Text guides

Hosting and events

Plan the practical parts of getting people together: invitations, food, timing and a way home.

10 practical tasks. Each guide includes a sample request and a way to check the answer.

Make a birthday-party run sheetA run sheet lists who does what and when. Give the time, venue, guest count, the birthday person's age and who is helping, so the schedule matches your actual day.
Time a dinner party around one ovenWith one oven, dishes have to take turns, and resting time is your window to talk to guests. List your menu, the oven temperature and time each dish needs, and when guests arrive, so the timeline fits your kitchen.
Ask for missing RSVPs without sounding annoyedA follow-up works best when it says why the deadline matters and makes replying easy. Give the event, the deadline, the reason for it and the reply options you want guests to use.
Divide event jobs into volunteer shiftsVolunteer schedules tend to break at handoffs. Give the number of volunteers, what each role involves, how long the event runs and any availability limits, so shifts fit real people and handoffs overlap.
Write arrival instructions guests can followClear arrival instructions cut down on texts on the day. Give the venue name, what guests will see on arrival, where to park, how to reach the entrance and a contact name. Note any accessible route that differs from the main one.
Work out what to rent for an eventWhat you rent depends on what the venue already has as well as the guest count. Give the number of guests, the venue's confirmed inventory, your setup and breakdown times and any items you know you need, so the list has no duplicates.
Make a rain plan for a small eventA rain plan only helps if guests know it exists before the day. Give the event type, guest count, your confirmed indoor or covered option and the latest time you can move the event, so the plan is usable.
Write a useful travel note for wedding guestsOut-of-town guests need parking, transit and hotel options in one place. Supply the confirmed venue name, the ceremony date and any lodging the couple has already arranged, so the note covers only what is actually available.
Outline a wedding speech around one real storyA speech built on one specific story gives you something concrete to tell, which is easier to deliver than a list of compliments. Give the real anecdote, how you know the couple, who will be in the audience and how long you want to speak.
Plan a reunion with room for people to opt outA good reunion schedule has a few fixed points and plenty of open time. Say who is coming, when each group arrives and leaves, any accessibility needs and which events are fixed, so the schedule does not overload the weekend.

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