Planning a reunion is exciting right up until someone asks: "So how much is this going to cost?"

And then everyone goes quiet.

The honest answer is that reunion costs vary wildly — a backyard cookout for 40 people looks nothing like a hotel ballroom weekend for 200. But with a little structure, you can get a realistic number before you commit to anything.

Here's how reunion costs actually break down.

The Big Categories

Most reunion budgets fall into five buckets.

Venue — This is usually your biggest line item. A park pavilion rental might run $200. A private event space can be $2,000–$5,000 or more depending on your city, day of week, and what's included. Some venues bundle tables, chairs, and AV equipment. Others charge for everything separately. Always ask what's included before you compare prices.

Food and drinks — Catering for a large group typically runs $25–$75 per person depending on whether you're doing heavy appetizers, a buffet, or a plated dinner. A cash bar shifts drink costs to attendees. An open bar can add $15–$40 per person. Food trucks are a popular middle ground — often more affordable than traditional catering and a crowd-pleaser.

Printing and materials — Name tags, programs, banners, and signage add up faster than people expect. Budget $100–$400 depending on how polished you want things to look.

Entertainment and activities — A DJ runs $500–$1,500. A photo booth rental is $400–$800. A slideshow setup, lawn games, or a live band all have their own ranges. If your venue has a sound system you can plug into, you can cut this down significantly.

Platform and payment processing — If you're collecting ticket payments online, factor in payment processing fees. MyReunite charges a 3% app fee with money going directly to your account within about two business days — no waiting on a payout cycle.

What Does a Typical Reunion Actually Cost?

Here are three rough scenarios.

Low-budget reunion (under $2,000 total): Park or community center venue, potluck or catered BBQ, printed name tags, playlist through a speaker. Works great for smaller groups who prioritize showing up over production value.

Mid-range reunion ($3,000–$8,000 total): Private event venue, catered food, basic AV, name tags and a banner, maybe a photo booth. This is where most class and family reunions land.

Full-production reunion ($10,000+): Hotel ballroom or resort space, full catering, open bar, DJ or band, professional photographer, custom merch. Doable — especially if you bring in sponsors.

The Number That Changes Everything: Sponsors

One of the most underused tools in reunion planning is local business sponsorships. Tiffany Clinage, who organized the Mosley High School Class of 2006 reunion in Panama City, FL, raised $4,750 from 9 local sponsors — which covered a significant chunk of her event costs and helped keep ticket prices reasonable for classmates.

Sponsors don't just offset costs. They can fund things you couldn't otherwise justify — a sponsored bar tab, upgraded signage, or a nicer venue.

The Move That Keeps Costs Under Control

Don't commit to a venue until you know your headcount range. Your venue drives almost every other number — catering minimums, rental quantities, staffing. Lock in a rough attendance estimate first, then go venue shopping.

The other thing that keeps costs manageable: collecting money upfront through ticket sales rather than trying to recover costs after the event. When you know what's coming in, you know what you can spend.

How to Track It All

If you're working from a spreadsheet, our post on how to create a reunion budget spreadsheet walks through exactly what to track. MyReunite also has a built-in budget tracker that sits right next to your RSVP and payment dashboard — so your numbers are always in one place.

Whatever your budget ends up being, the goal is the same: know your number before you make commitments, collect money early, and don't be afraid to ask local businesses for support. The reunion pays for itself when you plan it right.

Ready to start tracking yours? MyReunite is free to set up — no account required for your guests to RSVP and pay.

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