(Some great ideas for reunion planners, convention visitor bureaus AND hotels)
Fall is the busiest season for military reunions. Veterans, many of whom travel great distances to reconnect with their brothers and sisters in arms, are arriving in destinations across the country.
Reunion Planners will be in the midst of final details, checklists, and “what if” scenario planning. We asked a few of our community partners how they ensure attendees feel honored, supported, and welcomed when arriving for the reunion. We also asked reunion planners for tips on the last minute planning.
Here is what they said.
Thoughts and Ideas for our Destinations and Hotels from our Destinations and Hotels.
For Convention & Visitor Bureaus
Provide Welcome Materials
Deliver customized welcome bags or materials to the hotel. Include:
A welcome letter signed by the Mayor
Visitor guides and maps
Coupons or lists of veteran-friendly restaurants and attractions
Make a Personal Visit – If possible, stop by during registration or the welcome reception to greet the group. Bring a small token (e.g., city pin, military branch flag) or offer to take a group photo.
Support Local Storytelling- Offer to coordinate a visit by a local historian, museum docent, or veteran speaker.
Connect with the local media outlets letting them know of the upcoming event.
Capture the Moment- With permission, take photos or video clips for future reunion marketing. Share a thank-you post on your social media pages celebrating the group’s visit.
Final Thought
Military reunions are more than events — they’re emotional lifelines for the men and women who served. Small gestures of appreciation from your staff and community go a long way. Let them know they’re not just guests — they’re heroes, and they’re home.
For Hotels
Confirm Event Details Proactively Reach out 3–4 weeks in advance to review:
Banquet event orders (BEOs)
Room block pickup • Hospitality space setup
AV and dietary needs – Assign a specific on-site contact to be available throughout the reunion.
Add Patriotic Touches
Display the group’s welcome sign and American flags near the front desk.
Run a welcome message on lobby digital signage or your elevator screens.
Consider playing patriotic music or military anthems at check-in on arrival day.
Support the Hospitality Space- Offer discounted or donated coffee and snacks for the group’s hospitality space.
Ensure easy access to ice machines, extra chairs, and waste removal.
Encourage banquet staff to introduce themselves, creating a more personal touch.
Be Ready for Walk-Ins or Add-Ons – Hold a few extra rooms at the group rate if possible.
Prepare extra place settings in case guests bring a local friend or family member to the banquet
Thoughts and Ideas for our Reunion Planners from our Reunion Planners
As September approaches, it’s time to double-check the final details to ensure your military reunion runs like a well-oiled machine. Whether you are weeks out or counting down the days, here’s a simple list to help you feel confident and prepared.
Confirm with Your Hotel and Venues
Reconnect with your hotel sales contact to confirm:
Meeting space layout and times for each function
Banquet menus and final headcounts Hospitality space access times and room setup
Room block pickup numbers and any remaining availability
Reconfirm transportation (if using a motorcoach), including exact pickup/drop-off locations and
times. Touch base with off-site venues for group tours confirming date, time, accessibility, and
parking info.
Finalize Your Materials Name badges:
Print badges with names, years served, unit/ship name, and a ribbon or icon to distinguish first-
time attendees or reunion committee members. (MRN can assist with name badges)
Welcome packets Include:
Event schedule
Map of the hotel and local area Emergency contact numbers
Restaurant list with veteran/military discounts Signage:
Create directional signs for registration, hospitality space, banquet, and tours. Memory table items:
Ask attendees to bring photos, patches, or memorabilia to honor those no longer with us.
Use Facebook to Build Excitement Post countdowns (e.g., “Only 3 weeks until we’re back together again!”) Share a photo from a past reunion and ask: “Were you here? Tag a buddy you’re excited to see again!” Spotlight one reunion event each week:
“Saturday night’s banquet will feature a tribute to those we’ve lost – bring your tissues and your stories.”
Remind attendees what to pack (e.g., unit shirts, photo albums, comfortable walking shoes).
Communicate with Your Attendees Send a “Final Info Email” 10–14 days out:
Include check-in time, where registration will be located, event attire, and local emergency contacts. Offer a print-friendly version of the schedule and a map.
Encourage attendees to join your private Facebook group (or page) for real-time updates.
Pack Your Planner Kit
Hard copies of contracts and banquet event orders (BEOs) Extra name badges, markers, tape,
scissors, and sign holders List of emergency contacts and vendors
Cash box (if selling merchandise or collecting donations) Extension cords, power strips, and backup
phone chargers
Final Thought:
It’s Almost Here! You’ve done the heavy lifting — now it’s about fine-tuning and enjoying the experience. Taking time to confirm details, engage your group online, and organize your materials will pay off once the hugs start happening.
During the reunion stop and take it all in. YOU Did this! You are the one responsible for the hugs and
