When you have a clear action plan, the process of planning can be quite fun. Whether you are hosting an event for work or a fun get-together with friends, you can ensure that things run smoothly.

Effective planning means considering the details while keeping a flexible framework. Good planners are empathetic – you need to think from an attendee’s perspective, ‘If I were invited to this event, what would I need? What would I want to know?’ Provide people with any details you can upfront instead of waiting for them to ask.

Simplify your planning with this free template.

Who

Start your guest list with people who would like to and are able to attend the event. A casual survey is helpful to check if people are interested in joining. Next, check what time would work best for most people and roll with it. Trying to accommodate everyone’s schedule may be impossible.

What

Decide on the main activity and a budget if you will need to purchase many things. These help you narrow down the options. If there is food involved, check for any allergies/dietary restrictions. For something like a potluck, you can share an allergy list with everyone beforehand, and label the food to help others decide on what to eat.

For casual events such as with friends, you can create a more flexible itinerary, estimating how much time each activity will take. Plan to be at the location at least 30 minutes before the event in case of early arrivers.

Here’s an example estimating that each activity will take 1-2 hours:

BBQ Itinerary 11AM-5PM
Lunch
Games and karaoke
Movie

Your options should accommodate the group. If no one is interested in watching the movie but wants to continue with games and chatting, that’s okay.

Always stick with the purpose of the plan rather than the actual activities. The purpose of hosting the BBQ might be for people to have a good time and spend time together, so it’s perfectly fine if people prefer not to participate in any of the activities and have a fun time just chatting.

Having an itinerary is mainly to help you as the host to keep track of activities. It is a great way to keep people engaged and provide them with options. For more formal events, always plan backup activities in case things end more quickly than expected.

When

Set a start and end time, not just the date. People are busy; they need to know exactly how long the event will be or may need to arrange for a ride home afterwards. You don’t want to put yourself in a position where you have to force people to leave. Start your event on time to discourage tardiness in the future.

Setting an end time allows for people to politely leave. When your event end time comes, you should state that the event is officially over and provide the option to leave then or to stay longer if they wish (and if you don’t mind hosting for longer).

Where

If applicable, include directions, a picture of the location, and parking options. For outdoor activities, check the weather and let people know if there is a backup plan.

Make sure you are able to contact everyone in case you have any updates to provide, and provide contact info to people in case they have questions or have trouble finding the location.

Why

Stating the purpose for an activity helps provide context and excitement. It helps to set healthy expectations. Use your best judgment to determine whether it’s necessary to include in your communications.

How

No one notices when things go smoothly, but things are painfully evident when things go awry! Good planning is usually taken for granted. Coordinate travel needs and inform your guests of dress codes. Let people know if they should bring anything. If you need help setting up, ask others to help.

Creating your invitations on Google Calendar makes it easy to share details and is a convenient way for people to add to their calendar. Set an RSVP deadline to help you prepare well for the number of guests attending.

General Planning Tips

• Think about a scenario from start to finish. Consider how things could go wrong so you can be prepared.
• Check what resources you have, and what you might need. This can include transportation, helpers, or tools.
• A good plan should have structure but allow for flexibility that adapts to people’s interests; sometimes it’s best to go with the flow.
• Always plan with buffer time; don’t book things back to back. You might need extra time for traveling, restroom breaks, or unexpected disruptions.
• After the event, think about how it could be done better and note improvements for future events. Ask people for feedback – preferably informal feedback as people tend to share more in a casual setting.
• If applicable, do a practice run to see how long something will take.
• For events that involve technology, test out your equipment and make sure you know how to set up everything correctly.

Event planning is a great opportunity to serve others and promote community. Remember to be gracious with yourself as you follow the process. I hope these tips give you the confidence to plan more events!