RealManage Insight

Tips for Planning a Successful Event for Your Community Association

by Camille Moore on Dec 22, 2022 3:30:00 PM

As the weather cools and days begin to shorten, there are more and more HOAs that are announcing that they are starting to have outdoor fall get-togethers for the residents that live within their HOA.

Fall (and sometimes early spring) is the ideal time to hold outdoor activities as it's yet to snow, but it's also not too hot.

Whether your HOA chooses to do an outdoor concert with a local band playing or you choose to have a pumpkin patch or Trunk-or-Treat, you will find many outdoor activities that you can do this time of year.

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When your HOA is planning community events, there are some simple steps that you can take to ensure that these events run as smoothly as possible.

The following are some of the steps that you can take to ensure that your HOA has a great event:

Establish the Basics

You want to determine the basic information about the event upfront. Decide on a name for the event and the date and time at which it will be held. Determine what events will occur during the event, such as whether you want to have a live outdoor concert and/or a BBQ event.

It's also important to remember to set a budget and stick to it.

Sent Out Invitations

Be sure to send out invitations to everyone within your HOA community. Set an RSVP date about a week before the event so you can get an idea of how many people plan to attend. 

Line Up Vendors Early

You will want to line up vendors for your event as early as possible. This prevents the last-minute rushing around to find a vendor for your event when they are more likely to already be booked.

Have backup vendors in mind in case something happens, and your vendor is not able to keep the commitment that day due to a circumstance beyond their control.

Make a List of What You'll Need

Once you've determined what you will do for your association's event, you will need to make a list of everything you will need.

Ask volunteers to help collect what you will need and set up for the event and clean up afterward. Community members joining together will make the event happen and will make it a lot less work for everyone involved.

Do As Much As You Can Beforehand

If you know you are going to need certain items well ahead of time, then go shopping and stock up on items as early as possible. It will relieve a lot of pressure on you in the days leading up to the event if you know you have most of what you need well in advance. The prep that is done ahead of time will help you prevail with a clearer head on the day of the actual event.

Do Last-Minute Shopping Just Before the Event

Knowing what you will have to purchase at the last minute, including perishables like meat or dairy products, will help you prepare for your final shopping trip before the event.

You will have a lot to do for your final prep at the event's site, so make sure to do all of your last-minute shopping before the day of the event. 

Conclusion

Planning ahead will save you a lot of headaches and unnecessary frustration in the final days leading up to your community event. It will help it run smoothly and allow you and everyone within the HOA to have a great time spending time with their neighbors.

Everyone can get to know each other a bit better and share some special quality time with those that they interact with in their community each day.

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