The questions almost every event needs
- Are you coming? Yes or no. For drop-in events, "maybe" is fine too.
- How many of you? Only if partners, plus-ones or families are invited.
Questions by event type
Start with the two above, then add only what's in the row for your event.
| Event | Ask | Usually skip |
|---|---|---|
| Drinks or a casual catch-up | Coming? | Everything else |
| Dinner at home | Coming? Anything you don't eat? | Meal choices, plus-ones (invite by name) |
| BBQ or potluck | How many adults and kids? Dietary needs? What will you bring? | Arrival time |
| Adult birthday party | Coming? How many? Dietary needs if you're serving food | Song requests, gift ideas |
| Kids' birthday party | Child's name, coming?, allergies, parent staying or dropping off, phone for the day | Siblings (say who's invited instead) |
| Formal or seated dinner | Accept or decline, meal choice, dietary needs, guest's name | Transport questions (give the information) |
| Team party | Coming?, partner's name, dietary and access needs | Department or manager |
| Workshop | Name and email, session choice if there's more than one, dietary and access needs | Long open-ended questions |
| Launch | Full name, company and role, dietary and access needs | Phone and postal address |
| Gala | Guest names, meal choice, dietary and access needs, seating requests | Postal address unless you're posting tickets |
Ask about food the right way
"Any dietary requirements?" as an open question works for most events. For a plated dinner, list the meal options as choices, then ask about allergies separately: a meal choice and an allergy are different things for the kitchen.
For children, ask about allergies directly. Parents will tell you, but only if you ask.
Ask about access
For work events, galas and anything at a venue, one line covers it: "Anything we should know to make the event accessible for you?" It catches step-free access, seating, hearing loops and captions without making anyone explain more than they want to.
Questions to leave out
- Anything you already know, like a friend's phone number.
- Anything you won't act on. If you aren't taking song requests, don't ask for them.
- Anything you can tell guests instead: parking, dress code, what to bring.
- Personal details you don't need, such as dates of birth or home addresses.
Set the reply deadline
Work back from the earliest date you need numbers: a venue's final count, a catering order, a seating plan. Set the reply date a few days before that, so you have time to chase the people who haven't answered.