These days, planning family events are harder than ever. This is for many reasons. Families are more spread out now than ever before, often spread out over multiple countries. And while communication technology has obviously improved tremendously, people’s schedules are crazier than ever, so it’s very hard to coordinate events properly.
If you’re planning a major family event, such as a wedding, birthday, anniversary, sweet sixteen or anything else similar, you have to make sure to give yourself sufficient lead time. This is the first absolute key to success. The major factors here is that you want to avoid too few or too many people coming at the last minute. There will always be some last minute cancellations or even last minute people that need to be added, but this needs to be kept to a minimum.
One thing that can be a big help is to have everybody fill out their particulars online. This may sound complicated, especially for the technophobic among us, but it’s a lot less complicated than you may think. These days, they have excellent websites like this one called Typeform, which allows you to customize a form online where people fill in the relevant information, allowing you to build a little database and coordinate everything very effectively.
The way Typeform works is that it asks a series of questions, the ones you tell it to ask, and this allows you to get the information you need. For example, you can first confirm their attendance, then find out if they will be travelling, if they already have a place to stay, if they need a hotel booking (you can keep everybody at the same hotel this way), if they need a rental car (group discounts) etc. You can then have a master list of all guests, and sub lists of all out of town guests. Etc. And if there are any emergency announcements to be made, you can make them to a sub group or to the entire group if you so desire.
For weddings, Typeform is especially powerful, because you can also use it to do the all important gift registry and get everything super organized right from the start. The best part about Typeform is it’s totally customizable so you can use your imagination. If you really want to get crazy with it, people can coordinate even what they will wear by having them organize and communicate on the platform. The possibilities are virtually endless.
So the next time you need to plan an event, do it right the first time next time. Take advantage of the latest technology like Typeform.