How to Plan a Family Reunion: The Ultimate Guide to a Memorable Get-Together at The Cove at Sylvan Beach
If there’s one thing in life we can all be sure of, it’s how fast the years can go. Seeing nieces go from training wheels to college in the blink of an eye. Hearing a cousin you grew up with talking about early retirement. There’s a reason they call it catching up – because despite our best intentions, time knows how to get away from us.
That’s one of the things that makes a family reunion so special. Sure, they can take some work to plan, but if you find a venue with the big pieces already in place – a great location, a variety of things to do together or individually and easy options for meals or catering – you’re already well underway. Let’s break down the ultimate guide to a memorable get-together at just such a place – The Cove at Sylvan Beach in Central New York.
Organizing a memorable family reunion
What makes a family reunion memorable has a lot to do with the planning that goes into it. The sooner you start planning and the more thought you put into it, the more fun your family – and you – will have when it’s time to come together.
Start with the basics
Determine the size of your reunion
There’s no wrong answer here. Maybe you and your immediate siblings and your children are overdue for some quality time together. Maybe your own family is grown and you’d love a special reason to have all your chicks back in the nest for a week away.
If the idea of a “family reunion” makes you feel like you have to invite cousins you barely know or an uncle with an endless arsenal of dad jokes that gets old in about eight seconds, reframe it. Call it a family get-together, and get the people together who you enjoy the most. Hey, you’re doing the work to plan this, let it be okay that you also are managing the guest list. Once you land on a number, you’re ready to find your location.
Choose the right accommodations
Unless your family is the size that could take over the school gymnasium and still spill out onto the playground (and we all know they’re out there), chances are a place that gives you the right balance of together time and private time is going to feel most comfortable for everyone. A resort can be fun, but you’re sharing it with a lot of people. A vacation rental may be nice – if you want everyone under the same roof, or are lucky enough to find units close together.
But beyond party size, it’s also important to consider the party size and who’s coming. A heated pool is always a favorite for the little ones. Teens and twenty-somethings may want more thrilling entertainment. Going out is fun, but can be pricey for some budgets, so having a way to fix meals-in is also a great consideration – especially for those with food allergies. (Got a list of those? It’s a good idea to ask.)
Set a date and invite family members
Selecting the best time for everyone
Here’s where a shared online tool like Google Calendars may be worth setting up right off the bat. Determine a point person for each extended family, then enlist their help coordinating calendars. A good starting point is to focus in on summer, when schools are out, the days are longer and the weather lets you spend more time outside.
Some questions to ask to help you narrow down your dates:
- When is the last day of school? Remember, even within the same family this can be a different answer.)
- Would any of the summer holidays work for your family? Think Memorial Day, July 4th, Father’s Day and Labor Day for starts.
- Do you have any summer vacations already planned or penciled in?
- Are the kiddos in any summer sports that may have tournaments or commitments?
- What other dates are you or others from your family who’d like to attend for sure not available?
Finding the dates that don’t work can be even more valuable than finding dates that do. Give your point people deadlines to get back to you, especially if it looks like everyone’s favoring a holiday so you don’t miss out on choice accommodations by booking too late.
Pro tip, if your family enjoys quality time together, consider a week-long getaway. Having the luxury of extended time means plenty of time to get together for a barbecue with the whole family, or an early morning fishing trip with the grandkids, or an evening bonfire for the teens to catch up and share stories. Having multiple days and nights means more time together, plus more time to relax and enjoy on your own.
Sending out save-the-date notices or invitations
As soon as you’ve landed on the dates, send your calendar invitations (we all know many of us live by those) to get on everyone’s digital calendars. For a special touch, consider mailing invitations as well. Families who haven’t met a refrigerator magnet they didn’t love might well put this right where they see it every day. Others may have kitchen calendars they still rely on to coordinate family activities, and this is a great way to remind them to add your event.
You can also find apps or sites like Evite to automatically track RSVPs, nudge people how haven’t replied yet and send out timely reminders as your event gets closer.
Using social media or group chats for easy communication
Group chats on platforms like WhatsApp or GroupMe are also smart to set up right away. Putting together a family reunion takes a lot of work, so this is also a great way to involve others.
If your group is large, consider a private social media group. What’s fun about this is that you can also start sharing photos, plus have a place for people to post them during and after the reunion.
Plan Fun Activities and Entertainment
On-site amenities at The Cove at Sylvan Beach
The Cove at Sylvan Beach takes family reunions at the lake to a new level. Every cottage rental includes one of the favorite things to have on the lake – your own pontoon boat. Two- and three-bedroom units include open-concept living spaces for people to gather, full kitchens for easy entertaining and an in-home washer and dryer. Also on property, a heated pool and playground for kids are reserved exclusively for guests.
You’ll also find a calendar of exclusive events including games, family activities and organized activities like cornhole tournaments, movie nights and sunset yoga on the beach.
Watersports rentals on Oneida Lake, NY
Pretty much everyone would agree that there’s something special about spending time at the lake. Maybe it’s casting a line in the early morning mist from a fishing boat. Or the thrill of water skiing in the afternoon. Or relaxing to the gentle rocking of a boat at the end of a day without a care in the world.
Whatever your speed of fun, Sylvan Beach Supply Co. on Oneida Lake is your watersports outfitter: ski boats, fishing boats, kayaks, canoes, paddleboards, water bikes, fishing gear, bicycles and more. They also offer private bass fishing excursions. If you’re making a list of activities for family members or inviting them to help plan some fun events, they’ll hook you up with all you need. It’s a good idea to reserve early.
Nearby attractions around Oneida Lake
Choosing Oneida Lake as your family reunion destination puts you at the heart of some of the best things to do in Central New York. At nearby Turning Stone, New York’s most awarded resort, you’ll find gaming, live entertainment, 20+ restaurants, golf, spas, and the area’s best nightlife at Exit 33. There are also family-friendly museums, zoos and theaters close by.
While the lake is the heart of the area’s outdoor recreation, you’ll also find plenty of hiking trails, sporting clays, fishing, beach yoga and more. So much more, in fact, check out the Cove Life guide for other attractions and supplies.
Organize Meals and Catering
Utilizing full-sized kitchens in The Cove accommodations
Here’s where planning ahead can really pay off and help you relax and enjoy the family reunion you’re putting so much effort into organizing: be sure to also organize your meals and catering. Not only does this help you keep expenses in check, it also clears the “what’s for dinner” question off the table. Sure, it’s fun to plan a night or two out, or fix breakfast in, especially if you’re staying at The Cove with its full-size kitchens and BBQ grills. Any s’mores fans in the family? Each cottage also has open-flame fire pits.
Local catering options and group meal planning ideas
Groceries, grab-and-go meals, snacks, drinks and more are available at the nearby Maple Leaf Market. You can also let the chefs at Turning Stone’s restaurants do the work for you, since Maple Leaf Market offers take-home meals of some of their most popular dishes. You’ll find crowd-pleasers like Chicken Riggies from Pino Bianco, roasted turkey from Emerald Restaurant, and mac & cheese from The Upstate Tavern, along with seasonal specials.
Did someone say ice cream?
For those who believe any day with ice cream is a good day, Sylvan Beach Supply Co. serves more flavors and toppings than you can count. You’ll also find flurries, milkshakes, and a full menu of sharable (or not) sundaes. Be sure to plan a trip – or several – into your family outings.
Create Lasting Memories
Setting up a designated photo area or hiring a photographer
One of the perks to planning early is you can include thoughtful extras everyone in your family will remember long after they leave. Things like hiring a photographer who knows the area and getting that rare and wonderful family photo. For all the work you’re pouring into putting this all together, what a wonderful reward.
Follow a checklist for smooth execution
There are some great apps out there these days to help with a to-do checklist to keep your reunion planning from becoming overwhelming. But remember, you don’t have to do it alone. Delegate to people’s strengths and let others help. Just be sure to assign deadlines and budgets – and maybe a few guardrails. No one needs a clown showing up. No one.
Give yourself a hand
The idea of planning a family reunion can quickly start to feel like a job. But start early, find reunion-friendly accommodations that give you a head start and lots to do like The Cove at Sylvan Beach. Then plan and delegate so that you can be sure to get in on the fun, too. It takes a kind heart – and a fair amount of patience – to put together a family reunion. But at the end of the day, nothing is more precious in life than time spent with the people we love. That same time that goes by faster every year. Start it now so you can savor it when the time comes. And if a reunion at The Cove looks like a great fit for your family, we can’t wait to be a part of your memories.
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