Communities
On The Road With MHIA: The Coast With The Most! Lower North Coast!
4th December 2024
In land lease communities, events play a key role in connecting people. They foster a sense of spirit and bring people together. Whether it is a morning tea, themed dinner, bowls competition, golf tournament, art gallery showing or something else unique to your organising committee these gatherings hold the potential to transform your community into a lively hub of interaction and shared experiences. However, orchestrating such events demands meticulous planning and organisation. If you are new to event planning you’ll find the following blog to be a comprehensive guide to help you navigate the intricacies of organizing events in your land lease community.
We hate to dredge up memories of Covid19 lockdowns, but we all learned first-hand how valuable socialising can be for both our mental and physical health. A well organised gathering can nurture a sense of belonging and mutual support, which is particularly crucial in land lease communities where residents often share common spaces and amenities. Moreover, well-planned events can alleviate tensions, foster goodwill, and enhance overall satisfaction among community members. So, you can have fun and build your community, what’s that saying about two birds and one stone?
You don’t have to plan our event solo. Collaboration is key to event planning success. Begin by forming a dedicated events committee with several other homeowners. This does not have to include park managers or staff but you should consider involving them, so they are aware of your activities. Having other homeowners involved will ensure that tasks are distributed efficiently and diverse perspectives are considered. Schedule regular meetings (we suggest monthly) to help track progress and address any challenges along the way.
You might want to host a “biggest morning tea” or run a bowls competition or even organise a themed evening event or party. Whatever the event ends up being, choosing a compelling reason sets the tone for your event and captivates residents' interest. Consider seasonal themes, charitable causes, or lifestyle-specific activities tailored to your community demographics. Soliciting input from residents through surveys can provide valuable insights and ensure inclusivity.
Whether it's a serene park setting, a spacious clubhouse, or a cozy common area, ensure the location aligns with your theme and logistical requirements. Many manufactured home estates have their own club house, which forms a central hub for activities and can be converted into an event space with a bit of effort and creativity. Be mindful of amenities, accessibility, and any necessary permits or regulations you might need as well.
Timing is everything. Coordinate your event date and time to maximize attendance and accommodate residents' schedules. Keep an eye on weather forecasts and consider alternative arrangements for outdoor events to mitigate potential disruptions. Pay close attention to yearly charitable causes and their unique event dates as these can change year on year.
Money makes the world go around and while budgeting may not be the most stimulating job it does ensure your event can go ahead. You will need to develop a detailed budget outlining expenses for venue rental, decorations, catering, and entertainment. Explore creative funding options such as sponsorship, attendee contributions, ticket sales, or in-kind donations to offset costs and enhance community engagement. After a few events you might find your beginning to keep a stock of event materials needed, which can cut down on future costs.
We know that many of you are budding creatives and might even be handy with some computer publishing software like Word. So, craft visually appealing posters, flyers, or digital invitations that convey your event's theme and essential details. Setup a community social media page if your fellow homeowners are social-savvy and setup a fun event for everyone to attend. Whatever you choose to do, keep messaging clear and consistent across all communication channels to generate excitement and anticipation.
Ensure your promotional materials include all relevant event information, including date, time, venue, attire suggestions, and any special instructions for attendees. Be transparent in your promotional material and you will build trust with your community.
Use multiple avenues to reach your neighbours. Distribute physical flyers, post on community bulletin boards, and leverage digital platforms such as email newsletters and social media to amplify your message. Personalized outreach can also foster a sense of connection and encourage participation so don’t forget to go and personally tell people about the event too.
Build momentum for your event by promoting it well in advance and maintaining consistent communication leading up to the date. Be strategic; send reminders and updates often to keep home owners informed and enthusiastic, increasing the likelihood of attendance.
Assign committee members and volunteers specific roles and responsibilities to committee on your event day. Designate a point person to oversee operations and address any issues that may arise promptly.
Not all your events will have vendors and suppliers, but if they do, confirm your arrangements and logistics, including setup, breakdown, and any special requirements ahead of time. Many an event has been saved because of a timely call 2 weeks out from the event date to confirm the appointment. Prioritize safety and compliance with regulations to ensure a seamless event experience for all attendees.
Amidst the hustle and bustle of event coordination, don't forget to enjoy the moment. As community leaders, you play a vital role in fostering connections and enriching residents' lives. Take pride in your efforts and relish the opportunity to witness your community come together in celebration.
Be clear with your committee members about where the funding for your event comes from and the expectations sponsors will have. For instance, MHIA sponsor a range of events in different manufactured home parks. As a part of our sponsorship guidelines we request photos, videos and content supplied from the park event. Sponsorship is an excellent way to access funding for your event and follow the rules to keep everything open, honest and fair.
If alcohol is being served at your event, implement measures to promote responsible consumption to mitigate potential risks. Offer non-alcoholic alternatives and establish clear guidelines to ensure the safety and well-being of attendees.
Ask for feedback and input from the people who your events are serving, your neighbours and community. Gathering insights from past events will help refine your approach and deliver more enjoyable experiences in the future.
When in doubt, ask for help. Call an event management company or planner and discuss your needs with the. Keep in mind, these specialists do not work for free, so be prepared with a budget in mind and have an idea what kind of event you need their help creating. While this can be an added cost, it does alleviate the pressure to organise every single item on your event checklist. You can purely focus on planning and then having fun.
Successful events create memorable moments; they are building blocks of a vibrant and thriving land lease community. By embracing the art of event organization, you pave the way for meaningful connections, shared experiences, and a sense of belonging that transcends physical boundaries. As you embark on your event planning journey, remember that each gathering is an opportunity to strengthen bonds, foster goodwill, and cultivate a community that residents are proud to call home.