Taking a group of 88 kids to the zoo is not something one can do alone. Obviously. It takes a village (just like planning and executing a DIY wedding!). I tried to recruit as many parent chaperones as I could for my class of 22 kids.
I ended up with 9 chaperones, which was awesome. However, I had to make sure that each person knew exactly what to do and when. If the people who are supposed to be helping don't know how to help and when to help, then they really can't be much help.
That's where extra planning comes in. The more time I put into the planning process, the less work I have to do during the execution phase.
First, I had to think through what people needed to do and when. I thought I had a clear picture of it in my mind, but once I started to write it down on paper, I realized I had a lot more details to work out. Writing everything out on an info sheet (see above) really helped me clarify what people should do and when.
Then I had to share the information with people ahead of time. The more time they had to process the information, the more they could ask clarifying questions or add suggestions.
Finally, on the actual day of the event, I had to pass out the information again, just in case people didn't remember to bring the information with them.
I applied these same strategies to our wedding planning. We outsourced more than 30 jobs to our friends and family. For the most important jobs, I typed up detailed descriptions of what to do and when and gave it to folks in advance. Once the actual weekend arrived, I could rest assured that people knew what to do and when. I could completely relax into the moment and just enjoy everyone coming together to celebrate our commitment and joy.