Using AI to plan your family reunion with examples.
The idea of planning a family reunion evokes feelings of excitement and stress. It takes an organized and patient family member to pull it off and keep from losing their sanity. Trust me, I know it all too well. I have three family reunions under my belt, so you'd think I've got this down.
I have certainly learned lessons along the way. Nevertheless, we had a blast every time. Planning a reunion takes time but with modern technology, we can speed up the process with far less stress. in half the time.
With AI tools such as Gemini and ChatGPT, you can get this done in half the time. Not only will the AI tools make this process smoother, but they will also help you plan the best family reunion ever."
What is ChatGPT and Gemini?
Both Gemini and ChatGPT are large language models, like super-powered AI assistants, that can generate text, translate languages, write different kinds of creative content, and answer your questions in an informative way.
Consider them as advanced search engines capable of generating new content as well. Gemini is from Google, while ChatGPT is from OpenAI.
I decided to test these tools out by planning a fictional family reunion. I will break this up into 5 simple steps.
Step 1 - Gathering Information and Connecting with Family
Consult the family - This is the part where you see who and how many family members are on board. You're likely to encounter initial excitement. Here is how we can use AI to plan a family reunion.
To get the most out of the chatbots, you need to be very specific with your prompts. You can further refine your prompts as you proceed. Below are the prompts I used and the corresponding responses I received from the bots. I used Gemini for this example, but ChatGPT should generate similar results.
Prompt:
I am planning a family reunion, and I want to contact some family members to gauge interest. Write as an enthusiastic host, who hasn't seen their family in a long time, and wants to meet new relatives. The host is making a family tree and is inspired to share it with other members.
AI Response:
Subject: Mark Your Calendars! Family Reunion Interest Check!
Hey everyone,
I'm so excited to be reaching out about a potential family reunion!
I'm currently putting together a family tree, and I have discovered so many relatives I did not know I had. It's been way too long since we've all been together, and I, for one, am bursting with excitement at the thought of catching up with familiar faces and meeting new members of our amazing family tree!
To help us gauge interest and start planning, I'd love to hear who might be interested in attending a potential reunion. Please let me know by [date] if you think you could make it, and if you have any suggestions on dates or locations that might work best for everyone.
Even if you're unsure at this point, please don't hesitate to reply and let me know! The more the merrier, and we'd love to have you there, no matter what.
I can't wait to hear from everyone and hopefully see you all soon!
Warmly,
[Your Name]
That’s not too bad but remember even though AI can generate great content, it still requires additional editing to incorporate your personal tone, but you have to agree this is a good start.
After you decide on a date you will want to pick a location. But let’s back up a bit. You will want to decide on a budget first.
Be realistic with this one. The point is to have a great time and that can happen on the smallest of budgets. Give yourself some wiggle room In case you go a little over.
Step 2 - Finding a Location
Unless everyone is scattered throughout the country, consider planning a location where the majority resides. Long distances could deter some members. After you decide on the location, you will want to pick a venue. Let’s see this in action.
Prompt:
We are planning our family reunion in Charlotte, North Carolina. The date will be the first Saturday in June 2025. We have a budget of about 1000 dollars. What suggestions do you have? Can you provide ideas on how to meet that budget and still have a fun and interactive family reunion?
AI Response:
Charlotte, North Carolina Family Reunion on a Budget: Fun and Interactive Ideas!
Congratulations on picking a date and location for your family reunion! Charlotte, North Carolina in June sounds like a fantastic choice. Here are some ideas to keep your reunion fun, interactive, and within your $1000 budget:
Location:
Consider a park or public space: Charlotte has many beautiful parks with pavilions and open spaces that can be rented for free or at a minimal cost. Some options include Freedom Park, McDowell Park, McCrory Park, or even exploring the free public gardens like the Wing Haven Garden & Bird Sanctuary.
Potluck lunch or dinner: Instead of renting a venue for meals, consider a potluck where everyone contributes a dish. This is a cost-effective way to enjoy a delicious meal together and allows everyone to share their favorite family recipes.
Activities:
Family Olympics: Organize fun and silly games for all ages. Divide yourselves into teams and compete in classic games like sack races, water balloon tosses, or three-legged races. Award prizes for the winning team and participation.
Family Talent Show: Encourage everyone to showcase their talents, big or small! Singing, dancing, playing an instrument, or even sharing a funny story are all welcome. This is a great way to break the ice and have some laughs together.
Family History Scavenger Hunt: Create a scavenger hunt around Charlotte that takes families to places significant to your family history or local landmarks. This is a fun way to learn more about your roots and explore the city.
DIY Crafts and Games: Set up a crafting station with simple materials like paper, markers, and construction paper. Families can create their own family tree decorations, reunion t-shirts, or photo frames. You can also have classic board games available for some friendly competition.
Additional Tips:
Delegate tasks: Ask family members to volunteer for different aspects of the reunion, like organizing games, decorating, or managing the potluck.
Utilize free entertainment: Charlotte offers many free events and activities throughout the year. Check the city's calendar or website for options like concerts in the park, outdoor movies, or museum days with free admission.
Encourage carpooling or public transportation: This can help save on travel costs for families coming from out of town.
These are some pretty good ideas but it doesn’t have to be your only option. Perhaps you may want to consider an inside venue, North Carolina can get pretty hot in the summer. Let’s ask Gemini for some inside suggestions. I will also ask for the website link and contact information.
Prompt:
These are good ideas. Can you recommend some indoor venues that fit our budget? Please provide contact information as well as the website link. Make sure to consider handicapped access.
AI Response:
Here are some suggestions for indoor venues in Charlotte, North Carolina that fit your budget of $1,000 and have ADA-compliant access:
1. Levine Center for the Arts:
Website: https://levinecenterarts.org/
Phone: (704) 974-2396
Cost: The Levine Center offers a variety of rental spaces, with rates starting at around $100 per hour. You can inquire about renting a specific space for your reunion. They have a spacious lobby and galleries that can be used for gatherings.
2. McCrory Community Center:
Website: https://www.charlottenc.gov/Home
Phone: (704) 336-4242
Cost: The McCrory Community Center offers a variety of rental spaces, with rates starting at around $75 per hour. They have a large multipurpose room with a stage and kitchen that would be perfect for a family reunion. They also have smaller meeting rooms that can be used for breakout sessions or games.
3. Park Road Park Activity Center:
Website: https://parkandrec.mecknc.gov/
Phone: (704) 336-7670
Cost: The Park Road Park Activity Center offers a variety of rental spaces, with rates starting at around $75 per hour. They have a large multipurpose room with a kitchen that would be perfect for a family reunion. They also have smaller meeting rooms that can be used for breakout sessions or games.
4. McDowell Recreation Center:
Website: https://parkandrec.mecknc.gov/
Phone: (704) 336-4327
Cost: The McDowell Recreation Center offers a variety of rental spaces, with rates starting at around $75 per hour. They have a large multipurpose room with a stage and kitchen that would be perfect for a family reunion. They also have smaller meeting rooms that can be used for breakout sessions or games.
It's important to call each venue to confirm their rates and availability, as well as to inquire about any additional fees that may apply, such as security deposits or catering charges. Be sure to ask about their ADA-compliant features as well.
I hope this helps with planning your family reunion in Charlotte! Hopefully, those suggestions give you some good options. Now we need to plan a menu.
Step 3- Plan The Menu
"Let’s say we decided on a park, and we are having an outside potluck. We will provide the drinks and the main food but would like everyone to bring sides and snacks. There will be children and a couple of vegetarians. We want to avoid nuts. Let’s see how it goes.
The Prompt:
We would like to plan the menu for 100 guests. We have decided on Freedom Park. Create a menu based on our local cuisine. Include alcohol and non-alcoholic drinks. I would like to grill outside. Guests will be bringing food from their homes. There will be picky kids, as well.
AI Response:
Family Reunion at Freedom Park: Southern Feast for 100 Guests
Concept: This menu celebrates the diverse culinary landscape of the South, offering familiar comfort foods alongside classic Southern dishes and a few options with a kick.
Food:
Main Course (Grilled):
North Carolina Pulled Pork: Slow-cooked and seasoned with a blend of spices, served with BBQ sauce on the side (classic, mustard-based, vinegar-based, and a spicy option)
Spicy Grilled Chicken Wings: Marinated in a spicy rub and grilled to perfection.
Grilled Hamburgers and Hot Dogs: Classic options with various toppings like ketchup, mustard, relish, onions, tomatoes, and cheese.
Grilled Sausages: A variety of sausages like Italian, Polish, or chicken sausages, can be offered.
Grilled Veggie Burgers
Sides:
Classic:
Potato Salad: A creamy and classic side dish, perfect for a summer gathering.
Baked Beans: Traditionally cooked with bacon or in a vegetarian version.
Coleslaw: Creamy and refreshing, or a tangy vinegar-based option for those who prefer a lighter side.
Mac and Cheese: A classic comfort food that most kids enjoy.
Southern-Inspired:
Hushpuppies: Deep-fried cornmeal fritters, a classic accompaniment to BBQ dishes.
Deviled Eggs: A classic party appetizer with a variety of fillings like pimento cheese, chives, or bacon bits.
Fried Green Tomatoes: A Southern staple, perfect for dipping in ranch dressing.
Collard Greens with Smoked Turkey: A traditional Southern side dish with a smokey and. Optional: Offer a vegetarian version without the smoked turkey.
Snacks:
Vegetable Platter with Dip: A healthy and colorful option with various dips like ranch, hummus, or guacamole.
Fruit Platter: A refreshing and healthy option for all ages.
Chips and Salsa: A classic family-friendly snack.
Drinks:
Non-alcoholic:
Sweet Tea: A refreshing and quintessentially Southern beverage
Lemonade: A classic lemonade stand staple.
Iced water with fruit slices: A healthy and refreshing option.
Alcoholic:
Craft Beer: A variety of local North Carolina beers, including some with and without spicy notes.
Wine: A selection of red and white wines, including some with bolder flavors that complement the savory food.
Non-alcoholic: beer and wine options can also be offered.
Dessert:
Banana Pudding: This classic Southern dessert is perfect for a potluck because it's easy to transport and can be made ahead of time.
Sweet Potato Pecan Pie Bars: These bars are a delicious twist on the classic pecan pie.
Individual Peach Cobblers: These mini cobblers are a fun and delicious way to enjoy fresh peaches.
Considerations:
Guest-provided dishes: Encourage guests to bring their family favorites, with suggestions for potluck dishes like casseroles, pasta salads, or desserts.
Picky eaters: Offer a variety of options, including familiar choices like fruits, chips, and classic sides like potato salad and mac and cheese.
Grilling capacity: Be sure to have enough grills and charcoal to cook for a large group efficiently.
Utensils and plates: Provide a variety of disposable plates, utensils, cups, and napkins for convenience.
Additional notes:
This menu is a suggestion, and you can adjust it based on your preferences, budget, and the specific spice tolerance of your guests. Be sure to consider any dietary restrictions or allergies among your guests and adjust the menu accordingly. Don't forget to factor in the cost of condiments, napkins, and other disposable items.
Step 4- Sending The Invites
That sounds like a good menu. Now we need to send invitations. We want family members to bring side dishes and snacks. Suggest the preselected side dishes, but also encourage them to bring their favorite dishes. Just try to avoid too many of the same dishes,
Prompt:
Please write an invitation for our family reunion. Add some excitement to the invitation. Include the entire above menu and ask guests to bring the sides as suggested, but also allow them to bring anything else they wish. Make sure to include the date and venue I mentioned before. The reunion will start at 12 pm and last until 5. Include an RSVP date.
AI Response:
Get Ready for Some Southern Hospitality! Family Reunion at Freedom Park
Calling all family members!
It's time to dust off your dancing shoes, fire up your family stories, and get ready for a day filled with laughter, love, and delicious food! We're thrilled to invite you to a family reunion at the beautiful Freedom Park in Charlotte, North Carolina on Saturday, June 1st, 2025. Mark your calendars and get ready for a fun-filled afternoon from 12 PM to 5 PM!
Prepare yourselves for a Southern feast fit for a king (or queen)! We'll be grilling up some classic favorites like pulled pork, hamburgers, hot dogs, and sausages, alongside some mouthwatering Southern-inspired sides like mac and cheese, hushpuppies, and fried green tomatoes. To keep things diverse and delicious, we're encouraging everyone to bring a side dish or dessert to share based on the following suggestions:
Classic Sides: Potato salad, baked beans, coleslaw, mac and cheese
Southern-Inspired: Hushpuppies, deviled eggs, fried green tomatoes, collard greens (with or without smoked turkey)
Feel free to bring your own signature dish as well! We'd love to taste all the amazing family recipes that have been passed down through the generations.
But wait, there's more! Aside from the food and catching up with loved ones, we've got some fun activities planned to keep everyone entertained throughout the day:
Family Olympics: Get ready for some friendly competition with classic outdoor games like sack races, water balloon tosses, and three-legged races.
Family Talent Show: Unleash your inner star and showcase your talents, big or small! Singing, dancing, playing an instrument, or even sharing a funny story are all welcome.
DIY Crafts and Games: Channel your creativity with a crafting station and enjoy some classic board games for some friendly competition.
We can't wait to celebrate with you! Please RSVP by [date] to [your email address] so we can get a headcount.
See you all at Freedom Park!
Warmly,
[Your Name(s)]
P.S. Don't forget your sunscreen, comfortable shoes, and a blanket or lawn chair for relaxing under the sun!
Step 5- Follow Up
Now that you and your family have had a wonderful family reunion, it is time to follow up with a thank-you letter for attending and helping with the reunion. Time to start thinking about the next one.
Prompt:
We had a great time at the reunion. Please write a follow-up letter thanking everyone for their help and attendance. Summarize the fun day we had. Ask them if they want to do this again and what suggestions they may have.
AI Response
Subject: Thanks for making the Reunion a Success!
Dear Family,
It's hard to believe the reunion is already a memory, but what a wonderful memory it was! I'm writing to express my sincere gratitude to each and every one of you for making it such a joyful and unforgettable day.
From the delicious food (thanks to everyone who brought a dish!) to the hilarious stories shared around the picnic tables, and the laughter that filled the air during the games, it was a truly special day filled with family, fun, and connection.
A special thank you goes out to those who helped with the planning and execution of the event. Your contributions were invaluable, and they truly made the reunion a success.
Now that the dust has settled, I wanted to gauge your interest in doing this again next year. If you're enthusiastic about another reunion, please let me know by replying to this email. Additionally, I'd love to hear your suggestions for improvement or ideas for next year's event. Whether it's a different location, new activities, or anything else that comes to mind, your feedback is valued!
Thank you again for making the reunion such a fantastic event. I cherish the memories we created together and look forward to connecting again soon.
Warmly,
[Your Name]
We did it! Thanks to Artificial Intelligence. Pretty cool huh? I would imagine all sorts of events and get-togethers will be planned this way. Just think of the possibilities.
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