How do I Plan a Family Gathering on a Cruise Ship?
Because cruise ships offer guests all-inclusive food and a wide variety of entertainment and amenities, many families like the idea of using them as the gathering spot for their family reunions. While getting everyone together, selecting itineraries and a budget that will fit everyone's needs is not an easy task, organization will help everything run smoothly.
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Instructions
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Create the guest list. Confer with relatives regarding who to included and to make sure you haven't forgotten anyone. If this is a yearly event, somebody may already have a list created for you to use.
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Send a save-the-date message to your relatives through email, phone, mail, etc. If you have a large number of family members on Facebook, you might create a Facebook page for your event.
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Decide the itenerary and budget with several family representatives. Determine what most families would be willing to spend along with the port of call or destination preferences.
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Select a cruise length that best fits everyone's itinerary. Shorter cruises are easier for most people to fit into their schedules, but relatives flying in from long distances may feel it is a waste of money to buy plane tickets for a short weekend cruise.
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Consult with cruise lines to see if they have family reunion packages or group discounts available. Do some price and amenity comparisons. Ask one or two of your relatives whose judgements you trust to help narrow down the choices.
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Choose a travel agent who specializes in large group arrangements. Travel agents can handle all of the details of your family reunion cruise, including collecting payments, arranging cabins, and relaying information about the cruise line. Additionally, a travel agent can arrange flights as well as pre-cruise or after-cruise hotel rooms. They normally do not charge a fee since they receive commissions from the cruise line. Alternatively, the cruise line you are using may employ a large group specialist who can help you with your family reunion cruise planning.
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Inform your relatives through mail, email, Facebook, etc. the date of the cruise and the deadline for making a deposit to either you or a travel agent if you decide to use one.
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Create a schedule of group activities during the cruise, such as a family photo or a birthday celebration.
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Collect deposits and remind those who haven't paid. Finalize room arrangements with the cruise line or your travel agent.
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Send out an email or letter with the group itinerary, passport requirements and choices of activities that might be available.
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Send out one final reminder as the date of the cruise nears to notify everyone of a time and place to meet on the cruise ship after your family have checked into their rooms.
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Tips & Warnings
Start your planning at least a year in advance of your intended cruise so that most people will be available for the family reunion. While picking a date in the summer or during a student school break will make it easier for more people with kids to attend, dates at other times of the year will give family members cheaper rates. If your family has a longstanding date set aside for such reunions, stick with it.
Family members may want to take out trip insurance. If you have employed a travel agent, he will usually take care of this for your group.
References
Resources
- Photo Credit cruise ship image by Albert Lozano from Fotolia.com
