Planning Your Event
The pre-event work is where success is built. Location, timing, food, budget, weather, and everything in between.The event itself is the easy part. Everything that happens before it (the location, the timing, the invite, the food, the weather backup) is where success actually lives. Don't rush this part.
Choosing a location
A good location does half the hosting for you.
Look for a place that is:
- Public and easy to find
- Welcoming to groups (nobody will move you along)
- Reachable by public transit
- Has some shade or shelter
- Has a bathroom nearby
- Not too crowded at your intended time
- Not too quiet either, a bit of ambient life helps
Great starting points in most cities:
- A well-loved park with grass to sit on
- A community garden that welcomes gatherings
- A café with a large table or outdoor patio
- A quiet corner of a public plaza
- A co-working space with a lounge (some allow free bookings)
In SF, we used Dolores Park. In your city, find the equivalent: the place where people already gather, where showing up doesn't feel out of place.
Location scouting checklist
Before you commit to a location:
A rule we learned: always scout in advance. Go on a different day, at the same time you're planning to host. What you see is what you'll get.
Download the listPicking a date and time
Our suggestion: pick the day and time around who you're inviting. Work out when your group is actually free, then hold that slot. For ours, that meant the first Thursday of the month, or a Sunday afternoon.
Why:
- Weekday afternoons work for people without traditional 9–5 jobs (very common among newcomers, especially those on dependent visas)
- Sunday afternoons work when your audience does have jobs
- Both avoid Friday and Saturday nights, when people are often with partners or existing friends
- A 1–4pm window is our sweet spot: long enough to settle, short enough to feel low-commitment
Keep the day and time consistent. If people know Just Landed is always the first Thursday, they'll come back. Predictability builds ritual.
Group size: what works
- 3–6 people: intimate. Feels like a small dinner. Great for a first event or if you're nervous.
- 8–15 people: the sweet spot. Enough energy without being overwhelming.
- 15+: doable, but you'll need more structure, more facilitators, and more food.
Don't panic if only 3 people show up. Three real conversations beat twenty small ones.
A tip: invite two or three people you already know. A few familiar faces take the pressure off you, and give the room something to build around while everyone else warms up.
Food, drinks, and setup essentials
Bring:
- A blanket or two (if outdoors)
- Water, always
- Snacks: think crackers, cheese, fruit, chips, cookies
- At least one drink for celebration (mimosas worked well for us)
- Always offer a non-alcoholic option
- Napkins, cups, small plates
- A trash bag for after
- Name tags and markers
- Bingo cards (see Folder 3)
- A small sign or welcome flag so people find you
Cultural range matters.
Food is identity. If you can, include something from your background. Encourage attendees to do the same. A potluck version of Just Landed can be beautiful, but be careful with food safety (label allergens, keep things simple).
Budget checklist
A Just Landed event can cost close to nothing. Or a small amount, if you want to be more generous.
Basic version (around $30–50):
Fuller version (around $60–100):
Zero-cost version:
Weather and backup plans
Never assume the weather. Even in a “sunny” city.
Pets and dogs
Yes or no is up to you. If yes, say it clearly in the invite. Not everyone is comfortable with pets, and it's better to name it upfront.
Downloadables
Take them with you, or print them out.