A family reunion goes smoothly when the big decisions happen early and the small ones are handed off. This checklist breaks planning into five stages, from choosing a villa a year ahead to the daily rhythm once everyone arrives, so the organizer is not carrying the whole trip alone.

It is written for reunions of roughly 10 to 21 people across several generations, the kind of group that fits a single staffed villa in Costa Rica. If you are still comparing properties, start with our guide to the best Costa Rica villas for a family reunion, then come back here once you have a shortlist.

Key Takeaways

Name a lead organizer and at least one co-organizer before anything is booked.
Agree on the budget and how costs will be split in writing, early.
Assign suites by household before you sign, not after you arrive.
Plan two or three anchor moments and leave the rest of the week open.
Check that every passport is valid for the full stay, as the U.S. Department of State requires for Costa Rica.

9 to 12 Months Out: Set the Foundation

Choose the organizers. One lead makes final calls. A co-organizer handles money or communication so decisions do not stall.
Build the guest list. Note each person's age, mobility needs, dietary restrictions, and must-have dates.
Set the budget and the split. Decide whether costs divide by household, by suite, or by person, and whether grandparents or the hosts are covering anything.
Pick the dates. Check school calendars and work schedules first. In Guanacaste, the dry season runs from late November into April.
Choose one home base. A single villa keeps the group together and avoids moving luggage between hotels.

Popular holiday weeks book early at large villas, so a year of lead time is reasonable for reunions built around school breaks.

Share the Load: Roles to Assign

Reunions run better when jobs are spread across the family. Ask volunteers to own one role each:

Money lead: tracks the budget, deposits, and each household's share.
Kids captain: plans a few simple activities and keeps an eye on routines and bedtimes.
Memory keeper: organizes the group photo, gathers old family pictures, or plans a toast.
Outing lead: researches the group excursion and handles bookings with the concierge.

Giving teenagers and grandparents a role helps everyone feel part of the trip rather than a guest at it.

The Children's Suite at Villa Alberti, one way to plan rooms by household before you arrive.

6 Months Out: Book and Assign

Confirm the booking. Read the deposit, cancellation, and payment schedule, and share the key terms with each household.
Assign suites. Map every household to a room, and note who needs an easy route to common areas. Our post on sleep configuration for 20 guests shows how to think it through.
Book flights. For Las Catalinas, most families fly into Liberia International Airport. Share a target arrival window so transfers can be grouped.
Check documents. Costa Rica requires a passport valid for the length of the stay and proof of onward travel. Families with children who hold Costa Rican citizenship or residency should check exit permit rules.

The dining room at Villa Alberti, set for a welcome dinner with the whole family.

3 Months Out: Shape the Week

Plan anchor moments. Most reunions need only two or three: a welcome dinner, a milestone celebration, and one group outing.
Share dietary needs. Send one consolidated list of allergies and preferences to the villa team so menus can be planned in advance.
Book group excursions. Boat days, sportfishing, and guided nature outings fill up in peak season. Our page on things to do lists options near Las Catalinas.
Leave white space. Keep at least half of each day unscheduled so naps, books, and pool time happen naturally.

1 Month Out: Confirm the Details

Send arrival details. Collect every flight number and arrival time in one place for the transfer schedule.
Request child seats and special items. Confirm cribs, high chairs, and car seats directly with the villa.
Collect payments. Settle each household's share before departure so money does not come up at dinner.
Share a packing list. Include sun protection, swimwear, light layers for evenings, and any medications.
Create one group thread. Use it for logistics only, and pin the itinerary and emergency contacts.

During the Reunion: Keep It Easy

Hold a short morning check-in. Five minutes over coffee to confirm the day's plan avoids confusion later.
Take the family photo early. Schedule it on day two or three, while everyone is rested and present.
Let the team run the house. When staff handle meals and housekeeping, the organizer can enjoy the trip too.
Protect quiet time. Separate spaces for naps, reading, and teenagers keep the group together without feeling crowded.

Family Reunion Checklist at a Glance

When	What to finish
9 to 12 months out	Name organizers, build the guest list, set the budget and cost split, choose dates and one villa
6 months out	Pay the deposit, assign suites by household, book flights, check passports
3 months out	Plan anchor moments, share dietary needs, book group excursions
1 month out	Confirm arrivals and transfers, collect payments, send the packing list
During the stay	Hold a short daily check-in, take the family photo early, protect free time

How Villa Alberti Supports a Family Reunion

Villa Alberti is a fully staffed private estate in Las Catalinas with seven primary-standard suites for up to 21 guests, so every household has its own marble en-suite. A private elevator serves all six levels, which helps grandparents and young children move between suites and the rooftop. The accommodations page shows each suite.

The on-site team includes a general manager, concierge, executive chef, bartenders, and housekeeping, and a chauffeured SUV from Liberia is included with every stay. Las Catalinas is car-free, so the beach and restaurants are a short walk away. Fully staffed does not mean all-inclusive, so confirm which meals, beverages, and gratuities are covered, and note that overnight capacity is not event capacity if you plan a larger celebration.

Frequently Asked Questions

How far ahead should we plan a family reunion?

Nine to twelve months is a comfortable lead time for a group that depends on school breaks or holiday weeks. Smaller, flexible groups can plan in less.

How should a family split reunion costs?

Common approaches are by household, by suite, or by person. Agree on the method in writing before booking, and note anything one family member is covering.

What is the best way to handle different dietary needs?

Collect every allergy and preference in one list and send it to the villa team early. A private chef can plan menus around the whole group.

Plan Your Family Reunion at Villa Alberti

Share your preferred dates and group details below. The Villa Alberti team will follow up to discuss availability and arrangements for your reunion.

Family Reunion Planning Checklist