It’s time to celebrate someone you know and love. You have the location and maybe a theme. If you're extra lucky, you have people offering to help! Keep reading if the thought of others helping is a welcomed thought or if the idea of others helping might be stressful.

My name is Triana, and I am a tried and true planner. Since childhood, I have been making plans and leading group projects. It’s no mystery I would grow up to be an event planner. I'm writing this morning to suggest ten practical ways to plan an event and delegate effectively. Having planned numerous celebrations for friends and family, trust me when I say I have used these tools repeatedly.

Abide by the 25/45 rule. Permit yourself to work on the celebration for a minimum of 25 minutes and a maximum of 45 minutes each time you sit down to plan. This rule prevents burnout.
Planning is possible in three weeks, but give yourself six. You’re doing so much. Give it enough time to come together - and do not wait until the last minute.

3. Ask for forgiveness, not for permission. This notion may seem a bit stringent, but sometimes you have to plan, execute, and settle up later.

4. Avoid questions in the planning stages, and lead with statements like in these examples:

When the date deciding, you may politely ask for an opinion and say, “how does August 22, 2022, work for everyone?” Rephrase as, “our target celebration date is August 22, 2022. Please inform me if this date is not a possibility.”
When menu deciding, provide a concise range of options, then choose based on group participation. For example, “our bride loves the idea of a tea party. I need help picking three sandwich options; two salad options, one green, one fruit salad, and three dessert options. Please respond with some tasty varieties!”

5. When developing the guest list, keep a few things in mind:

Aunt Mildred may not know how to tap a link and respond to an RSVP. Inquire with the celebrant who may need special attention for an invitation.
Ask the celebrant who is in the same family and address the invitations accordingly. The celebrant's little cousin Katie might not need her own invitation!
If you are hosting, you are sending the invitations. Send the invitations four weeks ahead of time and make the RSVP deadline ten days before the event.

“Avoid questions in the planning stages, and lead with statements”

6. Check your inventory! Do you have burlap from a past celebration? Do you have a set of plates for the theme? Take time scoping out your event items and use this as a base to get the ball rolling. Inquire with anyone trying to help if they have inventory to help achieve the theme.

7. Should you rent tables and chairs and table covers? Yes. It is worth the price for peace of mind. Tables and chairs are non-negotiable. Just do not forget a seat for the celebrant! Delegate this task to a willing participant with exact numbers and say, “Call ABC company and ask for five 6-foot tables and 30 white chivari chairs to be delivered on August 22, 2022, at 8 am. Use my contact info for delivery and pickup purposes.”

8. Add music. Delegate someone to make a Spotify playlist to add sweet notes to the air and set the vibe.

9. Are you hosting at home? Execute landscaping the yard ahead of time or schedule a professional to do this for you. Your lawn and guests will thank you for this extra step. Plan this for one week - three days before your event.

10. On the event day, remember to breathe and give a firm setup start time with a game plan. Avoid vagueness and say, “set up begins at 9:00 am with laying down the table cloths and then immediately placing the floral arrangements. Our food setup will begin shortly after. I will have coffee waiting for those of us arriving early to help.”

The bottom line is members who offer to help have hearts in the right place but may need guidance. Remember to take pictures, but be in the photos, too!

I hope you have the best time dreaming up a blissful day together with friends and family. If after reading all of this, you are still beyond overwhelmed and would prefer to outsource it - I’m your gal! Let’s set up a casual chat and see how I can be of assistance. Thank you for reading!

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