Guides › Meetings & Calendar
Plan a team or group event without the chaos
Collect everyone's availability and preferences in one form, then get a plan, a timeline and invites drafted for you.
When to use it
When you're organising a team day, party or get-together
Step by step
Make a quick sign-up form
Ask your AI assistant to write the questions, then build them in Google Forms or Microsoft Forms.
Prompt to copyI'm organising [event] for about [number] people around [date range]. Budget: [budget]. Write a short sign-up form with no more than 7 questions covering: which dates work (multiple choice), dietary needs, accessibility needs, activity preferences from these options [options], and anything else they'd like us to know. Make each question one line and friendly.Collect answers in a sheet
Send the form link to everyone and link the responses to a Google Sheet. Give a clear closing date.
Get a plan from the answers
Copy the response sheet into your AI assistant (remove names if you don't need them) and ask it to pick the best date, summarise dietary and access needs, and build a timeline of tasks counting back from the event.
Send invites and reminders
Create a calendar invite for the chosen date, with the agenda and location, and add your own task deadlines as reminders.
What you get
Best date: Thu 11 Dec (18 of 22 available). Needs: 4 vegetarian, 1 gluten-free, 1 step-free access. Top activity: escape room then dinner. Timeline: book venue by 21 Nov, send invite 24 Nov, confirm numbers 4 Dec, final reminder 10 Dec.
Tips
- Keep health and dietary answers private to the organisers and delete the sheet after the event.