Complete Guide and Checklist for Planning a Family Reunion Cruise
Family reunion cruises becoming more popular as affordable family vacations
It’s a known fact – when everyone is busy adulting, people get pulled in too many different directions. Family reunions are a great solution, as they bring people together who don't always get to connect as much as they’d like. As families grow and spread across different cities, finding an opportunity for everyone to reconnect can become increasingly difficult.
A successful family reunion isn't just about getting everyone in the same place. It's about creating an experience that gives multiple generations an opportunity to reconnect, make new memories, have fun, and simply enjoy being together.
Planning that experience, however, can be challenging. Family members have different schedules, budgets, interests, ages, and opinions. Some relatives may want an active vacation, while others would rather relax. Some may have plenty of vacation time, while others have only a few days.
For families looking for a way to bring everyone together without having to plan every meal, activity , and entertainment option themselves, a family reunion cruise can be an excellent solution. A cruise brings accommodations, dining, entertainment, activities, and destinations together in one vacation experience while giving family members plenty of freedom to spend some time together, and spend some time doing their own thing.
Why Choose a Cruise for a Family Reunion?
The single biggest advantage of a family reunion cruise is the value your family receives for their money. Unlike many traditional family vacations, where you may have to pay separately for hotels, meals, entertainment, and activities, a cruise fare already includes many of these vacation essentials.
Family Reunion Cruise Rates Include:
Your family’s staterooms
Breakfast, lunch, dinner, and snacks every day
Onboard entertainment
A wide variety of activities for every age group
For a large family, that can make a cruise surprisingly affordable compared with trying to coordinate a similar vacation independently.
This affordability makes it easier for family members to participate regardless of their individual budgets.
Adding to the affordability, the entire cost doesn’t have to be paid upfront. Depending on the cruise and booking terms, each family member can often secure their reservation with a relatively small deposit and then have several months to pay the remaining balance before the cruise. That gives everyone time to budget for the trip rather than having to come up with the entire vacation cost at once.
This is why planning a family reunion cruise well in advance can make such a difference. Instead of announcing a trip and asking everyone to come up with a large amount of money immediately, the family can choose a future sailing and give everyone months to prepare, save, make payments, and arrange time away from work.
A $1,500 vacation may sound difficult if someone has to pay $1,500 today, but it can be more manageable when that same cost is spread across many months. When the trip is announced early and everyone understands the payment schedule, a cruise can become an attainable family vacation rather than something only a few relatives can afford.
Another advantage of a family reunion cruise is that everyone can participate in the same vacation without having to follow the same schedule all day.
Grandparents may enjoy relaxing by the pool while younger family members participate in activities. Some relatives may want to explore a port while others prefer to stay onboard. Family members can come together for dinner, an excursion, or a special celebration in a reserved private meeting space, then go their separate ways while still being on the same ship.
How Many People Do You Need for a Family Reunion Cruise?
There is no single ideal family reunion size. A reunion might involve 10 relatives or 100. The best family reunion cruises typically fall somewhere in the middle.
For a larger reunion, group booking arrangements may also provide advantages depending on the cruise line, sailing, number of staterooms, and applicable group policies. Group terms and benefits vary, so they should be confirmed for the specific sailing rather than assumed.
Choosing the Right Cruise for Your Family
The most enjoyable cruise isn’t necessarily one on the newest or largest ship. Consider what will work for the people actually attending.
Important factors include:
Cruise length: A shorter cruise may be easier for relatives with limited vacation time, while a longer cruise provides more time together. Since most people consider three-day cruises to be too short, consider a 4 to 7 day cruise for your family. Many families that fly to a cruise port choose a full seven-day cruise. They figure as long as they have to fly in, they might as well make the flights worth it by enjoying more time on the ship.
Destination: The Caribbean, Bahamas, Mexico, Alaska, and other destinations offer very different experiences.
Departure port: A convenient port can make travel easier and less expensive for the family. But keep in mind that it’s normal that all or some people would need to fly to the cruise departure port, unless they already live near it.
Ship: Consider dining options, entertainment, pools, children's activities, accessibility, and other amenities. Most importantly, consider the style, vibe, and atmosphere of the ship and ensure that it syncs well with your family’s collective style.
Stateroom choices: Families may want a mixture of interior, ocean-view, balcony, and suite accommodations.
Travel dates: School schedules, work schedules, holidays, and weather can all influence the best time to travel.
The goal is to find a combination that works reasonably well for the greatest number of family members, rather than optimizing the trip around one person's preferences.
It is not realistic to expect 100% attendance – there will always be family members who cannot attend for one reason or another. If 80% of the people you invite are okay with the cruise dates, you are doing great.
The Challenges of Planning a Family Reunion Cruise
A family reunion cruise can be an incredible experience, but organizing a large family vacation does require effort. Here are some of the common challenges you might run into, but rest assured they each have reasonable solutions.
Challenge: Getting Everyone to Pay on Time
A family reunion might have 20, 30, 40, or more people, with each household responsible for its own cruise fare. Some family members may pay immediately, while others may forget, misunderstand a deadline, or need additional time.
This can create somewhat of a headache for the person organizing the reunion. The best way to handle payments is to communicate early and often with clear information and a lot of written reminders.
This also helps clarify:
Amount due
Payment deadline
Who is responsible for the payment
What happens if payment isn't made
Final payment date
Cancellation terms
Don’t be alarmed when there are a few family members who can’t join the cruise due to the cost – it happens. But before you decide on a low-cost community center or hotel as your family reunion venue, keep this in mind. You have a choice between giving 100% of your family a mediocre experience, or giving 90% of your family the time of their lives.
Challenge: Passports and Travel Documents
International family travel can introduce another challenge: making sure everyone has the necessary travel documents.
Some family members may already have valid passports while others may have never obtained one, or have passports that expired. Children may have different documentation requirements, and passports that are current now may expire before the trip.
This is another reason to start planning early. Give everyone plenty of time to determine what documents they need and complete any necessary applications or renewals.
Travel-document requirements can vary depending on the itinerary, nationality, and circumstances, so travelers should verify the requirements that apply to their specific trip well before departure.
Challenge: Deciding on the Ship and Destination
This can be a difficult family-reunion decision because everyone has an opinion.
Half the family wants the Caribbean. The other half wants Mexico. Someone wants the newest ship. Someone else thinks it's too expensive. Before long, planning a family reunion can start to resemble a family debate club. The solution here is to create a small family reunion committee. Usually two or three people is enough.
The committee doesn't need to represent every opinion in the family. Its job is to help establish the overall plan, research reasonable options, communicate important information, and help keep the reunion moving forward.
Ideally, the committee should include people who are organized, responsive, and willing to make decisions. Committee members are useful when deciding on the cruise ship, destination, travel dates, and general budget. If 30 or 50 family members are all trying to make those decisions together, the planning process can get messy fast.
A surprisingly effective solution is to present the family with one solid, reasonable plan rather than asking everyone to design the vacation. You research the options, consider the group's budget, ages, travel dates, and preferences, and then present a specific cruise as the concrete plan.
Don’t say:
"What does everyone want to do?"
You’ll leave the door wide open for too many cooks in the kitchen and you’ll get an overwhelming number of conflicting opinions.
Instead say:
"Here's the cruise the family reunion committee selected. Here's the ship, destination, dates, approximate cost, and why we think it's the best fit for the family."
That doesn't mean ignoring legitimate concerns. It simply prevents the planning process from becoming an endless referendum on every possible option.
Sometimes the best family reunion decision is the one that is reasonable, well researched, and presented as a decision rather than an open-ended discussion.
Challenge: Reassuring the Family Member Who Thinks the Ship Is Going to Sink
Every family has one. You know the person. Their over-imaginative mind is picturing the ship hitting an iceberg somewhere in the hot Caribbean and having to abandon ship in dark, icy water while the captain is telling everyone to remain calm.
Cruise ships today are sophisticated vessels equipped with hi-tech navigation, safety, communications, and emergency systems. Cruise lines also operate under extensive international maritime safety regulations.
That doesn't mean you need to win an argument about cruise-ship safety at the family dinner table. Sometimes the better approach is simply to acknowledge the concern, provide reliable information, and give the person time to become comfortable with the idea.
And if they still refuse to come? That's okay – a family reunion cruise doesn't have to include every single relative. But those who don’t attend for unjustified reasons might eventually see all the great photos and regret their absence. In fact, some family members who originally opt not to attend will change their minds once others sign up for the cruise over time.
Balancing Different Ages and Interests
Families often include several generations with very different ideas about what makes a great vacation.
Young children may want activities and entertainment. Teenagers may want pools, sports, and social activities. Parents may want a combination of family time and relaxation. Grandparents may prioritize comfortable accommodations, dining, accessibility, and a slower pace. Cruises work well because they offer something for everyone regardless of age or interest.
Being Together Without Being Stuck Together
It’s no secret, and if we’re being honest, some family members can only handle certain other family members in small doses. A family reunion cruise should create opportunities for everyone to spend time together, but nobody needs to spend the entire cruise with the entire family.
Consider designating some shared activities, such as:
Group meals
A family photo
A shore excursion
A private party
A special onboard activity
Then allow family members plenty of individual free time. Trust that your family will still interact in smaller groups outside of the designated, planned activities.
A Simple Family Reunion Cruise Planning Timeline
9 to 12+ Months Before Sailing
Connect with a good group cruise specialist to handle the research options and handle the important booking details
Choose the general destination, travel dates, cruise line, and ship
Estimate the number of family members who may participate
Reserve a block of rooms and get your cruise booked
Announce the cruise details through Facebook, Instagram, email, or other methods
6 to 9 Months Before Sailing
Work with your group cruise specialist to make sure your family members are making the required payments
3 to 6 Months Before Sailing
Remind everyone about the final payment deadline
Begin discussing shore excursions and group activities
If necessary, have family members book flights to the cruise departure port 4 to 8 weeks before the cruise
Make sure everyone has arrangements for pre-cruise hotel stays if necessary
Remind everyone of the travel document requirements so they have time to apply or renew if necessary
Final Month
Make sure each family member completes the cruise line’s online check-in process
Send everyone tips about optional specialty dining and other optional add-ons such as drink packages, onboard Wi-Fi, and travel insurance
Family Reunion Cruise Planning Checklist
Before booking, consider:
Find a group cruise specialist (travel agent for group cruises)
Approximate number of travelers
Preferred travel dates
Destination
Departure port
Cruise length
Preferred cruise line and ship
Stateroom preferences
Budget range
Dining preferences
Group activities or celebrations
Shore excursions
Payment responsibilities
Travel documents
Transportation to and from the cruise port
Pre-cruise hotel stays
Frequently Asked Questions About Family Reunion Cruises
How much do family cruise packages cost?
Family reunion cost per person can have a wide range depending on several factors. As a rough estimate, consider $150 to $200 per person per day to be a decent average, not including any needed flights or pre-cruise hotel, gratuities, or add-ons. It’s also common to see higher and lower pricing for family reunion cruises.
How far in advance should we plan a family reunion cruise?
Planning 9 to 12 months or more in advance can give families more choices of sailing dates and staterooms. Larger or more complicated reunions may benefit from starting even earlier.
Does each family pay for its own cruise?
In most cases, your group cruise will consist of several stateroom reservations tied to a group reservation. The family or people in each stateroom will be responsible for paying the fare for their stateroom. The family reunion committee or group leader helps organize payments, but is not responsible for them. The exact process depends on the cruise line and group booking arrangement.
Can we get staterooms close together?
It's often possible to request nearby staterooms, but availability is not guaranteed. The earlier the group begins planning, the more opportunities there may be to coordinate cabin locations.
Can we choose different types of staterooms?
Yes. A family reunion doesn't require everyone to book the same type of cabin. Different households can often choose accommodations that fit their preferences and budgets, subject to availability.
Can we plan a special family celebration onboard?
Your group cruise specialist can coordinate opportunities for celebrations and group gatherings. Private space can sometimes be reserved for a family event. Options depend on the ship, sailing, group size, and cruise-line policies.
What happens if someone in the family misses a payment deadline?
It’s a good idea to establish internal family deadlines that are set a few days before the cruise line's deadlines. The consequences of a missed payment depend on the specific booking and cruise-line terms, but can result in that person’s reservation being dropped from the cruise. This is one situation where working with a good group cruise specialist can often help, as they can sometimes use their relationships with cruise lines to get exceptions.
Can cruise ships handle accessibility and dietary needs?
Yes, most cruise lines offer accessible rooms to accommodate wheelchairs and other mobility equipment. Cruises also typically honor special dietary needs including diabetic, gluten-free, kosher, vegetarian and vegan, allergen-friendly, lactose-free, and more.
How to Get Started
The most important thing you can do to start planning a cruise for a family reunion is talk to a cruise expert that specializes in group cruises. Let’s face it – “you don’t know what you don’t know,” so working with a group cruise expert can simplify the important details, streamline your process, minimize your work, and make sure everything comes together correctly.
Success is a lot more than simply choosing a ship and finding group cruise rates. It requires coordinating people, schedules, payments, travel documents, expectations, and communication.
The good news is that you don't have to manage all of those details alone. Epix Cruise and Travel helps families plan and coordinate group cruises, from selecting the right cruise and destination to organizing group cruise reservations and managing the many details that come with bringing a large family together. If you’re seeking an opportunity for your family to experience a reunion that’s much better than any they’ve attended in the past – your cruise is waiting. The time to start planning is now.
