The one who initiates the outing is seen as the host (who can then appoint/involve others).
The host suggests the place, date and time (or may get suggestions from the group, but the host decides).
Problems:
Leaving suggestions open to the group will result in too many options/opinions.
Do not announcing suggestions and then wait for a vote - expect too many different answers and a long time to get to a decision.
Golden rules:
Group members; do not invite people that are not within the target group of the host's invitation - it is the host's party.
Do not suggest to go to a Mexican restaurant to a Mexican that just arrived from Mexico.
Individuals that cannot attend the time and venue suggested - do not change the time and venue (for everyone) to suit your personal needs – excuse yourself and say that you cannot make it.
Do not take over another group member’s/host’s responsibilities unless asked to do so – if someone has already agreed to do something, do not take over their task (of arranging, calling, whatever) – let the person who agreed, do what they promised.
Think about it:
Example: If you are invited to drinks for 12 people at a bar and you cannot make it, are you really going to tell the host to change the date? Or if you cannot come at the invited time because you have to take care of your small children, are you really going to change the host’s venue (and ultimate time) to, for instance, a picnic so that your children can come too? These are big no-no’s! Be careful not to step on people’s toes.
If the time does not suit you, or you do not like the place or the food, kindly decline the invitation and arrange a new venue where you invite the people you want to include to a place and time that suits you.
To the host:
One cannot always find a time, place and date that suit everyone you invite. Accept the fact that you may not be able to please everyone.
Be strong and stick to your plan.
Do not start inviting new people at the last minute because too few people are coming to your party/outing. The late invitees will feel offended.
Let people know when you will need to book a table so that they can reply promptly.