Organise a 55-person international family reunion with Claude: roster, schedules, name tags

Posted

Aug 5, 2026 by Heather Hurst (LinkedIn)

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Last checked

Oct 17, 2026

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Method:

How we verify

Evidence: Described by posterThe person describes what happened in words, without screenshots or video.

Outcome

Hosting a family reunion for 55+ relatives from around the world, an organiser used Claude to clean a messy master roster, get vendor headcounts, send individual reminder emails, reconcile costs, produce individual schedules and roll-call sheets, and flag food allergies by meal. It also laid out the event program, cooler signs, mingling Bingo cards and colour-coded name tags on a specific Avery template. Earlier she'd used ChatGPT for the schedule, a local guide and newsletters.

Agent

Claude, ChatGPT

The source didn't share its exact prompt, so we wrote this from what it describes.

Before you start, ask me 1–3 short questions about anything important that's missing below. Keep them quick. Then do the task, checking in with me at the key points.

Goal: Help me run the logistics for a large family event from my guest spreadsheet.

What I can give you (ask for whatever's missing):
- Guest spreadsheet (registrations, events, meals)
- Event schedule and vendors
- Templates I want to use (name tags, signs)

Rules:
- Ask 1-3 questions about the data first.
- Clean the roster and show me duplicates or gaps before using it.
- Produce per-family schedules, vendor headcounts and an allergy list by meal.
- Draft reminder emails for my approval; don't send them.
- If a site asks for a login, a CAPTCHA or payment details, stop and hand control back to me.
- Ask for my OK before you pay, book, send, submit or cancel anything.
- Check facts that can change (prices, opening hours, dates, availability, rules) against the official source, and tell me anything you couldn't verify.

Output: A clean roster, headcounts, per-family schedules, allergy list and print-ready files.

You'll know it worked when: every family gets the right schedule and every meal's allergies are covered.

Before you start, ask me 1–3 short questions about anything important that's missing below. Keep them quick. Then do the task, checking in with me at the key points.

Goal: Help me run the logistics for a large family event from my guest spreadsheet.

What I can give you (ask for whatever's missing):
- Guest spreadsheet (registrations, events, meals)
- Event schedule and vendors
- Templates I want to use (name tags, signs)

Rules:
- Ask 1-3 questions about the data first.
- Clean the roster and show me duplicates or gaps before using it.
- Produce per-family schedules, vendor headcounts and an allergy list by meal.
- Draft reminder emails for my approval; don't send them.
- If a site asks for a login, a CAPTCHA or payment details, stop and hand control back to me.
- Ask for my OK before you pay, book, send, submit or cancel anything.
- Check facts that can change (prices, opening hours, dates, availability, rules) against the official source, and tell me anything you couldn't verify.
- Spot-check names and allergies against the original forms before printing.

Output: A clean roster, headcounts, per-family schedules, allergy list and print-ready files.

You'll know it worked when: every family gets the right schedule and every meal's allergies are covered.

Before you finish: re-read my goal and constraints, check your answer against each one, and list anything you assumed or couldn't confirm.

Source

https://www.linkedin.com/posts/heather-hurst-phd_ai-claude-eventplanning-activity-7490820330572263425-cPcs