Event Planning Guide

All local SSS events will be created by Stacy or Mitzi at first.

Community Leads will submit event ideas and details through the Google Form. Stacy or Mitzi will use that information to create the official Facebook event.

• All event details are included.
• Nothing important is missing.
• The event wording is clear.
• The event graphic matches the event.
• Events stay organized and consistent.
• The event feels connected to Seven Slot Sisterhood.

Do not wait until the last minute and then act shocked when the event cannot magically appear with a matching graphic, clean wording, and all the right details. Computers are not sorcery. Neither are Stacy and Mitzi.

Once Stacy creates the official Facebook event, she will add the Community Lead as a co-host.

This is important because members may ask questions directly on the event page. As the Community Lead hosting or helping with the event, it is your role to watch for questions, answer them when you can, and help keep the event conversation clear and welcoming.

Stacy and Mitzi will help create and organize the event post, but Community Leads are responsible for helping manage the local conversation around the event.

Do not assume Stacy or Mitzi will be answering every event question for every local community. They are not in your area, they do not know the local parking situation, the best meetup spot, the traffic weirdness, or the little details that matter once people start asking questions. As the Community Lead, you have to own this part. Members will look to you for answers, direction, and local support, so it is your role to help manage the conversation around your own event.

All events will be created in the main Seven Slot Sisterhood group first, then shared into the local group.

This keeps everything connected and makes sure the full SSS community can see what is happening.

This also helps new ladies find their local community. Some members may not know a local group exists yet, so seeing the event in the main group gives them a clear path to connect with women in their area.

• It keeps events organized under Seven Slot Sisterhood.
• It helps all of SSS see what local communities are doing.
• It helps new women discover their local group.
• It keeps event details consistent.
• It prevents duplicate or messy event posts.
• It makes local communities easier to find and grow.

• Share the official event from the main group into the local group.
• Comment on the shared event post to help members see it.
• Answer questions in the local group when needed.
• Encourage women from the main group to join the correct local group if they are nearby.
• Keep the event conversation organized instead of creating multiple separate posts with conflicting details.
• Accept the co-host invite once Stacy adds you to the event.
• Turn on ALL notifications for the event.
• Watch the event page and answer member questions when they come in.

• Do not create separate unofficial event posts.
• Do not change event details after Stacy or Mitzi creates the event.
• Do not make duplicate Facebook events.
• Do not post the event only in the local group.
• Do not assume everyone nearby already knows the local group exists.
• Do not ignore questions on the event page once you are added as a co-host.

All events need at least 2 weeks notice.

The more notice, the better. More notice usually means better turnout because women have time to plan.

People have jobs, families, appointments, kids, travel, budgets, and whatever other chaos life throws at them for fun. If you post an event with only a few days notice, do not be shocked when turnout is low.

• Check their schedule.
• Plan childcare if needed.
• Invite a friend if guests are allowed.
• Budget if there is a cost.
• Plan travel time.
• Feel more comfortable showing up.
• Mentally prepare if they are nervous about attending.

Before submitting an event, talk with the other Community Leads in your area.

Make sure everyone agrees on:

• Event idea.
• Date.
• Time.
• Location.
• Who can attend.
• Who is helping host.
• Who will arrive early.
• Who will greet people.
• Any safety concerns.
• Whether Stacy or Mitzi needs extra context.

If there are future leaders, members, or other Community Leads helping with the event, include their names on the event request form.

Once the details are clear, fill out the event Google Form.

Include as much information as possible. The more complete the form is, the easier it is for Stacy or Mitzi to create the event correctly.

Do not leave half the details blank and expect someone else to magically know what you meant. Mind reading remains unavailable, despite humanity’s ongoing expectations.

Stacy or Mitzi will create the official Facebook event from the form information.

This keeps things consistent and makes sure the event graphic, wording, and details match.

Events are made on Mondays, so forms need to be submitted before then if you want the event created that week.

Once you are added as a co-host, members may ask questions on the event. It is your job to help answer those questions, keep the conversation active, and make sure people know what to expect.

Stacy and Mitzi are not in your area. They do not know the local parking situation, the best meetup spot, the traffic weirdness, or the little details that matter once people start asking questions. As the Community Lead, you have to own this part.

Once the event is created, it will be shared into your local community.

Community Leads should help promote the event inside their local group. This does not mean posting it every six minutes like a malfunctioning billboard, but it does mean keeping it visible.

You can:

• Share the official event post in your local group.
• Comment on the event.
• Answer questions.
• Tag helpful details when needed.
• Remind members closer to the event date.
• Encourage nervous women to come.
• Make sure people know they can show up alone.
• Post a reminder the week of the event.
• Post a reminder the day before or morning of, if appropriate.

There is a fine line between getting the event out there and spamming people. Promote it enough that members know it exists, but do not flood the group until everyone wants to throw their phone into a lake.

Events will also be added to the weekly roundup that goes out on Tuesdays on the main Seven Slot Sisterhood page.

This helps the larger community see what local areas are doing and gives members another chance to find events near them.

A good SSS local event should feel:

• Welcoming.
• Simple.
• Low pressure.
• Easy to understand.
• Safe.
• Organized.
• Beginner friendly.
• Community focused.

The event does not need to be fancy.

It does not need to impress everyone.

It does not need to have a huge turnout.

You do not always need to spend money to build community.

Some of the best meetups are simple, casual, and centered around the rigs, the trails, and getting women comfortable showing up.

• Rig photo meetup.
• Coffee and rigs meetup.
• Trail talk hangout.
• Beginner off-road Q&A.
• Parking lot meet and greet at a safe public location.
• Scenic drive with a clear start and end point.
• Show us your setup meetup.
• Favorite trail gear show and tell.
• Bring your favorite trail snack hangout.
• Sunset rig photo meetup.
• Meet at a local cars and coffee style event.
• Easy lunch meetup where everyone pays for themselves.
• Local trail cleanup or community cleanup day.

These are better once the local group has some trust, participation, and lead communication in place.

• Easy beginner trail ride.
• Beach day.
• Picnic meetup.
• Holiday ornament exchange.
• Favorite trail gear show and tell.
• Safety basics meetup.
• Beginner recovery gear discussion.
• Group photo day.
• Ladies lunch before or after a local event.
• Item drive for a local shelter or cause.
• Clean-up day.
• Local parade meetup.
• Campfire or evening hangout where appropriate.
• Vendor event meetup point.
• Caravan to an existing event, only if well organized.

Not every meetup has to be something Seven Slot Sisterhood creates from scratch.

Sometimes the easiest way to connect locally is to meet up at an event that is already happening.

This could be a local off-road event, cars and coffee, off-road night, charity event, vendor event, beach cleanup, local market, or community gathering.

• The event is already planned.
• Members have a clear place to go.
• There is usually something to do or look at.
• Women can come and go more casually.
• It takes pressure off the Community Leads.
• It helps local members meet without building a full event from scratch.

• Check that the event is appropriate for the group.
• Make sure the event is public and easy to understand.
• Choose a simple meeting spot.
• Set a clear meeting time.
• Let members know SSS is attending, not hosting.
• Make it clear everyone is responsible for themselves, their family, their vehicle, and their choices.
• Encourage women to come find the group if they are nervous about attending alone.
• Keep the tone casual and welcoming.
• Share the official SSS event once Stacy or Mitzi creates it.
• Thank the women who came afterward.

• Do not claim SSS is hosting someone else’s event.
• Do not speak on behalf of the event host.
• Do not change or promise event details that belong to the host.
• Do not collect money, donations, raffle entries, or fees for another event.
• Do not make SSS responsible for another organization’s event.
• Do not pressure members to attend.
• Do not use another event to promote personal drama, another club, or a business.
• Do not spam outside Facebook groups pushing SSS. That makes enemies real fast.

Trail rides can be one of the most fun ways to build connection, but they also come with more responsibility.

Taking a group on a trail is very different from meeting for coffee.

There are vehicles, terrain, weather, recovery situations, breakdowns, nerves, skill levels, and personal limits involved. In other words, reality. Rude, but relevant.

Seven Slot Sisterhood is not liable for anything that happens at events, meetups, trail rides, caravans, or gatherings.

Every person is responsible for:

• Their own vehicle.
• Their own passengers.
• Their own gear.
• Their own driving decisions.
• Their own comfort level.
• Their own safety choices.
• Any damage, injury, tickets, fees, recovery costs, or issues that may happen.

Because apparently we do still live in a world with mud, gravity, mechanical failure, and people who think “send it” is a plan.

• Am I personally comfortable with this trail?
• Do I know the difficulty level?
• Do I know the route?
• Do I know the meeting point and ending point?
• Do I know whether permits, passes, fees, or park rules apply?
• Do I know if this trail is beginner friendly?
• Do we have experienced people attending?
• Is this appropriate for the skill level of the group?
• Are there recovery concerns?
• Is there cell service or limited service?
• Is the weather a concern?
• Is this being discussed with Stacy or Mitzi before posting?

• Know your own limits.
• Be honest about your experience level.
• Start with beginner-friendly trail rides only.
• Make the trail difficulty clear.
• Make the meeting spot clear.
• Make the expected route clear.
• Make the end point clear when possible.
• Encourage members to bring proper gear.
• Remind members to check their own vehicle before attending.
• Remind members they can sit out any obstacle or section.
• Make it clear that no one should feel pressured to continue.
• Encourage members to make choices based on their own comfort and skill level.
• Check with Stacy or Mitzi before anything official is posted.
• Keep the event wording clear that everyone is responsible for themselves.

• Do not lead a trail ride beyond your comfort level.
• Do not pretend to know a trail if you do not.
• Do not pressure anyone to try an obstacle.
• Do not shame anyone for turning around or sitting something out.
• Do not call something beginner friendly if you are not sure.
• Do not let confidence replace preparation.
• Do not allow “you’ll be fine” to become the safety plan.
• Do not promise that nobody will get stuck, damaged, lost, or uncomfortable.
• Do not create an official-sounding trail ride without Stacy or Mitzi.
• Do not make SSS responsible for member decisions, vehicle damage, injuries, recovery, tickets, or trail issues.

• Keep the first few events simple.
• Pick public locations.
• Choose places that are easy to find.
• Make the event beginner friendly.
• Post clear details.
• Include date, time, location, and what to expect.
• Add parking details if needed.
• Make it clear whether family, kids, or guests are welcome.
• Make it clear that women can come alone.
• Have at least one lead arrive early.
• Greet people as they arrive.
• Watch for anyone standing or sitting alone.
• Introduce women to each other.
• Keep the tone casual and low pressure.
• Post a reminder before the meetup.
• Post a positive recap after the meetup.
• Thank the women who came.
• Talk with the other leads afterward about what worked.
• Keep Stacy or Mitzi in the loop when needed.
• Accept your co-host invite when Stacy adds you to the event.
• Turn on ALL notifications for the event.
• Answer event questions from members.
• Help promote the event in your local community.

• Do not make the first event complicated.
• Do not collect money.
• Do not require deposits.
• Do not create an event that only works for your schedule.
• Do not pick places where new women will feel awkward walking in.
• Do not make the event feel like a private friend group.
• Do not shame anyone for not coming.
• Do not complain about low turnout.
• Do not overplan every minute.
• Do not turn every meetup into a trail ride.
• Do not make the same one or two women plan everything.
• Do not promise safety.
• Do not pressure anyone into doing something outside their comfort level.
• Do not post events in other local Facebook groups just to push SSS. That makes enemies real fast.
• Do not use events to promote another club, business, or personal agenda.
• Do not ignore your event after it is posted.
• Do not ignore member questions on the event page.
• Do not spam the local group with the same event post over and over.

Before submitting the Google Form, make sure the leads agree on the basics.

• What is the purpose of this event?
• Is it simple enough for new women to attend?
• Is the location public and easy to find?
• Is the date and time realistic?
• Are we giving at least 2 weeks notice, keeping in mind events are created and posted the following Monday?
• Who is helping host or organize this event?
• Who is arriving early?
• Who will greet people?
• Are family, kids, or guests allowed?
• Are there any safety concerns?
• Does this involve money, deposits, tickets, or donations?
• Does Stacy or Mitzi need to approve anything first?
• Is the information clear enough that people will not have to ask 14 obvious questions?
• Who will help answer questions once the event is posted?
• Who will help promote the event in the local community?

• Event title.
• Date.
• Time.
• Location.
• Address or clear meeting spot.
• What the event is.
• What to expect.
• Who can attend.
• Whether family, kids, or guests are welcome.
• Who is helping host or organize the event.
• Parking info if needed.
• Cost, if there is one.
• What to bring, if anything.
• Whether an RSVP is needed.
• Who to look for when they arrive.
• Any safety notes.
• A reminder that it is casual and low pressure.

Do not call it a failure.

Do not guilt people.

Do not post something sad like, “Only two people showed up.”

That makes the women who did show up feel like they were not enough.

Instead, keep it positive.

Not every event will work for every person.

Some women want trails. Some want coffee. Some want family friendly events. Some want no kids. Some want weekday evenings. Some want Saturday mornings.

Some will want everything planned within six minutes of their house, because apparently geography should revolve around their driveway.

That is normal.

Ask first if the event involves:

• Collecting money.
• Donations.
• Raffles.
• Sponsors.
• Vendors.
• Trail rides.
• Recovery situations.
• Overnight plans.
• Alcohol.
• Another club.
• Charity drives.
• Anything that sounds official under SSS.
• Anything that could create safety or liability concerns.

At first, Stacy or Mitzi will create all local events.

Once an area is up and running, has strong communication, has multiple active Community Leads, and has shown that events are being planned clearly and responsibly, event creation may shift more to the local Community Leads.

That will happen when the area is ready.

Not before.