Bring the whole family together, with the money, rooms and plans sorted
A complete kit for organising a family reunion or group trip, from a garden lunch for twelve to four days abroad for eighty: dates, money, rooms, travel, days that suit every age, and the close-out.
- An e-book method of about 9,800 words with worked examples from one illustrative composite family
- The Reunion and Group Trip Planner: 17 sheets including a date poll tally, fair cost-split, split simulator, payments, rooms and arrivals
- 40 ready-to-edit messages, 11 scripts for hard moments and 6 letters, plus a family agreement and chat guidelines
- 5 fillable forms, 4 cheat sheets, 27 AI prompts, a 42-event calendar plan and 10 printable pages
Family Reunion and Group Trip Kit · Bodhih Pro Kits · 123 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you plan a family reunion?
Write a one-page brief (purpose, guest rule, format, budget), name a small committee with a separate treasurer, choose dates by a poll with a closing date, compare venues against must-haves, publish a cost-sharing rule before anyone pays, allocate rooms by need, and build each day around one anchor. The Family Reunion and Group Trip Kit from Bodhih Training gives you every tool for each step.
Want the full free guide first? Read How to plan a family reunion: a step-by-step guide.
You already feel the problem. Here is what it is costing you.
Everyone agrees, nobody decides
The date discussion runs for weeks, someone books flights anyway, and the households who did not answer in time feel left out. Without a clear way of deciding, every choice turns into a debate.
Money gets awkward fast
Should the household with three children pay the same as a single cousin? Who pays for Grandma? What happens when someone drops out? When the rule appears after people have paid, resentment lasts for years.
Forty people, two hundred details
Allergies, cots, a walking frame, a 9.15 pm arrival with no driver, a room beside the games area. Each detail is small. Together they decide whether people remember the gathering fondly.
Old tensions, new partners, one group chat
Families carry history. A chat with forty people and no rules can turn a small question into a public argument, and the organiser ends up as referee.
Picture the next few weeks with the kit open beside you.
Imagine opening the planner on a Sunday evening and seeing the whole reunion on one Dashboard: thirty-eight people coming, every deposit in except one, two rooms with an access warning already fixed, and one arrival flagged as needing a driver. You know exactly which three messages to send before bed.
As you fill in the Event Brief, the arguments that would have taken weeks settle in a single page, because the purpose, the guest rule and the 'what we will not do' box are written down before anyone has a favourite venue. When the date poll closes, you simply open the Poll Tally sheet, read the front runner and ring the one household who cannot come before you announce it.
Then the money. You type the costs into the Budget sheet, open the Split Simulator and watch four sharing methods side by side, so the committee can choose the fairest rule in ten minutes. Each household gets its amount privately, every payment gets a receipt, and the Cost Split sheet tells you who is waiting without anyone being named in the group.
Whether you start with the brief tonight or the workbook tomorrow, you will be working from one source of truth, with words ready for every message and a calm script for the hard moments. And on the last Sunday, when the courtyard is quiet, the close-out form and the closing statement message are already waiting for you.
19 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
Family Reunion and Group Trip Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: the reunion map
The whole job as a flow with the file to open at each step, your first hour, and a 30/60/90 day use plan.
Reunion and Group Trip Planner workbook
17 sheets: settings, date poll and tally, households, people and needs, budget, cost split, split simulator, payments, rooms, arrivals, itinerary, activities, tasks, kitty and dashboard.
Event Brief
Two-page fillable brief: purpose, guest rule, numbers, must-haves, format, budget range, what we will not do, and who decides what.
Household Registration Form
Two-page fillable registration for each household: people, ages, dietary needs and allergies, access and sleeping needs, travel plans, emergency contact and consent.
Venue and Stay Comparison
Two-page fillable comparison of up to four places: must-haves, facts, access questions, scores out of 5 with knockouts, and the decision.
Day Plan
One-page-per-day fillable plan for the day lead: anchor, timings, who does what, food, transport, needs to remember, rain plan and contacts.
After-Event Review and Close-Out
Two-page fillable review: accounts close-out checklist and statement, what worked, what to change, thanks, memory book and next time.
Messages and letters library
40 ready-to-edit messages from save-the-date to closing statement, 11 scripts for hard moments and 6 ready-to-send letters and notices.
Family reunion agreement, group chat guidelines and committee roles
A one-page family agreement (money, decisions, behaviour, photos), one-page group chat guidelines and a committee roles chart to adapt and share.
Worked example pack: the Pereira reunion
The main forms and decisions completed for one illustrative composite family: brief, registration, venue scores, cost split, day plan and close-out.
AI prompt pack for reunions and group trips
27 tool-agnostic prompts grouped by stage, each with what to paste in and what to check before you use the output.
Cost-sharing methods cheat sheet
Four ways to share costs, when each feels fair, a worked example and the words to explain it.
Decision card: destination and venue
Twelve if-then rules and five questions to ask before you pay a deposit.
Multi-generation travel checklist
Dated checklist for documents, insurance, assistance, medicines and packing for every generation, with official sources.
Reunion mistakes to avoid
Twenty common mistakes, what happens, and what to do instead.
Six-month reunion plan calendar
42 calendar events from the brief to the close-out, with what to do and which file to open. Starts Monday 17 May 2027 for a reunion on 18 to 21 November: shift the dates to suit yours.
Reunion task board import
46 tasks with area, owner role, week and due date, ready to import into Trello, Asana, Notion, Microsoft Planner or Jira.
Name badges, family tree poster, activity cards and memory book pages
10 colour pages to print: 16 branch-coloured name badges, a family tree poster, 18 activity cards and 4 memory book pages.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + ICS + CSV + printable PDF
- Files
- 19 files plus a one-click ZIP
- E-book
- 63 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, GoodNotes, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Family reunions and group trips for 10 to 80 people across several generations
Getting everyone in one place
What a reunion really is, how the kit works, and the three things to do this week.
Decide what kind of gathering this is
Purpose, then size, then format: the reunion ladder and a one-page brief.
Build a small team and one source of truth
Committee roles, a separate treasurer, branch contacts and group chat rules.
Choose dates most people can make
A four-week date poll with key households, a closing date and a visible tally.
Choose the place: a home, a venue or a destination
Must-haves first, access questions in writing, scores, knockouts and cancellation terms.
Agree the money before anyone pays
Four sharing methods, support given privately, and a simulator to test fairness.
Collect money and keep accounts anyone could check
One home for the money, receipts, kind private reminders and refund rules.
Rooms, beds and who sleeps where
A published allocation order that puts needs first and avoids accidental slights.
Getting everyone there and home again
Arrivals board, pick-up windows, documents, insurance and travel assistance.
Days that work for four generations
One anchor a day, a long rest, optional activities, food for a crowd and family history moments.
Family politics, hard moments and the day itself
Lowering the temperature, a four-step response, the welcome table and grief.
After the goodbyes
Closing the accounts, the review, the memory book and handing over to the next organiser.
Documents, insurance and help abroad: country notes
Dated notes and official sources for India, the UK, US, Canada, Australia, UAE and more.
Cooking for a crowd: food safety notes
Dated notes from WHO, the UK Food Standards Agency and USDA guidance.
Not just reading. Tools you will actually open again.
E-book
- Family Reunion and Group Trip Kit e-book: introduction, 10 chapters, conclusion and 2 dated appendices, with 6 illustrations
Spreadsheet
- Reunion and Group Trip Planner workbook (17 sheets): Start here, Settings, Date Poll, Poll Tally, Households, People, Budget, Cost Split, Split Simulator, Payments, Rooms, Arrivals, Itinerary, Activities, Tasks, Kitty and Dashboard with a budget chart
Fillable PDF forms
- Event Brief
- Household Registration Form
- Venue and Stay Comparison
- Day Plan
- After-Event Review and Close-Out
Word templates
- Messages and Letters Library: 40 messages, 11 hard-moment scripts and 6 ready-to-send letters and notices
- Family reunion agreement, group chat guidelines and committee roles
- Worked example pack: the Pereira reunion, every main form completed
- AI prompt pack: 27 prompts with what to paste in and what to check
Cheat sheets
- Start here: the reunion map with your first hour and a 30/60/90 day plan
- Cost-sharing methods cheat sheet
- Decision card: destination and venue
- Multi-generation travel checklist (dated)
- Reunion mistakes to avoid
Calendar, task board and printables
- Six-month reunion plan calendar (42 events)
- Reunion task board import (46 tasks for Trello, Asana, Notion, Planner or Jira)
- Printables (10 pages): 16 name badges, a family tree poster, 18 activity cards and 4 memory book pages
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to write a one-page brief that settles purpose, guest rule, format and budget range
- You will be able to run a date poll that ends on time, with a visible and fair way of choosing
- You will be able to compare venues against must-haves, including real access for older guests
- You will be able to choose and explain a cost-sharing rule, test it in the simulator and give support privately
- You will be able to collect, record and receipt payments, chase kindly and close the accounts within a month
- You will be able to allocate rooms, plan arrivals and build days that suit four generations
- You will be able to handle family tensions calmly with a plan and exact words
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Team Building & Collaboration
Take the assessment →AssessAll assessmentBudget & Resource Allocation Reasoning
Take the assessment →AssessAll assessmentConflict Navigation & Resolution
Take the assessment →JobularyIf-then plans that make habits stick (Jobulary)
Make it a growth plan →A taste of Chapter 1
Every reunion answers three questions, and the order matters. Purpose comes first: why are we doing this? "To celebrate Grandma's 85th while she can still enjoy it" produces a different event from "so the cousins' children actually know each other" or "to scatter Grandad's ashes where he grew up". Purpose decides what must happen, who must be there and what can be dropped if money is tight. Size comes second: who is "the family" this time? Descendants of one couple? Everyone on the old Christmas card list? Partners and step-relatives as a matter of course? This is the first place family politics bites, so decide the rule rather than the list. "Everyone descended from Lourdes and Anthony senior, plus their partners and children" is a rule. A list invites people to argue about names.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Method | A blank checklist | A step-by-step method with worked examples for each stage |
| Money | A budget tab with no sharing rule | Cost Split by your rule, a four-method simulator, payments, balances and chase flags |
| Needs | A guest list | People sheet with ages, diets, allergies and access needs that flow into rooms, food and the dashboard |
| Words | Generic invitation wording | 40 messages, 11 hard-moment scripts and 6 letters |
| Countries | One country's assumptions | Any currency, dated country notes, time-zone and travel guidance |
| On the day | Nothing | Day Plans, badges, a family tree poster, activity cards and memory book pages |
Made for you if…
- The family member who said yes to organising the reunion, or was volunteered
- Cousins planning a multi-generation weekend or trip across several countries
- Families gathering for a milestone birthday, an anniversary or in someone's memory
- Friends' groups who travel together like an extended family
- Committees for clan, village or community family days
- Anyone who wants the money conversation to stay friendly
Probably not for you if…
- Weddings: the Bodhih Pro Kit The Wedding Controller goes much deeper
- Planning personal or couple travel: see The Mindful Traveller
- Professional event planners who need contracts and supplier management software
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Somebody said, "We should all get together." Make it happen.
Open the Event Brief tonight and write the one-sentence purpose, then type your date options into the planner. Whether you send the save-the-season message this evening or after your first committee call, you will be working from one source of truth from the very first step.
Personal licence for the buyer's own use (and use with your own reunion committee for your own gathering). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
The Bodhih family, when you are ready for more
The Wedding Controller
For weddings of every size.
Meal Plan to Grocery Bill
Plan the food and the shopping.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
Family Reunion and Group Trip Kit: FAQs
Read the free guideAlready bought? Resend my linkHow far in advance should I plan a family reunion?
As a rule of thumb, four to eight weeks for a lunch, two to four months for a day out, four to eight months for a weekend stay and six to twelve months for a trip. Busy seasons and long-haul travel need longer. The kit's calendar plan covers six months.
What is the fairest way to split reunion costs?
There is no single fair method, but for stays the most widely accepted is each household paying for its own room plus a share of shared costs by share units, with children paying a fraction and the youngest free. The workbook's Split Simulator shows every household under four methods so you can choose openly.
Does the workbook work in my currency and country?
Yes. Type your currency label in Settings and every sum works in any currency. Ages, child shares, contingency, deposit and dates are all settings. Country-specific notes on documents and food safety are dated and point to official sources.
Will it work in Google Sheets?
Yes. The workbook uses standard formulas that work in Excel, Google Sheets and LibreOffice, with no macros. The Word templates open in Word or Google Docs and the forms fill in any PDF reader.
How do I collect money from relatives without awkwardness?
Publish the rule before anyone pays, use one separate account or pot, send each household its amount privately, receipt every payment and chase privately and once. The Messages and Letters Library has the exact words, including how to ask for and offer support.
Can I use it for a small lunch rather than a trip?
Yes. The start-here map shows which steps to use for a lunch or day out: the brief, team, dates, money, programme and close-out, with the People and Budget sheets. Skip rooms and travel.
Is this legal, financial, travel or food-safety advice?
No. The kit is educational. It teaches planning and fair process. Check visa, passport, insurance and consumer rules with official sources, follow your national food safety authority and your caterer's rules, and ask a qualified professional where it matters.
How can I measure my starting point as an organiser?
If you want to see your strengths before you lead, Bodhih's partner platform AssessAll offers the Team Building & Collaboration, Budget & Resource Allocation Reasoning and Conflict Navigation & Resolution assessments. They are optional and sold separately.
How do I turn this into a plan I will stick to?
Use the calendar plan and the task board, and write if-then plans for the moments that usually slip, such as 'If a payment arrives, then I record it and send the receipt the same day'. Jobulary's guide to if-then plans explains the idea.
Can I share the kit with my family committee?
Your licence covers you and the committee working on your own gathering: share the workbook, forms and messages with them for this event. Please do not share or resell the files beyond that.
What file types are included, and what if a file will not open?
You get 19 files: a PDF e-book, an XLSX workbook, fillable PDFs, DOCX templates, PDF cheat sheets and printables, an ICS calendar and a CSV task list. If a file is corrupted, contact us and we will fix it. Digital kits are non-refundable once downloaded, except for corrupted files not fixed within 3 working days, duplicate charges or failed delivery.
How much does Family Reunion and Group Trip Kit cost?
₹799 including 18% GST for buyers in India, or $24 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
