Family reunion itinerary template

Reunion planning usually ends with one aunt owning a spreadsheet and everyone else asking her what time dinner is. This template keeps her spreadsheet as it is, one row per activity across the reunion days, and publishes it as a calendar feed the whole family subscribes to from a single link in the group chat.

Cousins flying in can see arrival day and the welcome dinner before they book flights. When the schedule gets reshuffled, and it will, edits to the sheet update everyone's calendars in place. Nobody installs anything and nobody makes an account.

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Opens a live preview of the sample events below — no account needed. Swap in your own rows when you're ready.

The columns

One row per event, headers in the first row. That's the whole format.

ColumnWhat it becomesExample
DateActivity date. A reunion spans several days, and each activity is its own row.11/26/2026
TimeStart time. Leave blank for all-day rows like arrival and departure days.1:00 PM
EventBecomes the event title. Mark optional activities right in the name.Family photo
LocationWhere at the venue, or a full address so phones can give directions.Lodge front steps
NotesOptional description. What to bring, who's hosting, timing details.Wear your reunion shirt

Sample data

This is exactly what “Use this template” loads into the preview — replace it with your real schedule.

DateTimeEventLocationNotes
11/25/2026Arrival dayBig Pines Lodge, 400 Lakeshore DrCheck-in opens 3 PM
11/25/20266:30 PMWelcome dinnerLodge — Main HallChili and cornbread, no sign-up needed
11/26/20269:00 AMTurkey Trot 5K (optional)Lakeshore TrailWalkers and strollers welcome
11/26/20261:00 PMFamily photoLodge front stepsWear your reunion shirt
11/26/20263:00 PMThanksgiving dinnerLodge — Main HallSides assigned by family branch
11/26/20267:30 PMGame nightLodge — Great RoomBring a favorite board game
11/27/202610:00 AMHike to the fallsFalls TrailheadAbout 2 hours, kid-friendly
11/27/20262:00 PMGrandma's story hourLodge — Great RoomBeing recorded for the family archive
11/27/20266:00 PMCousins' cook-offLodge kitchenJudged by the elders
11/28/20269:00 AMFarewell breakfastLodge — Main HallCheckout by 11
  • Leave Time blank on arrival and departure days. They become all-day events that frame the trip without a made-up start time.
  • One row per activity. Nothing repeats at a reunion, so the lack of recurrence doesn't even come up.
  • Mark optional things in the title itself, like “Turkey Trot 5K (optional)”, so nobody's surprised by a 9 AM run on their calendar.
  • Keep one owner for the sheet. Everyone can suggest changes in the group chat, but a single editor means the calendar never shows two versions of dinner.

Questions

My family ranges from teenagers to great-aunts. Can they all actually subscribe?
Yes. The subscribe page has one-tap buttons for Apple Calendar, Google Calendar, and Outlook, and a raw feed link for anything else. Nobody creates an account or installs an app.
The itinerary will definitely change between now and the reunion. Then what?
Edit the sheet and every subscribed calendar updates in place. If the hike moves, it moves on everyone's phone without re-sending anything. Google Calendar is the slow one; it refetches feeds on its own schedule, sometimes up to 24 hours, so announce true last-minute changes in the group chat as well.
Can several relatives add events?
Anyone who can edit the spreadsheet can change the calendar. The sheet stays the single source of truth, whether it's a Google Sheet share link, a CSV at a URL, or a pasted table. Most families do best with one editor collecting suggestions.
What does this cost for a one-time event?
Nothing. The free plan's one feed and 50 events cover a reunion easily, with hourly refreshes. Pro ($12/mo or $99/yr) is for people running several feeds, which a reunion doesn't need.

Related templates

Guides

Start with the sample, finish with your schedule.

The preview is live in seconds. Your roster subscribes once and stays in sync.

Use this template