Reunion Planning Toolkit
Planning your reunion in Asheville offers a wonderful setting and a memorable getaway for your attendees. Here the scenic landscape, vibrant streets of downtown, unique venues and fun spirit will help guests connect with one another and create memories of a lifetime. Below we've listed some helpful reunion planning tips, plus information on how the Asheville Convention & Visitors Bureau can help. Be sure to call on the CVB at 828-258-6110 for help locating a host hotel for your reunion.
Getting Started
Form a Planning Committee
If you are planning an event for more than 25 people, it will be helpful to establish reunion officers and planning committees. Committees may include Hotel Selection, Budget, Fundraising, Correspondence, Programming & Activities, Food or Catering, Setup & Breakdown, Registration and Decorations.
You may also want to survey potential reunion attendees to help committees plan the details and understand expectations. Click here for a sample survey. Send the survey via email, or create an event page on Facebook to get feedback that will help with planning.
Create a Timeline
A timeline outlining the steps of your planning process will help you get organized and stay on track. Click here for a sample 18-24 month planning timelime. Smaller reunions may only require a 6 month timeline.
Prepare Reunion Budget
Click here for a sample budget worksheet.
Select Reunion Dates
You may want to plan around the busiest months of the year to help keep costs down. The months of January, Feburary and March offer the best value. If you want a summertime reunion, late May and the month of June are less busy times for hotels in Asheville. In the fall, September rates are generally lower than October's. Also, choosing dates that fall during week days will help you find a lower rate.
Select a Host Hotel
Selecting the host hotel of your reunion can take a lot of time and research. The Asheville Convention & Visitors Bureau sales manager can make this process easier by contacting the properties that fit your criteria and requesting rates and proposals on your behalf.
Contact 828.258.6110, when you are ready for this step. Please have the following information ready:
- Name and dates of the reunion
- Expected number of attendees
- Number of sleeping rooms needed
- Type of accommdations (i.e. full-service hotel, limited-service hotel, cabins, etc.) and desired amenties (pool, banquet rooms, etc.)
- Desired room rate per night
- Number of meeting rooms needed
- Date you need responses back
- Date you'll be making a decision
- Contact information
You may also use
this form to fill in details of your reunion and email it to
Meetings@ExploreAsheville.com.
Our sales manager will send this information to the properties that fit your criteria and proposals will be sent to you directly. The hotel proposals will outline the room rate and other information about holding your event at the property. It is the responsibility of the reunion planner to review the proposals and select the host hotel or hotels. Once a host has been selected, please contact the CVB to inform us of your decision.
Please note: After the contract is signed, your reunion attendees will need to book the rooms from the block of rooms the hotel is holding for you. If members miss the deadline for the room block, they may pay more for their accommodations.
If you are new to event planning, click here for a glossary of industry terms.
Contract negotiations are between the planner and the hotel, the Convention & Visitors Bureau does not take part in that aspect of the process.
Planning the Details
Reunion Activities
You may decide to plan a group visit to Biltmore or an outdoor adventure that includes whitwater rafting or rock climbing. You can plan a picnic at a scenic outdoor venue or have a group dinner at one of Asheville's many restaurants. There are many fun group activities to experience in the Asheville area! Here are just a few ideas to consider:
- Tours of Asheville Take a guided tour by trolley, the purple bus of LaZoom comedy tour, a segway or on foot.
- Family Friendly Fun The whole family will enjoy a trip to Asheville's Fun Depot, the WNC Nature Center or a guided Ghost Tour..and more!
- Outdoor Adventure If your group enjoys being outside, plan a whitwater rafting or river float trip, a zipline tour through the treetops, or maybe a group hike to stunning views.
- Festivals You may decide to plan your visit around a fun festival that has something for everyone. Be sure to also check our event calendar.
- Historic Attractions From Biltmore to Carl Sanburg's historic home and farm, Asheville offers visitors the chance to step back in time.
Venues
Here is a sampling of venues that would be a great for a reunion picnic or social event.
Contact the CVB Group Services Department, 828.258.6106, for a list of event venues in the area.
Travel Guides and Maps for Attendees
The CVB Group Services Department can provide travel guides and maps for your reunion attendees. Complimentary plastic bags and souvenirs are also available based on the number of overnight accommodations being used by the group. Call 828.258.6106 to make arrangements.
