Organize an Event
Whether you are holding a summer block party or any other community event, it is crucial that your planning be well organized. Follow these steps for organizing a successful event, no matter what type of event you are planning.
Explore the possibilities
What will work in your neighborhoods? What kinds of activities will neighbors support?
Select an event
There are many reasons for events: To inform and educate the community on different issues, to raise money, to provide residents with a cultural or social event, to publicize the neighborhood association, to generate community support, or to bring neighbors together. Consider the costs associated with the event you select.
Appoint an event chairperson
The Chair has a major responsibility. The Chair is the coordinator of the event. A Chair must make sure that everyone is doing the assigned tasks so that everything is done for the event. The Chair should work with the event committee to make all the arrangements necessary.
Set up a committee
A committee makes organizing much simpler. Projects should be broken into pieces, with people assigned to each of those tasks. The Committee members each have specific tasks to complete in order for the event to be successful. The committee should meet regularly to discuss their progress. The size of the committee will depend on the size and nature of the event.
Define committee tasks and budget
The committee should list in detail what it has to accomplish. The list should include each task, the person responsible, the date scheduled for completion, the estimated cost, and identification of potential financial resources.
Develop a timetable
This is a crucial step since there are always deadlines that must be met along the way. Some tasks must be completed because others depend on their completion. Set up a weekly schedule. Determine the dates by counting backwards from the date of the event. Give yourself more time than you think you need. Things may take longer than you think.
Recruit volunteers
Try to involve as many people as possible. For most community events, there is usually something for everyone to do...including children! The more people involved, the less the burden falls on any one person. When volunteers work on an event, their commitment to that event (and to the organization) increases.
Publicize the event
Use newspapers, radio, TV, community newsletters, flyers, and bulletin boards. Think of the ways that your particular neighborhood learns about news and events. Use the local coffee shop or beauty shop as a conduit for information. Be creative!! Don't forget to tell the Neighborhood Office about your event.
Hold the event
The better it is organized, the better the event. The more prepared, the easier it is to put on a good event. Events take work. If you need volunteers for event day, make sure you get enough people ahead of time to help out on the day of the event. But don't forget to let them enjoy the day, too!
Clean up and give thanks
The event is not finished when the public goes home. Make sure there are volunteers to clean up afterwards. Remove all signs and posters. Be sure all organizers and sponsors receive thanks, both at the event and afterwards.