Each time we have a reunion, admin costs are involved for those who organize the reunion.   So far these costs have been paid entirely by those who "host" the reunion.  However, we're sure that once you see the costs of what is involved, you'll agree that, we as a family should assist with these costs.   These costs include the following:

    * Copies .10 per page for black/white or $1. per color copy per page  Average of $240 per reunion;
    * Mailing average  $5.-$7. of brochure & important info per household $240. per reunion;
    * Mic/Audio & visual rental $50-$150. per day for a 3 day average $300.;
    * Meeting room rental $50-600. per day for the three day reunion depending on type of location and
    * Block of room deposit $50-$1000 depending on type of location.

Average costs incurred $2,980. w/o costs of  maintaining picture boards and extras.

Admin costs of Nashville reunion in 2011

So far, as of 8/25/09, the reunion in 2011 has incurred the following admin costs.

    * Postcards & Postage $71.50  Reminders will be done by email.& postcards. Savings of $34.
    * Printing of brochures & inserts for tours & the schedule to be handed out in Nashville. $45  Savings of $160.
    * DVD's (supplies & postage) of re-cap of both 2009 & 2011 reunion & 30 hrs to assemble $140.
    * Website $100. for 2 years; contains updated pics & all important information for reunion w/ interactive features for people to communicate.   2 people 100 + hrs to build  & maintain the website. Time donated, but worth $1,500. Savings of $1,520
    * Mic/AV equipment rental $350. for the 3 days
    * Meeting Room $0 for all three days
    * Block of rooms deposit $0
    * Deposit for Caterer $1,600. (get back upon payment in full)
    * Extras such as decor, trophies, metals & items for games for 50-80 people ages 1-90 for 3 days has an estimated cost of $900
    * Shipping costs to get everything there - $50-100
    * Additional Entertainment for before and after the family meetings $140.

Grand total of $1,556.50 w/o Caterer deposit.  Cammie-Jenn will be using her wholesale license to acquire a majority of the items needed for our 3 day event in Nashville.

Total in savings so far $1,714.



If you would like to donate in advance of the reunion instead of bringing item(s) to the silent auction  on Friday night, July 1, 2011 to help off set the admin expenses of  this & future reunions, you may do so using .  for an invoice and tell her how much you would like to donate, any donations are appreciated and we thank you in advance.  If you rather donate by cash or check at the reunion or by mailing the check to Sharon in advance, that is fine too.  If every family pitched in $40 for admin costs, the entire cost  of this reunion would be covered!  Remember that you'll follow this same process for purchasing meals.

As a reminder, your silent auction items should be items that are still great items that you no longer need or want - that others would want to have.  We'll be bidding against each other in the silent auction.  You don't want to auction off something that you wouldn't necessarily want yourself. Steve Killion Jr. will be the auctioneer to tell you about the items on the auction block; Christine will be Ms. Vanna White to show them off, so you know what you're bidding on.  The winners of the silent auction will be announced on Sunday during our awards show.

As a side note:  There are two key elements to insuring a reunion continues.

One is that each family member is committed to attending and using the reunion as an opportunity to meet  and get together with the extended family to build valued relationships with those outside their immediate family circle that will continue to give connect points for the family lines when the matriarchs & patriarchs are no longer able to attend.

The second is the need for someone(s) to step up and accept the responsibilities that go with organizing and pulling off another Fab-U-Lous Family event that we all can attend and enjoy every other year.

Unless both of these things happen, the Nashville reunion of 2011 could be our last.  Are you willing to let it die? We'd like to have an amazing attendance recording & do it up right, in the sad chance that this reunion does happen to be our last.  Please make every possible effort & plan to be there with us.

Pre-Payment of your Meals

(see schedule or important info for menu)

If you don't already have a Pay-Pal account, you'll need to open one   or mail your check to Sharon.

Once you have a Pay-Pal account, request an invoice with the total of kids & adult meals you need.  She'll send an invoice to your Pay-Pal account for you to pay.  There is a small processing fee, but you can use any credit card desired to pay for the meals if you desire.

 In order to make a donation or pay for your family's meals, follow the same procedure.  Pay-Pal accounts are free to set up & maintain and allow you to transfer funds from your account to the Family Reunion account or to pay by credit card.  The choice is yours.  To open a Pay-Pal account click the link above.  You'll then need to email Sharon & ask her to send you an invoice for the amount of your donation &/or meals.  For meals  you'll need to fill out the meal reservation form found on the I'm Coming/Reserve My Spot Page.  Which includes how many adults (ages 13+) or kids (ages 3-12) are in your group and all of your names.  I've got a Pay-Pal account and ready to make my payment.

$90 per adult for 4 family meals - 3 dinners & a picnic type lunch.  Plus a small handling fee. 
$45 per child (ages 3-12) for 4 family meals - 3 dinners & a picnic type lunch.  Plus a small handling fee.

Funds for meals will be paid to the caterer for everyone's meals on February 16, 2011 for those who have made pre-payment by February 15, 2011.  

If you would rather mail your payment for meals or your donation towards admin costs of the 2011 reunion & future reunions.  Sharon Douglass 17689 E. Loyola #C, Aurora CO 80013.

We thank you in advance for your generosity and willingness to assist in admin costs so that we can continue to all get together as a family for some fellowship and fun with out causing hardship on the hosting family(ies).

We Want to know what's going on in your families, any prayer requests & what your thoughts are on the different tours in Nashville.  We also want to know what your thoughts are as far as det's that you would like to see & do at future reunions & this one. Add to the so we can all stay in touch.  Be sure to VOTE!  Each & every vote counts.

I'm Coming; Reserve My Spot    
Hotel Reservation   July 1, 2011; July 2, 2011 & July 3, 2011

Call the Ramada Inn Stadium Downtown on Music Row.
Located in Downtown on Music Row  at  303 Interstate Dr. Nashville 615-244-6690 to reserve your room(s) no later then October 20, 2010. You can reserve your room as early as now.  The sooner you book your room, the better.  Summer months book up quickly.  Room rates $79.95 plus taxes & fees per night/ per room.  We've reserved double Queens, however, they will let you change room type, if it is available.  You must call them & tell them that you're with the Helsel-Killion reunion to receive the discount.  Not letting them know that you're with our group, when you make the reservation,  the room rate could be up to $170 a night!

The Hotel does have a shuttle to/from the airport, but no where else. The Shuttle one way is $12; round trip $20.  They can arrange cabs & limo's if you would like, extra fees apply.  If you are planning to stay downtown &/or only take tours through Tommy's Tours where a bus can pick you up from the hotel so you won't necessarily need a rental car.  You do need to keep in mind that some jokes and songs on the tour buses are off color & may not be appropriate for children. But Tommy's a good tour guide at a reasonable price. @ $25-$50 per person.  615-335-2863.

                                             

Super Important:

                                 Reserve your spot for family meals.

1.     Request an invoice from Sharon to pay using Pay-Pal prior to February 15, 2011 and pay your family meal invoice through Pay-Pal;or

2.     Mail a check to Sharon Douglass 17689 E. Loyola #C, Aurora CO 80013 made payable to Sharon.  She'll deposit it into the Reunion Pay-Pal account, prior to February 5, 2011.

Remember that any meals that are not paid by February 15, 2011 will not be included in the final head count to the caterers.  To be included after the cut off will cost you more for meals. You also need to fill in the reserve my meals form at the bottom of this web-page so we know how many people (adults & kids) to include in the head count & match them to Pay-Pal invoices &/or checks.

$90 - per adult to include 4 family meals: 3 great dinners with fabulous desserts & a picnic type lunch. Plus a small handling fee.

$45 Children (ages 3-12) to include 4 family meals: 3 great dinners with fabulous desserts & a picnic type lunch. Children under 3 will probably eat from your plate any way and eat about as much as a bird, so  children under 3, do not need to be included in meals, unless you're little one would eat a full meal.  Plus a small handling fee.

As an example:
2 adults for three days hotel stay and 4 meals = $420  Plus a small handling fee.
or
2 adults & 2 kids under 12 yrs of age = $510 for three days & 4 meals for all four of you. Plus a small handling fee.

Reserve Your Tours  (those that need booked in advance)

Keep in mind that bus tours may not be suitable for children as most bus tours do include some off color jokes & songs.

Friday 6/23/2011 1st 1/2 Civil War Tour -  Headed to Franklin to see the Carter's House, Carnton's Plantation.  $65 per adult.  Will have to pick up bus across town.  Must purchase advance tickets, you'll find it under Civil War Tour or History Tours.  Dinner & Family Activities start @ 5 pm.  



BOOK TOURS EITHER BEFORE OR AFTER REUNION, if you're coming early or staying after wards.

See the tours & activities list.

Ya'll come back now, Hear!