ALLEN´S FAMILY REUNION 2005?

FIRST DRAFT

GENERAL THINGS TO DO

A.   Ascertain exactly how many family members are interested

B.   When will this reunion take place

C.   Cost of Tickets for family members outside of Jamaica

D.  Accommodation for family members traveling from outside Jamaica

E.   Determine what activities will be done and how much it will cost.

F.    Determine where in Jamaica the activities will take place.

G.  Transportation to and from the venue for all persons.

H.  How to pay for the Reunion

A.   HOW MANY FAMILY MEMBERS ARE INTERESTED

·       A general list of all the names of family members overseas and in Jamaica has to be prepared.  Persons from each branch of the family tree will have to be asked to submit the names of family members on each stem of their branch.

·       One person should be in charge of compiling this list into one.

·       Also, as far as possible the age and a mode of contact of each family member should be determined

B.   TIME OF YEAR MOST CONVENIENT

·       A general take on what period of the year is most convenient should be determined.

C.   COST OF TICKETS

·       Air Jamaica should be contacted regarding a group discount for family members traveling from outside of Jamaica.  Usually, if the airline decides to honour such a request, a code will be given for the use of family members.  This code will have to be quoted when purchasing tickets. (If granted, it is recommended that one person keeps the code and only gives it to persons who have confirmed their attendance to disallow any abuse.)

D.  ACCOMMODATION

·       It will need to be determined how many family members currently living outside of Jamaica will have accommodation in Jamaica.

·       For persons who do not have accommodation, it will need to be determined

1.    How many family members in Jamaica have space to comfortably accommodate family members from overseas, how many can they accommodate and for how long.

2.    Whether members of the family traveling from overseas want to stay with a family member in Jamaica or if they would prefer to stay in a hotel.

3.    For those family members electing to stay in a hotel, it should be determined whether they would prefer to stay in Kingston or in the country. ( A group discount could also be obtained for these persons).

E.   HOW LONG WILL THE REUNION BE

·       Will the reunion be set for one day, or will it be a number of activities set over a period of time (weekend, week, etc.)

F.    WHAT ARE THE ACTIVITIES / ENTERTAINMENT

·       What is the aim of the reunion?

·       What are the activities planned?

·       There will have to be different activities planned for children under 10 years of age.

·       What sort of entertainment (music) will there be? 

G.  FOOD

·       What will the menu be?

·       Who is going to prepare the food?  Will it be a joint family effort or a catered event?

·       It should be ensured that there is enough food to last for the duration of the event (s)

H.  WHERE WILL THE REUNION TAKE PLACE

·       Will the reunion be set for Kingston or in the country?

I.       TRANSPORTATION

·       How will persons without transportation get to and from the reunion?

·       Are there enough vehicles among family members in Jamaica to transport everybody comfortably?

·       Will there have to be a rental of a bus/ mini van?

J.      FINANCING

·       Who is going to pay for this reunion?

·       How much will each person be asked to contribute

·       Who is going to be responsible for the accounting?

RECOMMENDATIONS

A committee of persons should be delegated for the overall planning of the reunion.  All decisions, especially with regard to the spending of money should be passed through this committee.

A recommendation is that one person be put in charge of each item (A, B, C etc.)  on this list.  This person can delegate portions of the work to other members of the family, but ultimately the person allotted the item is responsible for seeing it through.

The money collected should be enough to cover all aspects of the reunion, that is transportation to and from the reunion (within Jamaica, if there is going to be the rental of bus/ minivan), entertainment, food and whatever else is determined will be needed for the reunion.

If at the end of the reunion, if there are funds left, an account could be opened in the name of the family.

·       This account could be used to assist family members in times of need (hospitalization, loss of house due to fire/ disaster, etc.) or for any reason that is agreed upon by the signatories.  .

·       This account should have at least three signatories (from different branches of the family) and it should be stipulated that no money can be withdrawn from the account without the three signatures.  These three signatories can be changed periodically as suits the general family membership

·       Family members should be updated periodically as to the running of the account.

This account could be opened, even if the money collected for the reunion is depleted at its end.  Family members could be asked to contribute to this gesture.

C:…/Allen

15 November 2004

Shelly-Ann Allen