Capture before you organize
When a date arrives by email, paper, text or hallway conversation, put it in one capture place immediately. Organizing can happen later.
Add preparation dates
The event date is not always the useful reminder. Add the day you need to buy supplies, sign the form or wash the special shirt.
Use names, not assumptions
Assign every preparation task to a person. “We need poster board” is a worry; “Alex buys poster board Tuesday” is a plan.