How to Organize a Clan Gathering or Family Reunion in Ireland

It starts as a whisper at Thanksgiving dinner. "Wouldn't it be amazing if we all went back to Ireland together?"

Next thing you know, you are the designated "Travel Agent" for 25 people ranging in age from 8 months to 80 years.

Organizing a "Clan Gathering" is one of the most rewarding things you can do for your family. It cements relationships between cousins who rarely see each other and connects the younger generation to their heritage.

But logistically? It is a beast. Trying to move 25 people around rural Ireland in a convoy of rental cars is a recipe for disaster. Trying to find a restaurant that takes a booking for 30 on a Saturday night is near impossible without notice.

This guide is your project management plan. We break down the timeline, the transport, and the venues to make your reunion legendary, not stressful.

(This event planning guide is the final chapter of our master Returning Home: The Ultimate Guide to Tracing Your Irish Roots. Ensure you have your Surnames and History sorted before you book).

Phase 1: The Timeline (Start Early)

You cannot wing a group trip. Ideal Lead Time: 12–18 Months.

• 18 Months Out: Gauge interest. Send a survey. Do not ask "When do you want to go?" (You will get 20 different answers). Pick 2 sets of dates and ask "Which of these works?"
• 12 Months Out: Book the "Anchor" accommodation. Large castles and estates sell out a year in advance for summer.
• 9 Months Out: Book the Transport (Coach).
• 6 Months Out: Book the "Big Meal" (The Reunion Dinner).

Phase 2: The Venue (Castle vs. Hotel)

Where do you put everyone? You have two main strategies.

Strategy A: The "Exclusive Use" Castle

This is the dream. You rent an entire castle or manor house just for your family.

• Pros: Total privacy. You can hang out in the drawing room in your pajamas. No strangers.
• Cons: Expensive upfront. You often have to organize your own catering.
• Top Picks:
  • Ballynatray House (Waterford): Sleeps 30+. Massive estate.
  • Luttrellstown Castle (Dublin): Famous for Victoria Beckham’s wedding. Sleeps 24.
  • Lisheen Castle (Tipperary): Specifically geared towards affordable family rentals (self-catering).

Strategy B: The "Hub" Hotel

Everyone books their own room in a large 4-star hotel.

• Pros: Everyone pays for themselves (less financial risk for you). Privacy for individual families.
• Cons: You are in a public space. It’s harder to gather everyone together casually.

Phase 3: The Transport (The Golden Rule)

Do not rent 6 separate cars. We cannot stress this enough. If you have a convoy of 6 cars:

1. Someone will get lost.
2. Someone will get a flat tire.
3. Someone will be too tired to drive after dinner.
4. You will spend 50% of your day waiting in parking lots for "Uncle Bob" to catch up.

The Solution: Private Coach Hire

Rent a 30-seater mini-coach with a professional driver.

• The Cost: Surprisingly affordable when split between 6 families.
• The Vibe: It becomes a "Party Bus." You can pass around snacks, play music, and look at the scenery. The cousins bond on the bus.
• The Logistics: The driver drops you at the door of the castle and picks you up. No parking stress.

Phase 4: The Itinerary (Less is More)

With a large group, you move at the speed of the slowest person (usually a toddler or a grandparent). Rule: Plan one big activity per day. That’s it.

Sample "Soft" Itinerary

• Day 1: Arrival & Welcome Dinner (Private room in a pub).
• Day 2: The Heritage Tour. (Visit the Ancestral Townland).
• Day 3: The Split Day.
  • Group A (Active): Golf or Hiking.
  • Group B (Relaxed): Spa or Shopping.
  • Evening: Meet for music.
• Day 4: The "Gala" Dinner.

Phase 5: The "Reunion" Events

You are here to celebrate the name. Make it special.

1. The Townland Visit

If you have identified the ancestral home (using our Townland Guide), take the bus there.

• Tip: Send a scout ahead (maybe the Organizer) to warn the current owners you are bringing a busload of people!
• Photo Op: Get the "Generations Photo" standing on the ancestral land.

2. The "Gala" Dinner

Don't just eat in the hotel restaurant.

• Hire a Private Chef: If you rented a castle, bring in a chef for one night. It is often cheaper than a restaurant meal and much more intimate.
• The Entertainment: Hire a local Trad Band or a Storyteller (Seanchaí) to come to the venue and perform for the family.

3. The Photographer

You will never have this group together again.

• Hire a Pro: Do not rely on iPhone photos. Hire a Vacation Photographer for 2 hours on the night of the Gala Dinner.
• The Shot: Get the big group shot, but also the individual family units.

Phase 6: The Budget (The Awkward Part)

Money ruins friendships and families. Be transparent.

• The "Pot" System: Ask every adult to contribute a fixed amount (e.g., €200) into a "Kitty" at the start. Use this for group tips, bus snacks, and round-of-drinks in the pub. It saves awkward fumbling for cash 10 times a day.
• ** Accommodation:** Be clear: "The room is €250 a night. Please transfer this by March 1st."
• Transport: Split the coach cost per head.

Case Study: The "O'Shea" Gathering

• The Group: 22 Americans (Grandparents, 3 adult kids + spouses, 10 grandkids).
• The Base: Rented a large manor house in Kerry for 5 nights.
• The Transport: Hired a 25-seater bus.
• The Highlight: The driver knew a local farmer who opened a gate so they could walk to a hidden stone circle on their land. The grandkids played tag around 3,000-year-old stones while the adults drank Irish coffee.
• The Lesson: The "unplanned" moments facilitated by the driver were the best ones.

Checklist: Your Planning Steps

1. Survey the Family: Agree on dates.
2. Book the Coach: Secure the transport.
3. Book the Venue: Castle or Hotel?
4. Hire the Genealogist: If you need help finding the homestead before you arrive. (See our Genealogist Guide).
5. Book the Photographer: Secure the memories.

Don't Do It Alone

You are on vacation too. Don't spend the whole trip stressing about logistics. Hire the experts to move, feed, and guide your clan.

Find Coach Hire & Event Planners for Large Groups →