathering

Leave open periods when relatives can visit without being interrupted by announcements.

15. Prepare for Travel and Lodging

Traveling relatives need information early.

Your travel section may include:

• Nearest airport
• Train or bus options
• Driving directions
• Parking information
• Hotel recommendations
• Hotel booking deadline
• Group reservation code
• Distance between the hotel and venue
• Local transportation options
• Check-in and checkout times
• Emergency contact information

Do not advertise a hotel group rate until the hotel confirms it in writing.

When possible, provide several lodging options at different price levels.

You may also ask local relatives whether they are willing to:

• Host an out-of-town relative
• Provide airport transportation
• Share a rental vehicle
• Help an older relative reach the venue
• Pick up supplies before the event

Confirm every arrangement rather than assuming that a volunteer remembers an earlier conversation.

16. Create One Communication Hub

Choose one location where relatives can find the latest official information.

Your communication hub might be:

• An email thread
• A private family group
• A shared online document
• A family website
• A group text
• A printed information packet

Use it to share:

• RSVP reminders
• Payment deadlines
• Hotel information
• Food assignments
• Volunteer schedules
• Directions
• Weather updates
• Schedule changes
• Photographs after the reunion

Do not allow important information to become scattered across several unrelated conversations.

A clear written message works because it gives relatives one dependable source of information. You can review what a request letter is and how it works when you need to make a specific, time-sensitive request for money, supplies, volunteers, or permission.

17. Prepare for Weather, Heat, and Emergencies

Your reunion plan should protect guests from predictable problems.

For an outdoor gathering, prepare for:

• Heat
• Rain
• Strong wind
• Thunderstorms
• Insects
• Limited shade
• Muddy or uneven ground

Your comfort and emergency supplies may include:

• Drinking water
• Ice
• Sunscreen
• Insect repellent
• Portable fans
• Cooling towels
• Umbrellas
• A first-aid kit
• Extra chairs
• Flashlights
• Phone chargers
• Emergency contact numbers

Make sure at least two organizers know:

• The venue’s complete address
• The nearest emergency exit
• The location of the first-aid kit
• How to contact venue staff
• Where emergency vehicles can enter
• How weather updates will be communicated

Do not wait until the morning of the reunion to decide what you will do if severe weather develops.

18. Ask for Sponsors or Donations Early

Sponsors may help reduce the amount each relative must contribute.

You can request:

• Food
• Drinks
• Ice
• Printing
• Reunion shirts
• Decorations
• Activity supplies
• Gift cards
• Door prizes
• Venue discounts
• Transportation assistance

Possible sponsors include:

• Family-owned businesses
• Local restaurants
• Grocery stores
• Community organizations
• Employers connected to family members
• Local service providers

Your request should explain:

• What the reunion is
• Who will attend
• What you are requesting
• How the contribution will be used
• When you need a response
• How the sponsor will be thanked

You can adapt one of these sponsorship request letter templates for business sponsorships.

For gifts with no promotional benefit expected in return, use one of these donation request letter samples.

Keep accurate records of all donated money, products, and services.

19. Give Volunteers Written Assignments

Do not rely on general statements such as “Everyone will help.”

Assign each volunteer a specific task, time, and location.

Possible assignments include:

• Venue access and setup
• Parking assistance
• Welcome table
• Name tags
• Food table
• Drink station
• Children’s activities
• Music
• Photography
• Family history display
• Announcements
• Cleanup
• Lost-and-found collection

Send a volunteer schedule before the reunion.

Your message should state:

• The volunteer’s assignment
• Arrival time
• Contact person
• Supplies provided
• Supplies the volunteer must bring
• Expected end time
• Backup person

When someone needs formal authority to collect items, sign documents, make a pickup, or act for the committee, use one of these letter of authorization samples.

20. Family Reunion Planning Timeline

Your exact timeline will depend on the reunion’s size, location, and complexity.

12 to 9 Months Before

• Decide whether the reunion will be local, weekend, or destination-style.
• Choose the lead organizer.
• Form the planning committee.
• Build the family contact list.
• Estimate attendance.
• Offer several possible dates.
• Create a preliminary budget.
• Research venues.
• Discuss contribution expectations.

9 to 6 Months Before

• Choose the date.
• Reserve the venue.
• Review the contract.
• Establish the weather backup plan.
• Send the save-the-date.
• Research hotels and transportation.
• Assign committee responsibilities.
• Decide whether to request sponsors.

6 to 3 Months Before

• Finalize the contribution amount.
• Send the complete invitation.
• Open registration and RSVPs.
• Collect deposits or payments.
• Choose the food plan.
• Plan major activities.
• Collect photographs and family history materials.
• Request donations and sponsorships.
• Order reunion shirts if applicable.

3 to 2 Months Before

• Review the RSVP count.
• Send a reminder.
• Confirm catering or potluck assignments.
• Reserve equipment and rentals.
• Finalize the main schedule.
• Recruit volunteers.
• Confirm lodging information.
• Order printed materials.

1 Month Before

• Contact relatives who have not responded.
• Confirm the expected headcount.
• Review the budget.
• Confirm vendors.
• Purchase nonperishable supplies.
• Prepare name tags.
• Organize activity materials.
• Confirm accessibility arrangements.
• Prepare the volunteer schedule.

2 Weeks Before

• Confirm food quantities.
• Review the weather plan.
• Print schedules and signs.
• Prepare payment records.
• Confirm setup and cleanup teams.
• Verify transportation arrangements.
• Pack decorations and activity supplies.

Week of the Reunion

• Send final details.
• Confirm the venue access time.
• Confirm vendors and deliveries.
• Purchase food and drinks.
• Prepare coolers and serving supplies.
• Charge phones and portable equipment.
• Print emergency contact information.
• Check the weather.
• Review every volunteer assignment.

Day of the Reunion

• Arrive before the volunteers.
• Inspect the venue.
• Set up the welcome table.
• Post directional signs.
• Prepare the food and drink areas.
• Check restrooms and accessible pathways.
• Brief volunteers.
• Take the group photograph early.
• Follow the main schedule.
• Keep financial records and receipts.
• Complete cleanup.
• Check for lost items.

Week After the Reunion

• Thank volunteers and contributors.
• Share photographs.
• Pay remaining expenses.
• Close the budget.
• Return rented equipment.
• Record what worked well.
• Record what should change.
• Save documents for the next organizer.
• Ask relatives for brief feedback.

21. Complete Day-of Family Reunion Checklist

Venue and Setup

• Confirm access to the venue.
• Inspect tables and chairs.
• Post entrance and parking signs.
• Set up the registration table.
• Prepare name tags and markers.
• Set up shaded seating.
• Check accessible pathways.
• Confirm the rain or heat plan.

Food and Drinks

• Set up the water station.
• Fill coolers with ice.
• Organize serving utensils.
• Label dishes.
• Separate allergen-sensitive foods when possible.
• Prepare trash and recycling containers.
• Assign a food-area volunteer.
• Store backup supplies in one location.

Activities and Program

• Prepare games and prizes.
• Test microphones and speakers.
• Set up the family history table.
• Confirm the photographer.
• Announce the group photograph.
• Give the program leader a printed schedule.
• Prepare a backup indoor activity.

Volunteers

• Confirm every volunteer has arrived.
• Explain each assignment.
• Share the coordinator’s phone number.
• Identify backup volunteers.
• Confirm cleanup responsibilities.

Emergency and Comfort Supplies

• Drinking water
• First-aid kit
• Sunscreen
• Insect repellent
• Cooling supplies
• Umbrellas
• Extra chairs
• Phone chargers
• Flashlights
• Emergency contact list

22. What to Do After the Family Reunion

Your work is not finished when the last guest leaves.

Within several days, you should:

• Thank the organizing committee.
• Thank volunteers.
• Thank sponsors and donors.
• Share photographs and videos.
• Return borrowed or rented items.
• Pay remaining expenses.
• Report the final budget.
• Save updated contact information.
• Record feedback.
• Document successful activities.
• Save invitation and planning templates.

Send a warm thank-you message that recognizes the time, money, food, transportation, or services relatives contributed.

You should also identify a possible date or location for the next reunion while interest remains high. You do not have to begin making reservations, but an early discussion can preserve momentum.