Planning a reunion - tips?

[DisneyFirefly]

So I'm used to planning trips I'm just not used to planning THIS type of trip.

My family is currently planning on having a reunion in November of 2012, which means they all want to go and I'm the one organizing it. I'm getting information together to send out in an initial email to get everyone on the same page (some people are in Washington, others are in Idaho, and the rest are in Chicago, so email works best).

What I have so far is as follows:

• Estimates using 2010 rates, with addendum that rates WILL go up
• Possible dates of trip
• Possible matching shirts for Castle photo op
• Info on MVMCP
• Camper rental suggestion (my parents may rent one, and my aunt and uncle may as well)
• Airline suggestions
• When booking becomes available for 2012
• Deposit and cancellation info
• Resort information
• Guide book recommendations
• Dining plan information
• On-site vs off-site
• Details on internal resort transportation
• Dinner plans and other "surprises"
• Spas, recreation, shopping, etc.

Am I missing anything? Does anyone have any other suggestions of what to put in the initial email? Everyone I'm going to email has already expressed interest in going.

If it helps any, there will be ten adults, one senior, and one 6 year old if everyone who's interested comes. One of the adults is a vegan, and I have a thread from the restaurants board subscribed for future reference. I'm pretty sure that most of us will stay at Pop, but I think my parents will stay at FW in a cabin with my grandmother.

So... Yeah. Am I missing anything to research and discuss in the email?

TIA!

 

[scrappingizlife]

I'm currently planning one for June 2011. What I have been doing is sending out monthly newsletters to make people excited about the trip. I started with the parks, one a month snd will move on to hotel accomodations (possible prices,deposit, etc), car rentals, airlines, a packing list, orlando nightlife, well you get the idea. I have a notebook where I have everything that I need written. tshirt DISigns from the group on here, a family list, dining info, and a schedule of what parks which day. I am planning 3 trips within the next 2 years, so it helps keep me organized.

 

[DisneyFirefly]

Yeah, I'm planning three (possibly four ) trips in two and a half years, too, so it's going to be interesting. I like your idea of breaking down the emails, though. That would make it more "readable", especially for my grandmother. I was planning on doing a planning binder, since I have a 3" ring binder that I'm not using for anything at the moment. I figure it'll be easy to use with a 3-hole punch and sheet protectors and the like. Thanks!