Planning Checklist
Everything you need to do. In the right order.
Most reunions don't fail because something went wrong on the day. They fail because something was forgotten three months before it. This checklist puts every task in the right phase so nothing slips.
12 months out
Pick a date range (or send a date poll)
Choose a city or region
Set a rough budget estimate per person
Assemble the planning team
Create your Grove reunion
6 months out
Book the venue
Set pricing and payment options
Send the save-the-date
Open RSVPs
Launch the potluck board
3 months out
Check the RSVP count against your target
Confirm headcount with the venue
Order t-shirts or matching gear
Lock in vendors and rentals
Build the schedule
1 month out
Send the schedule preview to attendees
Chase outstanding payments
Confirm potluck assignments
Brief the volunteer team on roles
Coordinate lodging for out-of-towners
1 week out
Send the day-before reminder
Finalize the schedule
Confirm venue access and setup time
Prepare MC prompt cards
Rest
Day of
Arrive early for setup
Open check-in
Let the schedule run
Upload photos as the day goes
Enjoy it
After the reunion
Review and send the Capsule
Write the handoff brief for the next host
Send a post-reunion survey
Note who volunteered to host next
Grove handles the system. You handle the family.
When you create a reunion in Grove, 35 of these tasks are already in your task list, organized by phase. You're not starting from a blank page.
Start planning