Planning a community event: Everything your association needs to know

Why hold community events?

Community events are a valuable way for Tennessee HOAs and condominium associations to build stronger connections among residents. Planning a community event gives neighbors the chance to meet, socialize, and feel more invested in where they live. Events can also support board goals, whether that’s encouraging volunteerism, improving turnout at meetings, or highlighting new amenities. Beyond the fun, community events create opportunities for residents to engage in a positive setting, which can strengthen the association over time.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

How to plan a community event

1. Start with the basics

   Before planning a community event, it helps to answer a few simple questions. What type of event do you want to host, and what’s the goal? Some events are meant to share information, while others are designed to bring neighbors together socially. Think about size and scope, too. A small craft night for kids is usually easy to organize, but larger block parties or holiday celebrations will take more time and money. It’s also important to know what residents are most interested in. A quick survey can provide useful feedback and help your board choose events that will be well attended. Finally, check with your association’s attorney to confirm that your governing documents allow the event, and review your community’s insurance coverage so that the event is properly supported.
    

2. Determine your budget

   Establish a budget to help you manage your expenses and your expectations.

   "Setting your budget well in advance helps you stay confident that you have enough money to cover your expenses. And, if you find yourself with a smaller budget than anticipated, outside sponsorships are a great way to help you achieve the type of event you need."
   
   Mindy Anderson, director of lifestyle for FirstService Residential

3. Make a plan

   How many attendees are expected? Who should be invited? Where will you host it? Will it be exclusive to residents, or will outside guests be allowed? Consider space restrictions, rules, and policies if your event is going to take place in your building or community. List your needs and tasks, and identify who is responsible for what. On the day of the event, board members, vendors, and guests should know where and when to go and what to do.
    

4. Consider an events committee

   Committees are key to helping association boards plan a winning event. They can assist with everything from creating a guest list to selecting quality vendors. If your board doesn’t already have an events committee, now would be a good time to create one. An experienced Tennessee property management company can provide you with proven strategies to help maximize the effectiveness of your committee.

   "Committees can be a community association board’s lifeline. From an events perspective, my team supports on-property lifestyle directors and events committees to facilitate the event planning process. Boards don’t have to reinvent the wheel each time they’re planning an event for their residents. We assist with everything from event ideas to vetted vendors and partners to make the event successful."
   
   Mindy Anderson, director of lifestyle for FirstService Residential

   Recruit your committee members early in the planning process, assigning them responsibilities and confirming that they are aware of each other's responsibilities. Doing this well in advance gives everyone ample time to express concerns or ask questions about their duties. Designate a person to act as the committee's point person once the committee is formed.
    

5. Partner with the right vendors

   It is important that your vendor understands your community's vision and will deliver quality service within your budget. Choosing a vendor should not be based solely on price — if you choose a vendor solely based on the lowest estimate, you may end up paying more in the long run. Confirm that your event vendors are within your budget, and that everything you've agreed to is in writing. Your attorney should be involved in preparing or reviewing any contracts, and your insurance agent should verify that you have the right coverage.

   "Because FirstService manages so many properties, we collect best practices and share our resources so that boards have access to the best vendors. We select vendors with the right experience, a proven track record, and the ability to meet the community's needs."
   
   Mindy Anderson, director of lifestyle for FirstService Residential

6. Promote your event

   Even the best-planned event won’t succeed without residents knowing about it. Boards should use multiple communication channels when planning a community event, including newsletters, bulletin boards, social media, and email updates. Posting signs in high-traffic areas like entrances or clubhouses also helps. Clear, consistent communication should include the date, time, location, and what residents can expect. A reminder a week before the event (and even a day-of message) can help boost turnout. Promotion is not only about attendance but also about showing the association’s commitment to building connections.
    

   "Virtual and social platforms are great because they are cost-effective; most don't have any costs attached to them."
   
   Mindy Anderson, director of lifestyle for FirstService Residential

7. Measure your success

   After the event, you should evaluate the results of your efforts. As you set your goal from the start, determining whether the event was successful should be pretty straightforward. Ask guests and vendors for their feedback and use this information to plan future events. To determine what worked and what didn't, you should hold a wrap-up meeting with your committee.

Community event ideas

Tennessee communities are diverse, so the right event often depends on available amenities, the season, and the interests of residents. Here are some popular options to consider:

• Seasonal celebrations: Holidays and seasonal changes are natural opportunities for gatherings. Spring picnics, summer pool parties, fall festivals, and winter holiday socials tend to draw crowds. Adding kid-friendly touches like face painting or arts and crafts tables can make these events memorable for families.
   
• Educational programs: Not every event has to be purely social. Workshops on topics like community maintenance, emergency preparedness, or even board Q&A nights give residents useful knowledge while opening lines of communication with the association. These events can also highlight how the board and management team support the community’s long-term success.
   
• Service activities: Community clean-up days, donation drives, or volunteer projects are a good fit for associations that want to combine social interaction with giving back. Planning a community event that benefits both residents and the surrounding neighborhood can build pride in ownership.
   
• Social gatherings: More casual events like coffee mornings, potlucks, outdoor movie nights, or food truck rallies allow residents to mingle without much formality. These are often less expensive to organize and can be repeated throughout the year to build momentum.
   
• Health and wellness events: Many associations in Tennessee use their fitness centers or open spaces to host yoga sessions, walking groups, or wellness fairs. These events encourage healthy lifestyles and make good use of shared amenities.
   
• Youth and family-focused activities: Ice cream socials, back-to-school parties, and holiday-themed games are a hit with younger residents. For boards, these events can help demonstrate value to families and create lasting positive memories tied to the community.

When boards are planning a community event, the key is to offer variety across the year so that different age groups and interests are included. A mix of social, educational, and service-oriented events helps keep residents engaged and excited for the next gathering.

At FirstService Residential, we help boards with every aspect of property management, from event planning and resident engagement to financial oversight and maintenance support. If your association is ready for a professional management partner, contact a member of our team today.