Caring for Community Womxn on Galentine’s Day

6 MIN READ

This year I hosted my first Galentine's Day event in San Jose with co-hosts Dr. Jennifer Briscoe and Marlene Zapata. I specifically reached out to them because of our shared herstories as Santa Clara County Commission on the Status of Women Commissioners. I had the privilege of serving from 2019 through 2022, and serving as its Chair from September 2020 through December 2021. I am grateful to Santa Clara County Supervisor Cindy Chavez for appointing me to this commission, which introduced me to my sister Commissioners Dr. B and Marlene. ​

Why host a Galentine's Day Dinner?

Ever watch the show "Parks and Recreation?" One of my favorite characters is Leslie Knope, who hosts an annual Galentine's Day dinner for her coworkers and friends. In early 2023, I felt like I was still trying to get back to a sense of ease and safety when it came to networking. I struggled in 2022 to travel and go to large group events again. I was exhausted trying to relearn how to be an extrovert, and after talking to womxn who I love and admire, I knew I was not alone in this. Thus, I was inspired to encourage my sisters to join me in coming out of our pandemic-formed shells. 

My personal mission is to build the capacity of people who build the capacity of others. I also endeavor to cultivate safe spaces and help others do the same. The lightheartedness of celebrating other womxn in your life, on a day that is traditionally focused on romantic rather than platonic love, felt like what I needed. So I figured, other women must need this too, and I was right. The response from both those who could and could not make our dinner was overwhelmingly positive. 

The goal of this blog is to inspire other womxn to host their own Galentine's Day events in their cities and counties. Note that the toolkit and templates provided can be adapted for any event theme or holiday. 

Planning My First Galentine’s Day Event

I volunteered to project manage this event and recommended San Jose to be the focal spot for the first Galentine’s Day. I also suggested that the first event be intimate at 20 people or less, so that we could reserve a small room or a few tables at a San Jose establishment. Last, we provided a menu of light activities for folks to do together so that the event was not too structured but did offer ways for folks to engage (e.g. trivia, game, white elephant gift, peer share prompts).

For those interested in hosting their own Galentine’s Day event in their city or county, I developed a Galentine's Day toolkit, informed by the co-hosts. With templates, a guide, and our own event as a case study, you have all you need to plan this event! I am excited to plan a second event in 2024, stay tuned on any enhancement we make to our toolkit and templates. ​

Last, if you are interested in planning your own event, note that the first may take 6-10 hours depending on how many co-hosts you have and your specific role.

​For me as the project manager, I estimate it took me 8-12 hours roughly over 1.5 months. Moving forward, I estimate it will take me at most 3-5 hours now that I have a toolkit and templates in place! These resources also make it possible to plan the event by email for the most part with an optional 1-2 planning meetings with your co-hosts. Once you have your first event under your belt, and your own adapted toolkit for your local nuances, you can plan this event easily, annually, offering a beautiful space for connection and affirmation for the womxn in your community.

AdvancED Tip:
Once you have your first event under your belt, and your own adapted toolkit for your local nuances, you can plan this event easily, annually, offering a beautiful space for connection and affirmation for the womxn in your community.

​The Timeline for the 2023 Galentine’s Day​

The following is what it looked like to plan my first Galentine’s Day event, from start to finish. The event was planned and executed in 30 days by 3 hosts.

• January 15 - Draft an Action Plan and reach out to Co-Hosts
  
  • Reached out to 3 and landed on 2 for a total of 3 hosts including myself
    
• January 20 - Draft Invitation List and test out RSVP Form (Google Docs)
  
  • Each co-host given 8-10 slots, including themselves, for a total of 24-30 invitees
    
  • This assumes up to 50% will decline due to commitments
    
  • Co-hosts began early outreach to high priority invitees to get a feel for who may show up
    
• January 24 - Draft invitation Communications and finalize Plans
  
  • Drafted graphics in Canva
    
  • Drafted sample emails so co-hosts use the same language
    
  • Last call to confirm venue, fill out the guest list, schedule a check in meeting, and test the RSVP form
    
• January 25 - Draft a Venue Wishlist and reach out to venues
  
  • Developed Event Research Factors with rating scale
    
  • Identified 8 venues, rated, and provided notes after venue outreach
    
• January 27 - Send invitations to Invitation List
  
  • Co-hosts track their RSVPs by sharing access to the Google Form’s Gsheet
    
• February 4 - Program finalized
  
  • Co-hosts agree on activities, materials, purchases, packing list, and run of show
    
• February 6 - Week Before Reminder sent to registrants
  
  • Includes location, attire, parking details, anticipated prices, activities, FAQ, and a copy of the Guest List for those who opted into sharing their contact information
    
• February 13 - Day Before Reminder sent to registrants
  
  • In addition, the co-hosts clarify their roles so they have shared leadership over the program
    
• February 14 - Day Of Reminder sent to registrants
  
  • Includes instructions on how to pay for the day including cash or PayPal/Venmo to host that invited them
    
• February 15 - Day After Thank you sent to registrants
  
  • Includes reminder of how to pay, a copy of the printed receipt, and a photo of the group
    

​A Toolkit with Templates to host future Galentine’s Days

One of my favorite artifacts after an event or project is a “toolkit.” For me, a toolkit includes answers to the 5 Ws and H:

• WHO - The Team and The Invitations 
  
• WHEN & WHY - The Agreement on what the event is and is not, and The Day Of
  
• WHERE - The Venue
  
• WHAT - The Program
  
• HOW - Spread the Joy using the toolkit and my Action Plan with templates, developed in partnership with all hosts
  

You can access my resources here:

• Galentines’ Day Kit Feb 2023
• Galentine's Day Venue Factors and Research (Google Sheets)
• Galentine’s Day Guest List Template (Google Sheets)
• Galentine’s Day Name Tag template (Canva)

Have ideas for future Galentine’s Day events or feedback on our toolkit and templates? 
I look forward to your thoughts! Please post a comment.

Thank you so much for putting the time and energy into coordinating this. Seemed like something we all needed today and in general! Is there a way to get a listing of the attendees? Would love to follow up with them. Thanks again!

This was super fun! Thank you for hosting! Overall, it was such a loving and inspiring space! I super loved the heart intention craft and hearing everyone's intention <3 <3 <3 The goodie bag was sooo great.