Planning an event is hard work. Not only do you need to finalize all the little details, but you need to make sure you stay within budget, have enough help to run the event, and promote it as well. It’s not something that should be done on a whim.
Let’s start at the beginning. The first thing you need in order to host a community event is enough funding. Check and see what your governing documents allow in terms of funding. If a certain amount of funding is allowed, determine what your budget will cover.
Knowing your budget is an important first step because it helps determine many of your subsequent decisions. If you need additional funding, you may want to consider charging a small fee (but make sure this is clear when advertising the event). You may also be able to find businesses in the community to sponsor the event and cut costs.
When you finalize the budget, consider what type of event you want to host. It’s great to start with a theme. Consider the average age group and lifestyle of those in your community to help determine the type of event to host. For example, if you have many families with small children, a carnival could be fun. (You could even raise funds for a charity). If you have a lot of seniors in your community, you may instead want to host an arts and crafts event or a game night. If you have a few themes in mind, but can’t decide which option is best, poll the community. You can also ask for suggestions!
Once you know the type of event you want to host, set the date and time for it. Choose a time of year that meshes well with your theme. Be sure to keep an eye on the weather if it’s an outside event, and create a contingency plan for inclement weather. Next, locate vendors who can provide what is needed within your budget. Once you do, lock them in and check back with them prior to the event to make sure that nothing falls through the cracks.
Vendors aren’t the only experts you’ll need for an event to run smoothly. You’ll also want help! Hopefully, your board knows some community volunteers. They may even have a list of people who’ve helped out in the past. If so, reach out to these people and see if they’d be willing to volunteer again. Start signing up people as soon as possible to ensure you have help when it’s needed.
As you plan your event, make sure to cover everything. It’s hard to make each detail a reality if you don’t have a list. Write down everything that needs to happen for the event to be a success. Don’t just keep it in your head. Keep tabs on everything and check things off your list as they get accomplished.
When you have your community event planned out, advertise, advertise, advertise! Without adequate advertising, you might experience low turnout. Use every platform you can to get the word out, but keep your budget in mind. Some forms of advertising are less expensive than others. If you have a social media group for your community, advertise it there. You can also send out emails, print out flyers, create invitations, or put up posters. Ask your volunteers and fellow board members to spread the word as well. Word of mouth is one of the best forms of advertising!
We know there are many steps to planning and hosting a great HOA event, but all of that work pays dividends when it comes to building community fellowship. Community events allow HOA members to get to know one another and the board. If you need assistance running your HOA, please contact us at PMI. Visit our website to learn more about our capabilities. Property Management Inc..
