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Plan a Family Reunion
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Step 5:
Set a budget
So you've narrowed down the who, what, where, and when. Now it's time for the how much (and the who and how of the how much).
Who pays for what? Usually, some costs are borne by individuals or specific family units, and some are spread more or less evenly over all participants. Individuals usually cover their own transportation and, sometimes, lodging and food. Split costs include most food; venue fees (which may include food and lodging); reunion-related postage, stationery, and copying; decorations and equipment for activities; and professional photography or videography.
Determine per-person costs. The job of a conscientious planner (that's you) is to identify and keep track of the shared expenses--and to minimize them where possible by searching out group rates and other special offers.
1. Figure the amounts of each shared expense, estimating where necessary and adding a little extra for emergencies. Add it all together for a total expense amount.
2. Count the number of people you expect to come. Be conservative, but not pessimistic--you want to make your plans based on as realistic a number of attendees as possible. If you sent out a flier to measure peoples' interest, the number of responses you got is probably a good place to start. This estimate is your target attendance number.
3. Divide the total expense amount by the target attendance number. (Many families determine different rates for adults, children, and fixed-income seniors.) This is the amount each attendee will have to contribute toward common costs.
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