The words “family reunion” may give you warm fuzzies — or they may fuel your nightmares. Either way, you’re likely to get an invitation to one at some point in your life.
But there’s an emerging trend that’s destined to kick these events up a notch: family reunion group travel. Travel is the ultimate bonding experience, which is why many families are looking into turning traditional gatherings into reunions on the road.
This guide will teach you what lessons you can learn from traditional group travel planning and how family reunion travel differs. It will also teach you about the different types of family reunion travel and give you some ideas for where families should go.
Whether you’re excited to pull your family together for an unforgettable travel experience or you’ve grudgingly taken on the task, we hope this guide will be helpful for creating and planning family reunion travel.
What’s Different
Multi-Generational Appeal
Family reunion travel includes travelers in all stages of life, unlike traditional group travel, when a group is often of similar age or has similar interests. So, family reunion trips need to have activities that are suitable for everyone, from the youngest children to the oldest grandparents. That’s not to say every activity needs to please everyone all the time — rather, there should be choices. If the adults want to enjoy cocktails and karaoke at the hotel, there should be an equally fun activity planned for the underage family members.
Accessibility
Because all ages are invited, accessibility is important to consider. Older family members who need assistance walking will be limited in what activities they can participate in, and families with very young children may also be limited in what they can do with the kids in tow. Again, that’s not to say there can’t be planned activities that are strenuous or involve some physical exertion, but there needs to be an alternative. If you’re taking the whole group out to hike, look for a place that has comfy lodge for the less active family members. Better yet, see if there is additional programming, such as a gentle nature walk, they can take part in.
Lodging
On many group trips, the planner will book everyone’s hotel rooms, and the group members pay the planner individually to cover the cost. When it comes to family reunion travel, it’s probably a better move to set up a room block at the hotel. This is especially true if your family members are bad about changing plans last minute or don’t know their schedules in advance. They can book the rooms on their dime, rather than leaving you on the hook for the cost if something comes up. Another benefit to booking a room block is you can often get hotels to throw in a meeting space for the family to gather for free since you’re already bringing them so much business.
A Cause for Celebration
Often, family reunions are planned around special occasions, such as a milestone birthday or anniversary. In addition to the trip itself, it’s nice to have a special event to celebrate, but that can mean planning a party on top of planning the travel. This is where on-site planners at hotels, attractions and restaurants can help. After all, you can’t go through TSA with a birthday cake in your carry-on. On-site planners can help you arrange the food and beverage, as well as the décor and the space itself for a gathering. Or you can arrange to hold the event at a local restaurant or attraction. Contacting the attraction directly can be helpful here, but if you can’t reach them, the local CVB might have a contact there or suggestions for alternate venues.
Family Heritage Travel
A growing trend in the group travel space is heritage travel, when families use traveling together as an opportunity to learn about their roots. That can mean a trip to a nearby city that has prominent ties to the family or an international journey to the family’s ancestral homeland. These trips can incorporate amateur genealogy or involve professional genealogists who can do research on the family’s lineage and present these findings while everyone is gathered. These trips are particularly popular with Black families or families with immigrant heritage. Some museums, such as the International African American Museum in Charleston, South Carolina, and the National Museum of African American History and Culture in Washington, D.C., even offer access to archives or assistance with research.
What’s the Same
Group Meals
When it comes to handling groups, not every restaurant is created equal. Some lack the space to accommodate large parties, and some serve food that not every family member will like. Choosing a place with a large and varied menu can be the key to pleasing everyone’s palates. Just make sure to check directly with the restaurant to see if they can handle groups of your family’s size. You’ll also want to make reservations as far in advance as possible for family reunion meals so the restaurant can adequately prepare.
Planning Timeline
You may be able to throw a backyard barbecue together in a couple of days, but family reunion travel is a different animal entirely. You’ll want to be operating on a timeline of at least six months out — and preferably longer. That should give you enough time to plan an itinerary and create a guest list. You’ll need to have a system of reminders so you can track deadlines for things like ticket purchases or reservations. And, if the family trip is going to involve international travel, you’ll also need to remind family members to make sure they have their passports.
Collecting Payments
Every group travel planner knows that collecting payments can get tricky. We’re not necessarily advocating for you to be cutthroat, but keep in mind that when large groups travel, you’re often handling thousands of dollars at a time. If things go wrong, you may end up owing; if Uncle Bob flakes, and you’ve already booked his meals, lodging and attraction tickets, you’ll be left holding the bag. While money can be a touchy subject with family, we recommend waiting until you’ve received payment from each family member to book their travel. If the trip ends up being expensive enough that most family members have to save up over time, try to get a deposit that covers most of the nonrefundable portions of the trip. Explain to your less understanding family members that you can’t make exceptions because it’s your wallet on the line. If you do make exceptions, be prepared for the possibility of chasing people down for what they owe months after the trip is over.
Transportation
Once at your destination — even if you’re only at one hotel in one city — you’ll need a way to get everyone from Point A to Point B. If you’re staying at an all-inclusive resort with only a few off-site excursions planned, the resort may be able to provide transportation or help you arrange your own. Otherwise, you’ll need a motorcoach or other means of getting where you’re going. If the family is meeting at a single destination, they can each arrange their own transportation there. Make sure they’re aware of this up front and have an agreed-upon meeting time for the festivities to begin. If the family reunion is taking place on board a cruise, tell everyone to arrive a day early because cruise ships wait for no one.
Family Reunion Travel Ideas
Single-Destination Trips
Having everyone meet in one city or region can be a great introduction to family group travel. The key is picking a place that everyone will love. It’s helpful if it’s a location that’s central to most of the family, or one that’s significant to the family’s roots. It can also include a trip to a resort, whether that’s Disney World or an all-inclusive Waikiki Beach property. You’ll need to pick a place with lots of activities for everyone to enjoy. If they’re done right, trips to single destinations let the whole family enjoy their downtime and their together time.
Important: If you’re planning a family reunion at a single destination, you can probably handle arranging the trip primarily on your own. The exceptions are if it’s an international trip or a very large family reunion, as in more than 50 people. When you’re dealing with that kind of crowd, you’ll also be dealing with a significant amount of cash and possibly a smaller margin of error. However, for small or medium-sized groups, with the help of resources like our free e-book, Travel Free and Bring Your Friends, you may be able to pull off a great trip with little fuss. You can also use hotel and attraction group sales representatives to assist you with any questions and to provide recommendations.
Destination Ideas:
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Great Smoky Mountains, Tennessee
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Branson, Missouri
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Myrtle Beach, South Carolina
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Orlando, Florida
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Chicago
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Oahu, Hawaii
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Costa Rica
Multi-Destination Trips
Multi-destination trips, such as a tour across a state or from one national park to another, are a staple of group travel. The itineraries are often very rewarding, with lots of stops at meaningful attractions, from well-known landmarks to places that are significant to the family. The trade-off is that they’re very busy, often involving lots of packing and unpacking, tight time crunches, and very little downtime.
If your family is OK with the chaos that sometimes accompanies a multi-destination trip, there are plenty of positives to consider. If the trip encompasses areas where family members reside, those who can’t come for the whole trip can still be included in the day’s activities. Additionally, families can explore multiple sites that are meaningful to their roots or simply see more during their vacation. To make sure it appeals to all ages, give family members options for what they can do while they’re in different destinations. A visit to a city with an attraction pass and a free afternoon can be a great way to appeal to everyone’s needs.
Important: Though they’re a common way for groups to travel, multi-destination trips are difficult to pull off unless you’re an experienced planner. That’s why it’s essential to bring in a seasoned group travel planner to assist you in building and even leading the trip. They can help you with keeping on schedule, contacting local vendors and designing a realistic itinerary. Another important note is that multi-destination trips can sometimes be too stressful for families with very young children or for people with limited mobility. Ensure everyone you would want to include can spend hours on a motorcoach before planning the trip.
Multi-Destination Ideas:
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Civil Rights Tour of the Southeast
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New England Fall Foliage
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Southwest National Parks Tours
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Route 66 Tour
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Exploration of Italy
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Ancestral Ireland Tours
Cruises
Cruising can be a great option for family reunions for several reasons. For one, cruises offer the appeal of multi-destination trips without the inconvenience of packing and unpacking a suitcase. Cruises are, essentially, traveling all-inclusive resorts. They let families experience a plethora of entertainment, dining and onshore excursions without having to move accommodations the way they would during a multi-destination trip on land.
They also check the box of easily appealing to multiple generations. All large cruise lines offer amenities that appeal to children and adults alike, from onboard waterparks and family-friendly shows to relaxing spas and fine dining for adults. Certain types of cruises will work better for passengers of certain age groups. For example, Royal Caribbean and Disney ships tend to have more amenities for very young children, while families with older children and teens may be able to book a river cruise that’s enjoyable for everyone. Cruise ships also have meeting rooms for group celebrations and hangouts.
Important: Unless you’re an experienced planner, you’ll want to book a family reunion cruise through an experienced travel agent. You can also talk directly to the group sales contact for the cruise line itself, although a travel agent who works with cruises will be able to plan many of the same special activities, from champagne toasts on the bow of the ship to special birthday dinners onboard. Often, travel agents can help you avoid upcharges and find hidden deals. They can also give you advice on when to book and how to prepare for the trip.
Cruise Ideas:
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Alaskan Cruise
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Cruise to Cozumel
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Disney Cruise
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River cruise (abroad or in the U.S.)
