It’s nice to see people take the initiative in planning events. I’m not an expert by any means but from past failures I have learned the following things that help. I hope they are of use.
(6) Be specific
Even if it’s a feeler, be sure to say WHAT you are doing, WHERE you are doing it, and WHY you are going to go. Sure, it sounds redundant but ONLY IF you are asking the same old people. If you want to encourage others to join the fun, they’ll need to know this information too!
Take some time to write about your event. Use pictures and include a link to the place for those interested to take it beyond your description.
Don’t assume everyone will click the link so be sure to provide plenty of information up front.
(5) Give advance notice
Advance notice is highly appreciated, as people have jobs, significant others, army of temporary part time lovers, baby moms/dads, etc that need to be planned around.
Plus if the event costs some money it gives people time to save up.
(4) Be proactive and do things yourself
Find out as much as you can ahead of time about availability, cost, time required.
Nothing disappoints like planning an event only to find out “the track isn’t open” a week prior. Make a couple of phone calls, use up the ol’ friends and family minutes left over from last month.
Don’t rely on the grapevine- assume nothing because you are in charge and attendees have entrusted you with plans for their time and you need to deliver. That’s the bottom line.
Also, if you stopped reading here and said to yourself “what the #$# man this is a lot of work!”, well yes event planning is always work.
Last time I checked, four word posts and a couple of text messages to the homies did NOT result in a successful group outing.
(3) Consider the needs of others
Just because you are cool with skipping breakfast and lunch or driving at 90 mph down public highways doesn’t mean the rest of the group is.
Plan for time to eat, make rest stops, and be realistic with travel times. Use the actual travel times from a route in Google Maps and then add time as necessary for any stops.
(2) Keep us updated
As it gets closer to the event date, drum up some more interest by posting updates in the original thread.
If there are no updates, uninhibited trash talk is a good substitute, especially where a speed contest is involved.
(1) Follow through!!!
Number one rule.
If you plan an event, you have to be 100% in from the day you set it off. You need to plan to be there even if you are the ONLY ONE THERE.
Also, if you show any signs of flaking or being iffy on your own event, it will be a big letdown and unfortunately others may doubt you next time you are trying to do something.
Maintain credibility.
Plan a good event and people will be down for the next one.
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