Looking ahead
2027 Planning
The biggest lesson: lock dates and the hotel block early, then get a real per-event headcount before booking anything else.
2027 Committee nominees
16 nominated on the September 27 call — aiming for about 10. Five confirmed so far.
Ayanna Rooks
Confirmed · San Diego
Rosetta Lebron
Confirmed · North Carolina
Mike Rooks
Confirmed · Pennsylvania; offered to host
Marilyn (Bunny) Rooks
Confirmed
Barbara Lisa Rooks-Cobb
Confirmed
Sherilyn
Wayne's niece, Portland
Raheem
Interested in a St. Croix reunion
Ron Wilson Jr.
Nominated
Dahsir
Younger generation
Peanut
Replied to outreach
Little Derek
Shalika to follow up
Maya
Made a reunion video in 2025
Floreen Rooks
Elder generation
Amari
Nominated
Wade and Toya
Husband & wife organizers
Stephanie Rooks
Had a great time in 2025
Handoff checklist
- Share Ayanna's contact and add her to the committee folder
- Send the nomination email, framed as an honor
- Finish the 2025 reunion video and attach it
- Hold a Sunday info session for nominees
- Give the 2027 Committee this guide and folder access
- Export questionnaire responses into a full contact list
Lessons from 2025
Committee & process
- Start 9–10 months out and meet roughly monthly, more often in the final six weeks.
- Use a simple meeting structure: agenda, decisions, a parking lot, named action items. Record calls.
- Compare locations with small subcommittees, each building a sample 4-day itinerary.
- Mix generations: an elder with time for calls, plus younger energy.
- Use family talent and businesses first.
Headcount & money
- Survey early for names, party size, ages, lodging and dietary needs.
- Follow up with a per-event RSVP showing a price for each event.
- Say early where and how to pay.
- Price each event at actual cost per person, rounded up.
- Get T-shirt quotes early and set an order deadline.
- Expect turnout above registrations.
Travel & logistics
- Secure a hotel group rate with a cutoff and share the link everywhere.
- Recommend LGA or JFK over Newark.
- Schedule bus days Mon–Thu; Friday rates were ~70% higher. One coach holds ~56.
- Always have a backup plan for perks like parking.
- Keep group activities around 11 am–6 pm and leave a free day.
Communication
- Pick one channel and announce it at the Meet & Greet.
- Send a short 'here is everything' email two days before.
- Hold family Zoom calls at key moments.
Pine Bush Day program
- Make food at 2 pm the anchor; sides can be ordered lighter.
- Start with name tags and icebreaker bingo.
- Family Feud with family-survey questions was the centerpiece.
- Run separate kids and adult game rounds.
- Call it a 'showcase', not a talent show; karaoke drew more interest.
- Schedule acknowledgments and give elders a platform.
- Plan group photos and recorded interviews.
- Check shade, run power to the DJ, plan food preservation.
Ideas for future years
- • St. Croix (best over spring break)
- • Gullah Festival trip to South Carolina in late May
- • NYC yacht dinner cruise (~$105 per person)
- • Ellis Island family history bus tour
How 2025 came together
About nine and a half months, first call to reunion.
Oct 8, 2024
First call. St. Croix favored; July chosen for school schedules
Oct 22, 2024
NYC emerges as a strong option
Nov 7, 2024
Team NYC and Team St. Croix formed to build itineraries
Dec 3, 2024
Consent on NYC, late July, a Pine Bush day, 50–70 people
Jan 7, 2025
Four-day structure, T-shirts and Big City cruise agreed
Jan 26, 2025
Dates confirmed July 22–25
Feb 2, 2025
Family Zoom: reunion announced
Feb 2025
Family Planning Questionnaire sent
Feb–Apr 2025
Hotel block secured; venue and bus research
May 21, 2025
RSVP list cleaned to 88; Ellis Island bus day dropped
Jun 1, 2025
Family Zoom for questions; selections due June 7
Jun 11 & 19, 2025
Final costs set; hotel cutoff June 23
Jul 9, 2025
T-shirts, caterer, DJ and program finalized
Jul 20, 2025
Final 'here is everything' email
Jul 22–25, 2025
Reunion!
Sep 27, 2025
Recruiting call for the 2027 Committee