January 5, 2025
5 Tips for Finding a Date Everyone Can Make
Simple strategies to maximize attendance and minimize back-and-forth when scheduling group events.
Finding a date that works for everyone is like herding cats. But with the right approach, you can dramatically increase your success rate. Here are five proven tips.
1. Give more lead time
The further in advance you schedule, the more flexibility people have. Trying to find a date next week? Good luck. Three months out? Much easier.
Rule of thumb: For important events with 10+ people, start planning at least 6-8 weeks in advance. For smaller groups, 2-3 weeks is usually sufficient.
2. Avoid common conflicts
Some dates are doomed from the start. Avoid:
- Major holidays and holiday weekends
- School vacation periods (if families are involved)
- Industry conference dates (for work events)
- Local events that might affect attendance
A little research upfront saves a lot of frustration later.
3. Identify your "must-haves"
Not all attendees are equally important. Identify the people who absolutely must be there, and prioritize their availability.
For a team retreat, maybe it's the CEO and department heads. For a wedding date, it's close family and the wedding party. For a friend trip, maybe it's the person whose birthday you're celebrating.
Check their availability first, then poll the broader group on dates that work for the must-haves.
4. Offer weekday and weekend options
Don't assume everyone prefers weekends. Some people have weekend commitments (kids' activities, religious observances, travel plans) but have flexible weekday schedules.
When possible, include both weekday and weekend options in your poll. You might be surprised which dates get the most votes.
5. Set a response deadline and stick to it
Polls without deadlines drag on forever. Set a clear deadline and communicate it when you share the poll.
"Please respond by Friday at 5pm" is infinitely better than "respond when you get a chance."
When the deadline arrives, make your decision based on the responses you have. Don't wait for stragglers - they've had their chance.
Bonus tip: Accept imperfection
Here's the truth: with groups larger than 5-6 people, you're unlikely to find a date that works for literally everyone. That's okay.
Aim for maximum attendance, not perfect attendance. If 80% of the group can make it, that's usually a win. Share notes or recordings with those who can't attend, and move forward.
Waiting for a mythical date that works for everyone often means the event never happens at all.