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Family Reunion Registration Form

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Walker Family Reunion Registration Packet 2013

You can stay up-to-date and get additional information at www.walker-familyreunion.com.

Walker Family Reunion

Celebrate our Family Reunion in Livonia, MI

August 2 - 4, 2013

Dear family members:

The 2013 Walker family reunion planning committee is very pleased to announce the details of our 2013 reunion! We have noticed that our family has grown in size and so this is our attempt to get everyone together, share our history, and create new memories.

We are the descendants of the Walkers from Ozan, McCaskill and Hope, Arkansas dating back to 1820.

The 2013 Walker Family Reunion will be held in Livonia, MI. Livonia is just miles away from Detroit, MI and has much to offer. Our headquarters will be the Holiday Inn Conference Center. This Livonia Hotel is just steps away from a variety of fine retailers, restaurants and a newly renovated Phoenix movie theatre.

We are honored to plan and host our family reunion and hope this will be an annual event. We have worked hard to put together a weekend of activities and entertainment that all will enjoy. The Family Reunion Registration will include the following: Family Meet and Greet Reception, Family Picnic, Family Banquet and Family Reunion T-shirts. Anyone with a connection to the Walkers is invited; including good friends and neighbors!

Please do not hesitate to contact us with any suggestions.

Sincerely,

Your Family Reunion Planning Committee

In this family reunion registration packet, you will find

  • Hotel Information
  • Registration Instructions
  • Registration Form (Complete both sides and return)

Please forward reunion information to family members that we may have missed. For questions, please call Sandra Best (313) 377-3487 or email: info@walker-familyreunion.com.

HOTEL INFORMATION

Address:

Holiday Inn Detroit-Livonia Conference Center
17123 Laurel Park Drive North
Livonia, MI 48152

Special Group Rates For Family Reunion:

King Beds: $89.00 / night (Sleeps 2)*

Double Doubles: $89.00 / night (Sleeps 4)*

*Rates do not include applicable taxes.

Reserve your room as soon as possible. The hotel reservation deadline is July 2, 2013.

Instructions When Making Room Reservations:

  • Call 1-800-465-4329 to make your hotel reservation. Please ask for the Walker Family Reunion Group Rate.
  • Cut-off Date: Reservations received after July 2, 2013 will be provided on a space-available basis at prevailing rates. Rooms have been known to sell out fast so don’t wait until the last minute!

Hotel Amenities For Our Family Reunion:

  • FREE Breakfast Buffet (Up to 4 tickets per room)
  • FREE Wi-Fi throughout entire hotel
  • Indoor pool, hot tub, pool tables
  • Health/Fitness Center On-Site (Open 24 hours)
  • FREE Shuttle to/from local attractions (Within a 5 mile radius)
  • FREE Parking

REGISTRATION INSTRUCTIONS

Please register either online or by mail no later than January 23, 2013, as we need to confirm numbers as soon as possible. All information and forms in this packet can be found online at walker-familyreunion.com.

You may also fill out the online registration form and pay by credit card at walker-familyreunion.com.

Your reunion registration fee includes Friday Night’s Meet & Greet Reception, Saturday’s Family Picnic, Saturday’s Formal Banquet and the Family Reunion T-shirt. In order to meet mandatory prepaid expenses that require reservations and deposits to secure facilities, we are requesting that you complete your registration in full by January 23, 2013 or adhere to the installment plans as listed below:

2013 Family Reunion Fees:

Adults (and kids 11 years & up): $60

Children (ages 4-10 years old): $25

Infants & Toddlers (Under 4 years): FREE*

*If you would like a family reunion t-shirt for your toddler, you will need to pay $10/shirt.

Installment Payments:

Payment #1: An initial non-refundable deposit of $20 per adult/$10 per child is due on or before January 23, 2013.

Payment #2: A second payment of $20 per adult/$10 per child is due on or before March 25, 2013.

Payment #3: The final payment of $20 per adult/$5 per child is due on or before May 27, 2013.

!!!!!!FREE ROOM OFFER!!!!!!!

Those who send in their initial deposit by January 23, 2013 will be entered into a drawing to win a FREE reunion night stay at the family hotel!!!!

(Prize will be awarded at the reunion.)

TALENT SHOW

We are looking for family members who want to put their talents on display! Whether it’s singing, dancing, stand-up comedy, instrumental talents or whatever, we want to see it. Please indicate on the registration form if you or your child would like to participate in the talent show.

REGISTRATION FORM (Front)

Name

Address

City/State/ZIP

Email

Phone

Please list names of individuals interested in participating in the talent show.

Name

Name

We Need Volunteers!

If you are interested in serving on any of the committees shown below, please check the coordinating boxes. Someone will contact you with more details.

Welcome Committee

Activities Committee

Registration Committee

Music and Entertainment Committee

Decorating and Set-up Committee

Food Service Committee

Clean-up Committee

COMMENTS/QUESTIONS/SUGGESTIONS:

REGISTRATION FORM (Back)

ADULTS (11 YRS AND OLDER) $60.00     CHILDREN (4-10 YRS) $25.00

T-SHIRT SIZES: Adults (S, M, L, XL, 1X, 2X, 3X, 4X, 5X, 6X) Kids (XS, S, M, L, XL) Ladies Crewneck (S, M, L, XL, 1X, 2X)

Name: Age: Fee: T-Shirt size

Name: Age: Fee: T-Shirt size

Name: Age: Fee: T-Shirt size

Name: Age: Fee: T-Shirt size

Name: Age: Fee: T-Shirt size

Name: Age: Fee: T-Shirt size

Total number of adults & children:    Total amount Due: $

INFANTS & TODDLERS (0-3 YRS) FREE

Name: Age: T-Shirt size ($10)

Name: Age: T-Shirt size ($10)

Name: Age: T-Shirt size ($10)

Total number of infants & toddlers:    Total amount Due: $

GRAND TOTAL: $

Reunion fees may be paid in full or over time. If you select to pay over time, the payment schedule is as follows:

1st payment of $20 per adult; $10 per child due Jan 23, 2013. Amt. Enclosed: $

2nd payment of $20 per adult; $10 per child due March 25, 2013.

Final payment of $20 per adult; $5 per child due May 27, 2013.

(Please send payment for infant/toddler t-shirts with this payment.)

MAKE CHECK OR MONEY ORDER PAYABLE TO: WALKER FAMILY REUNION.

Please mail completed registration form along with payment to:

Walker Family Reunion
PO Box 122
Byron Center, MI 49315

You may also fill out the online registration form and pay by credit card at walker-familyreunion.com.

Signature of Registrant

Date

Emergency Contact Name

Emergency Contact Phone

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What the Family Reunion Registration Form Is

A Family Reunion Registration Form is a structured event registration document used to collect attendee details, emergency contacts, dietary and accessibility needs, payment or deposit information, waivers, and media release consent. It standardizes information gathering for organizers, helps manage headcounts and rooming lists, and documents permissions (for example, medical treatment consent for minors). The form can be a printable PDF or an online fillable form with eSignature fields to capture agreement to rules, payment terms, and liability waivers.

Why a Clear Registration Form Matters

Using a single, well-structured Family Reunion Registration Form reduces administrative errors, ensures required information is captured consistently, and centralizes consent and payment records for compliance and planning purposes.

Why a Clear Registration Form Matters

Who Typically Completes This Form

The form supports multiple respondent roles and can be configured to require different fields by role (adult, child, vendor).

  • Primary organizer or reunion committee member responsible for guest lists and logistics.
  • Individual family members registering themselves and dependents for activities or lodging.
  • Vendors or volunteers submitting availability, credentials, or emergency contact details.

Typical Signatories and Their Roles

Event Organizer

An organizer manages the guest list, payments, and communications. They use the completed registration forms to allocate lodging, plan meals, coordinate activities, and maintain medical/allergy records for safety and logistics.

Family Registrant

A registrant completes personal and emergency details, indicates dietary or accessibility needs, and signs any waivers or photo release statements. For minors, a parent or guardian completes and signs on the child’s behalf.

Essential Sections to Include

A professional Family Reunion Registration Form groups information into clear sections so responses are complete and easy to process.

Contact Details

Collect full legal name, preferred name, email address, phone number, and mailing address for each registrant.

Emergency Contacts

Include at least one emergency contact with relationship and phone number; note who is authorized for medical decisions if needed.

Medical & Dietary

Collect allergies, dietary restrictions, chronic conditions, medications, and required accommodations for activities or lodging.

Housing & Attendance

Record lodging preferences, roommate requests, arrival/departure dates, event sessions, and meal plan selections.

Payment & Fees

State deposit amounts, payment methods, refund policy, and any additional fee schedule (e.g., late registration surcharge).

Consent & Waivers

Include liability waivers, media/photo release language, and signatures for adult consent or parental consent for minors.

Core Information Elements to Capture

Full Legal Name: First, middle, last
Date of Birth: MM/DD/YYYY
Primary Phone: Include area code
Emergency Contact: Name and phone
Dietary Needs: Allergies or restrictions
Signature Block: Name and date of signature

Step-by-Step: Completing the Registration Form

Follow these steps to complete a Family Reunion Registration Form accurately and efficiently.

  • 01
    Start: Enter primary contact and household details first.
  • 02
    Add Attendees: List each family member with DOB and any special needs.
  • 03
    Provide Emergency Info: Enter at least one emergency contact per household.
  • 04
    Sign and Pay: Review waivers, sign, and submit payment if required.

How to Configure an Online Registration Workflow

Typical online setups combine form fields, conditional logic, payment capture, and confirmation routing.

Form Template Create a master template with repeatable attendee rows.
Conditional Fields Show medical fields only when attendee indicates 'Yes' for conditions.
Payment Capture Enable secure payment step for deposits or tickets.
Confirmation Email Send automated receipt and event details on submission.
Data Export Enable CSV/Excel export for guest lists and rooming charts.

Digital Signing and Submission Considerations

Ensure the platform meets required privacy and retention obligations and that organizers can produce an audit trail for consent and payments.

  • File Formats: PDF and DOCX are commonly supported.
  • Signer Authentication: Email links or SMS codes reduce unauthorized submissions.
  • Integrations: Connect to Google Drive, Microsoft 365, or CRM for records.

Typical Submission and Processing Flow

A straightforward workflow reduces follow-up and ensures records are complete for event logistics.

  • Distribute Form: Send email link or host form on a registration page.
  • Attendee Completes: Registrant fills fields, uploads documents if required.
  • Sign & Pay: Applicant signs waivers and completes payment step.
  • Organizer Reviews: Organizer verifies entries and confirms registration.

Common Deadlines and Timing Expectations

Set clear dates for registration, deposits, and cancellation to manage bookings and vendor commitments.

Registration Deadline:

Final date to submit attendee information and guarantee a spot.

Deposit Due Date:

Date by which deposit or full payment is required.

Cancellation Window:

Last date for full or partial refund eligibility.

Roster Finalization:

Date organizers lock final headcount for catering and lodging.

Name/Room Changes:

Cutoff for changes without penalty.

Common Mistakes When Preparing the Form

  • Omitting emergency contact details or relying on a single contact for large households creates response gaps during incidents.
  • Vague waiver language that fails to specify covered activities may reduce enforceability and increase organizer liability.
  • Collecting full payment information in unsecured fields risks data exposure; use payment processors or tokenized fields.
  • Not using conditional fields leads to unnecessary data collection and lower completion rates for respondents.

Consequences of Incomplete or Incorrect Forms

Denied Access: Missing waiver
Medical Risk: Unreported allergy
Chargebacks: Payment disputes
Liability Exposure: Ambiguous consent
Recordkeeping Gaps: Lost proof of consent
Data Breach: Inadequate security

Practical Examples of How the Form Is Used

These short scenarios illustrate common family reunion registration uses and outcomes.

Multi-Family Reunion

Organizers gather household-level details and deposits in a single form

  • Conditional fields capture dietary needs per attendee
  • The consolidated guest list streamlined lodging assignments and reduced double bookings.

Weekend Activity Signup

Registrants choose sessions and activities when registering

  • A separate waiver field collects activity-specific consent
  • Automated confirmations ensured volunteers and vendors received accurate headcounts.

Tips for Accurate and Efficient Registration

Adopt these practices to reduce follow-up work and protect attendees.

Use Conditional Logic
Show only relevant fields for adults, minors, or vendors to speed completion and reduce errors.
Require Key Fields
Make emergency contact and signature fields mandatory to ensure safety and enforceability.
Secure Payment
Use tokenized payment processors; avoid storing full card data in form responses.
Keep Audit Trail
Retain timestamps, signer IPs, and signed PDFs as evidence of consent and agreement.

eSignature Vendor Pricing Snapshot for Registrations

Comparison of common vendor starting prices and basic capabilities relevant to event registration workflows. signNow is listed first per comparative format.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial Varies Varies Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Recommended Field and Workflow Settings

Example configuration items to set up a reliable online registration and signing flow.

Field Configuration
Required Fields Full name, DOB, emergency contact
Conditional Logic Reveal medical fields only if needed
Authentication Email link or SMS verification
Post-Signature Send signed PDF and receipt automatically

Risks Related to Signature and Consent Collection

Invalid Consent: Missing signature
Noncompliance: Improper PHI handling
Refund Liability: Incorrect fee disclosures
Disputed Charges: Poor payment records
Event Denial: Incomplete waiver
Data Exposure: Weak security controls

Frequently Asked Questions About the Form

Answers to common questions about signing, minors, privacy, and changes to submitted registrations.


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