Permeet: Events
Meetup Planner
Ultimate Event Planning Tool
Did you know that planning a birthday requires 39 hours, 15 different services, and a whole lot of stress? Don't believe it? See for yourself!
Grab our detailed private event planning checklist and tick off tasks as you go.

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✔️ Actions
⚒️ Tools, that’ll help doing on your own ⏳ Time & effort spent if doing on your own ⌚ Time & effort spent when doing with Permeet
Form the roll-call list of your guests Notebook, Excel/Google Sheets, Notes, or any preferred method to compile the guest list manually, 20 min manually, 10 min + automated
Write down the contact details of your guests: сollect names, phone numbers, email addresses, and any other relevant contact information. Notebook, Excel/Google Sheets, Notes manually, 40 min automated
Pick the tool for event discussion with your guests: сonsider their preferences for communication methods SMS, WhatsApp, or a specific messenger app manually, 10 min automated
Choose an application to create a creative and professional invitation design Canva, Figma, or Adobe Spark for visually manually, 30 min automated
Design the format of your invitations: decide on design elements, colors, and layout based on the event theme and aesthetic. Software like Canva, Figma, or Adobe Spark manually, 180 min manually, 5 min + automated
Compose a message to send to your guests: include event details, such as date, time, location, and response choices (e.g., "Attending," "Not Attending"). Design Software, notes, AI tools manually, 20 min automated
Create a group chat in a messenger or social network. Choose a platform that suits guest preferences for communication and offers event updates and reminders. SMS, WhatsApp, or a specific messenger app manually, 15 min manually, 10 min + automated
Determine where to store your guests' responses. Decide on a method to track RSVPs, e.g., a notebook Excel/Google Sheets, or a Notes app. manually, 15 min automated
Ask your guests if they are coming alone or with companions. Include an option for guests to specify attendance with or without companions. Update the guest list accordingly. SMS, WhatsApp, or a specific messenger app manually, 30 min automated
Reach out to guests who haven't replied. Send follow-up messages or make phone calls to confirm attendance for guests who haven't responded. Phone call, SMS, WhatsApp, or a specific messenger app manually, 30 min automated
Form a list of guests unable to attend. Create a separate list of guests unable to attend the event on the designated day. Notebook, Excel/Google Sheets, Notes manually, 30 min automated
Choose a design app for creating visually appealing invitations. Software like Canva, Figma, or Adobe Spark manually, 60 min automated
Decide on the invitation design. Based on the event theme and aesthetic, determine design elements, colors, and layout for the invitations. Software like Canva, Figma, or Adobe Spark manually, 120 min manually, 5 min + automated
Compose the invitation message. Craft the invitation message with essential event details: date, time, location, and response options. Software like Canva, Figma, or Adobe Spark manually, 20 min manually, 5 min + automated
Create a mockup or sample. Design a prototype of the invitation to visualize the final product. Software like Canva, Figma, or Adobe Spark manually, 10 min manually, 5 min + automated
Review and finalize the invitation. Carefully check the invitation for accuracy and aesthetics. Make necessary adjustments. Software like Canva, Figma, or Adobe Spark manually, 10 min manually, 5 min + automated
Send the invitation with basic event details. Share the invitation message at least two weeks before the celebration date for timely responses. SMS, WhatsApp, a specific messenger app, email or mail manually, 20 min manually, 5 min + automated
Track invitation delivery. Monitor and confirm that invitations have been successfully delivered to all guests. Notebook, Excel/Google Sheets, Notes manually, 20 min automated
Confirm receipt of invitations. Follow up with guests to ensure everyone got their invitation. SMS, WhatsApp, a specific messenger app, email or mail manually, 20 min manually, 5 min + automated
Create a system for tracking RSVPs. Pick a method to record responses and guest attendance. Notebook, Excel/Google Sheets, Notes manually, 20 min automated
Communicate with guests. Keep in touch with them to answer their questions and provide additional event information. SMS, WhatsApp, a specific messenger app, or email manually, 60 min manually, 30 min + automated
Send reminders and updates. Send event reminders and updates to guests via chosen communication channels. SMS, WhatsApp, a specific messenger app, or email manually, 20 min automated
Confirm final attendance. Collect final RSVPs and confirm guest attendance as the event date approaches. Notebook, Excel/Google Sheets, Notes manually, 20 min automated
Create a script and plan your event, including objectives, activities, and entertainment. Notepad, Event Planning Software, Entertainment Websites manually, 180 min manually, 180 min
Choose a timeline design service and select an appropriate tool. Google Sheets, Adobe Illustrator, Wrike manually, 20 min automated
Use the timeline development tool to input milestones, set deadlines, and add details. Selected Timeline Service manually, 60 min automated
Share the timeline with your guests by creating an email or message and attaching the timeline. SMS, WhatsApp, a specific messenger app, or email manually, 20 min automated
Create a seating chart for guests, including names and preferences, and design the layout. Excel, Google Sheets, Figma, Canva manually, 60 min manually, 10 min
Make table badges for assigned seats by designing and printing or creating digital badges. Design Software (e.g., Canva), Printer, Digital Creation Tools manually, 20 min automated
Create a wish list for potential gifts and identify unwanted items. Notepad, Online Registry Services manually, 60 min manually, 10 min
Share the wish list with guests by composing a message and attaching the wish list. SMS, WhatsApp, a specific messenger app, or email manually, 30 min automated
Collect feedback on selected gifts and update gift selections if needed. SMS, WhatsApp, a specific messenger app, or email manually, 60 min automated
Plan the event menu based on guest preferences, considering factors such as age, dietary restrictions, and cultural or religious considerations. Menu Planning Apps, Food Websites manually, 120 min manually, 120 min
Share the prepared menu with guests so they are aware of the offerings. SMS, WhatsApp, a specific messenger app, or email manually, 30 min automated
Plan the event's dress code. Fashion Apps, Clothing Websites manually, 15 min manually, 5 min + automated
Share the dress code with your guests SMS, WhatsApp, a specific messenger app, or email manually, 30 min automated
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Review your checklist a few days before the event to ensure everything is on track Checklist, Calendar manually, 20 min manually, 20 min
Send a reminder to all guests about the upcoming event and dress code requirements SMS, WhatsApp, a specific messenger app, or email manually, 20 min automated
Provide guests with detailed directions to the event venue Maps, Written Directions manually, 20 min 10 minutes
Share the updated invitations with all guests after finalizing event information and making changes that occurred during preparation. SMS, WhatsApp, a specific messenger app, or email manually, 20 min 10 minutes
Meet and greet guests as they arrive None manually, 20 min manually, 20 min
Confirm arrival time for late guests Phone Calls, Text Messages manually, 20 min automated
Guide guests to designated parking spots: Signs, Direct Verbal Instructions manually, 10 min automated
Inform guests about the event program Verbal Communication, Printed Programs manually, 10 min automated
Show guests their assigned tables/seats: Physical Table / Seat Markers manually, 10 min automated
Offer Wi-Fi access if available Verbal Instructions, Wi-Fi Credentials manually, 10 min automated
Monitor food service timing based on guest arrivals Event Timeline, Communication manually, 30 min automated
Monitor entertainment timing, make adjustments as necessary Event Timeline, Communication manually, 30 min automated
Communicate timeline changes to all guests if they occur Announcement, Event Timeline manually, 10 min automated
Keep guests engaged and attentive Microphone, Entertainment manually, 120 min automated
Notify guests about the event coming to an end Microphone, Announcement manually, 10 min automated
Write individual thank-you messages to each guest: SMS, WhatsApp, a specific messenger app, email or mail manually, 90 min manually, 15 min + automated
Track gift-giver details for personalized thank-you notes: Guest List, Gift Registry manually, 90 min manually, 20 min + automated
Include photos of opened gifts in thank-you notes: Camera, Printing Service manually, 30 min automated
Request feedback from guests about the event: SMS, WhatsApp, a specific messenger app or a survey tool manually, 20 min automated
Ask guests to share event media (photos and videos): Email, File Sharing Service manually, 20 min automated
Organize and sort collected media materials into folders: Computer, File Management Software manually, 120 min automated
Share a link to the media storage, where everyone can find captured memorable event moments: SMS, WhatsApp, a specific messenger app, email or Cloud Storage Sharing manually, 20 min automated
Create a document for recording information and insights for future events: Word Processing Software manually, 60 min automated
TOTAL 12 services 2 340 min 480 min
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