Family reunions can be challenging enough to plan without adding the international element in, Coordinating dozens of schedules, finding activities fit for all ages, and managing complex itineraries…yes, planning family reunions is no jog in the park, especially when they involve traveling. If you don’t plan things meticulously, your reunion could easily turn into a recipe for disaster. But we’re here to help.

From finding the perfect destination to booking the right flights and accommodation to fit your family’s needs, we’re serving up the five key steps to planning the ultimate family reunion abroad!

Set the Date in Advance

Imagine what it’s like to plan a big birthday bash for yourself at that hip new beer hall down the street. Guest lists, reservations, cost estimates…the list goes on and on. Now try planning that, but with more people from different parts of the world and of all ages, in a foreign destination. Yikes!

It’s no secret that getting a large group of people together takes a whole lot of coordination, so your best bet to make sure the reunion you’ve planned can actually happen is to plan it at least a year in advance. The sooner you confirm the dates, the sooner everyone can book their round trip flights and accommodations. And, don’t forget; the closer you get to the date, the slimmer the choices and higher the prices.

Do you have a particularly large extended family? Why not mail out some send-the-dates for your family reunion? Yep, as with a wedding, confirmations and headcounts are imperative when it comes to coordinating those big group vacations.

Choose Your Destination Wisely

Whether you’re set on an European getaway or prefer an adventurous trip to Thailand, remember to choose a destination where everyone in your family can have a good time. When choosing a spot, look for places that have lots of activities for all ages and make sure you pick accommodation that is in a central location or has many amenities right on their premises like pools, bike rentals, or spas.

Similarly, avoid choosing destinations that experience extreme weather conditions. Unless everyone’s on board for it, you’re going to have some pretty unhappy family members when they’re ready for some ski-slope action but get day-long sunbathing sessions instead!

Don’t Wait Too Long

We’ve all been there. You forgot to book in advance and then end up scrambling to grab whatever you can find last-minute. Flights aren’t always the easiest to come by when it comes to trying to book a large group to an international destination, and, similarly, you don’t want to find yourself in a situation where you’re too late to find group accommodation.

As soon as the dates and location are set for the reunion, snag your flight right away. Booking early can help you all stay at the same place, coordinate to arrive and leave at similar times, and most importantly, stay within your budget. And while you’re at it, don’t forget to check on your passport expiration date and visa information for the destination you’re traveling to.

You may also like: What Needs to Be on Every Packing List for a Family Vacation

Plan Your Meals

Aunt Sally wants tacos, little Louis wants mac and cheese, grandpa Morris wants steak. And you? You’re playing referee so that the hungry mob of family members in front doesn’t turn hangry while you all are trying to decide where to go.

If you plan on eating together throughout your family reunion, arrange the details and make your reservations ahead of your trip. Stopping by at a resort or staying in a place that includes meals? Ask if they have buffet options. Not only will this help you avoid the stress of trying to put in many orders at once, but you’ll also be able to better enjoy your time together when you’re not all ravenously waiting for your tall order of food to come out. And don’t forget to call ahead and let them know that you’re going to be a big group coming in so that the restaurant can properly accommodate you.

Create an Itinerary

Planning a family reunion itinerary is imperative. When you’re trying to wrangle a big crowd to get to do something together, it’s not going to be easy to get everything in if you haven’t planned things beforehand. Fun and spontaneous midnight ice cream runs are one thing, but if you’re trying to get everyone to participate in a group activity — between varied budgets, interests, and ages — coordinating it all last-minute is going to be pretty difficult.

That being said, don’t forget that you’re on vacation. Your family members are probably going to want to get their own share of downtime, so just keep in mind that there are going to be activities, outings and dinners that people will miss out on, or that might not even happen at all. Having a loose itinerary ahead of time will allow you and your loved ones to see what plans they want to join in on, and which ones they don’t. Something especially helpful for activities that require advanced bookings!

Have any other handy tips on planning a family reunion abroad? Tell us in our comments section below!