Give hotels a brief they can quote
Tell each hotel that you are arranging a family reunion, how many rooms you estimate needing on each night, and whether guests will book and pay individually. Include your preferred dates, any flexibility, and whether you also want gathering space or catering.
- Separate the total number of guests from the estimated number of rooms.
- List the arrival and departure dates, plus any likely early arrivals.
- Include room-type preferences and accessibility requests.
- State your nightly budget as a target to discuss, not a rate you expect to be available.
Compare more than the nightly rate
Ask for a written quote that explains taxes, mandatory fees, parking and included amenities. Ask whether there is a minimum stay or room commitment, when guests must book, and how unused rooms or cancellations are handled. Have the hotel explain any agreement before you accept it.
Keep lodging and the reunion event budget distinct
Guest-paid hotel rooms are different from expenses the organizer pays. If a hotel is also quoting your gathering, ask for lodging and event costs separately. That makes it easier to compare a resort weekend with a hotel stay plus a park picnic.
Researched places to start
These are research leads from official provider pages. We have not contacted providers about your event, and inclusion does not mean a date or price is available.
GROUP LODGING
Dream Inn Santa Cruz
Beachfront lodging and ocean-view gathering rooms, with an event inquiry form that explicitly welcomes family reunions.
Request a dated room-block and event quote. Room rates, catering, parking, taxes and any minimums must be confirmed.
Source checked 2026-09-06
GROUP LODGING
Seascape Beach Resort
A coastal resort with suites, villas and several gathering rooms. The Pacific Room lists capacity for 110 at rounds; other layouts vary.
Group lodging and event pricing require a quote. Ask about minimum stays, resort fees and food-and-beverage commitments.
Source checked 2026-09-06
GROUP LODGING
Chaminade Resort & Spa
A hilltop resort with flexible gathering spaces and an on-site group sales team. Ask for a family reunion package tailored to your weekend.
Request group room rates and a separate event quote. Published conference packages are not reunion-specific prices.
Source checked 2026-09-06
Questions to send with your inquiry
- Can guests book and pay individually using a link or group code?
- What is the total nightly cost including mandatory fees and taxes?
- Is this a courtesy block or does the organizer make a commitment?
- What are the booking cutoff, cancellation and unused-room terms?
- Can guests extend their stay, and on what terms?
- When does this quote expire, and what confirms the arrangement?
Your next step
Send one consistent brief to two or three hotels. Record their dated replies, compare the complete terms, and publish the booking instructions to guests only when the hotel has confirmed them.