Planning a Garden Party for 100 People! 🌻 (My Best Planning Tips!)

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Hosting a garden party for over 100 guests might sound overwhelming—but with the right planning tools, a supportive team, and a whole lot of heart, it’s not only doable—it can be incredible. In this post, I’m taking you behind the scenes of our recent garden party fundraiser for Tim’s Club, a nonprofit cafe and community space we’re building to support individuals with intellectual disabilities.

Whether you’re planning an event of your own or just love seeing a vision come to life, I hope this inspires you!

Hit play or read the post below:

What is Tim’s Club?

When I’m not running my business, I’m building Tim’s Club—a dream project inspired by my younger brother, Tim, who has autism and is non-verbal. Our mission is to create an inclusive space where individuals with intellectual disabilities can learn life and employment skills, connect with others, and experience purpose and joy.

We’ve bought the land, and now we’re raising funds to break ground on Phase 1 of the build.

Garden Party Goals 🎉

The goal of this garden party was threefold:

• Get at least 100 guests to attend

• Spread awareness in the local community about what Tim’s Club is all about

• Raise funds to help us begin construction

Spoiler alert—we had 127 amazing people join us! 🙌

The Key to Planning: Asana

If you know me, you know I live inside Asana. It runs my entire business and life, and it was essential for pulling this event off smoothly.

I created a dedicated project inside Asana with:

• Important dates and files

• To-do lists

• Goals

• Shopping lists and store research

🪄 Pro tip: Reuse your projects! I duplicated the project I used for our first garden party in 2024, saving myself hours of planning. Everything was already laid out and just needed small tweaks.

The Setup

The party was held in our backyard, and we worked hard to get everything looking beautiful. We:

• Added string lights

• Created floating sunflower pool decor using hula hoops and mesh

• Covered the space with flowers

• Designed a welcome sign for the entrance

My family was in town and pitched in with everything from decorating to organizing—and of course, Tim helped too! He loves being involved and was the heart behind the entire setup 💛🌸

Using ChatGPT to Plan (Yes, Really!)

One of the biggest lifesavers this year? ChatGPT.

Instead of spending hours calculating how much food and drink to buy, I asked ChatGPT to generate a shopping list based on the number of guests and types of drinks. It nailed it. We had just a few bottles of wine left over—which I count as a major win!

Day of the Party

The morning of the party was a bit hectic (as it always is!), but we powered through:

• Prepped signage

• Finalized details

• Set up tables and chairs (which we rented)

• Put out flowers and finishing touches

We also placed stepping stones in the backyard that will live permanently at Tim’s Club. Each one can be personalized with a family or company name—such a beautiful way for people to be part of the space forever. If you’d like to sponsor your own stone, you can do so here.

The Outcome

The garden party was an incredible success:

• 127 people attended

• We raised meaningful funds for Tim’s Club

• We met local families with loved ones who’ll benefit from the space

• And we built lasting connections with supporters who believe in the mission

I’m so grateful to everyone who helped make it happen—volunteers, family, our incredible committee, and every guest who showed up with open hearts.

Final Thoughts

Hosting community events—whether online or in person—is one of the most powerful ways to build awareness and rally support for what you’re creating. If you’re working on a big mission or project, I highly recommend planning a special event to bring people together.

Thanks so much for being here and for supporting Tim’s Club. 💛

We’re just getting started—and I’m so excited for what’s to come.

With gratitude,
Louise

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