Planning an event in an Apartment Complex can be a challenge. There is always a lot you need to do and almost always, there are unforeseen difficulties. Here are some things that may help smoothen the process.
Before the Event
As an organiser, naturally, this is the most important part of event planning. There are several things you need to put in place as you start organising your event.
When planning an event, the first thing that you need to do is make a team. Delegate the work to members of your team. Your team has to cover all the following bases-
i. Venue management:
Not only do you have to book the venue or facility where you wish to host the event, you have to ensure you have legal permission or license to do so. You also need to organise for decorations, chairs, tables and anything else you may require during the event.
ii. Promotion and revenue collection:
What is an event without participants? It is important to make everyone in of your apartment complex aware of your upcoming event. Generate a buzz among the residents with frequent reminders. It may also be a good idea to put up posters. If your event has a participation fee, collect it in advance.
iii. Technical support:
A huge part of any event is light and sound. In some places, you may also need fans or air conditioning. It is important to have someone overlooking all these issues as they may arise before or during the event.
iv. Refreshment committee:
Regardless of their enthusiasm for your event, participants will always be excited about the food you serve. Spare no expense in this area. A good variety of food and drinks that caters to people’s dietary preferences will have a good influence on the popularity of your event.
v. Entertainment committee:
This is what the event is actually about. Build a schedule for the programme with time estimates. If this involves a cultural programme begin rehearsals as soon as possible. Stage and costume rehearsals are always a good idea. Always remember to organise activities for children. Participation by children is the easiest way to get their families engaged too.
When delegating roles, remember to account for everybody’s area of expertise. Besides these areas, remember to have someone supervising the whole event including coordination and budget management.
Once you know who’s doing what, start getting estimates from service providers. It helps to have two or three options to choose from. Once you have an approximate idea of how much it may cost, set a budget. Negotiate with the vendors for the best price. If you wish to charge a participation fee from the residents, it is extremely important to make it as inexpensive as possible. Keep a track of your income and expenses. This should be easily available if somebody asks to see it.
This, of course, is an optional avenue. While some events are likely to have a theme, others can do without it. However, if you choose to have a theme, arrange for decorative pieces and props that go with it. Remember, highly stylized props can be used only once. Aim for reusable props that you can store for the next time.
Create a plan for your entire event. Build a schedule for the day right from set-up to pack-up. Mark the timings clearly. When the whole team knows where they have to be and when coordination becomes simpler.
Do all that you can in advance. Account for every detail from lighting to costumes. All your shopping should ideally be done a few days before the event.
Finally, remember that there will always be some things that are beyond your control. Leave some room for flexibility in your plan.
During the Event
There are several things you should be mindful of when your event is in progress.
If you want to stick to your schedule, it is very important to start your event on time. An event that starts on time can end on time, with plenty of time to do everything you have planned.
Community events are a chance for the entire society to enjoy each other’s company. But with so many people (especially children) gathered together, there is a high chance of accidents. Keep a first aid kit nearby.
An event in an apartment complex has to engage everyone in the apartment complex. Make sure there is something to do for members of every age. Activities, where people can occupy themselves, are always a bonus. Here are some extras you can organise for your event
i. Games and toys:
The last thing you want is for bored kids to drag their parents home. Create a small playpen with toys for children to keep them busy.
ii. A Photobooth:
This is the easiest way to entertain your guests. Put up a plain black backdrop against a wall and leave a selection of silly cardboard props nearby. Your guests can enjoy a selfie session.
If you do not want to hire a professional photographer, have someone from your team capture all the candid moments of your event. Why enjoy yourself just once when you can capture the moments forever?
iv. Open Mic:
Give all the residents a free access to the stage. Give away prizes to the participants who agree to perform on the spot. Another good idea is karaoke. You don’t need a karaoke machine to enjoy this. There are several youtube karaoke videos that your guests can sing along to.
After the Event
After the event is over there are a few things you and your team have to do. First, it is very important to clean up the venue. Clear out any trash that may be lying around and put it in the bins. This is the time when a lot of missing items are found. Makes a lost and found box and put up the list of items on your ApnaComplex Forum.
Remember to clear all your bills. Prompt payment for services usually encourages better service when you hire them again. Sending a personalised thank you note to your service providers is also a good touch. This is also the time to reimburse your team members for any payments they may have made during the event.
Lastly remember to acknowledge your team, volunteers and participants who helped make your event successful.
A community event is a fun way to get to know other residents in your apartment complex. Collaborating with everyone to successfully pull it off may take some effort. ApnaComplex has an array of features that you can assist you in this task. Visit our website to learn about facility management, discussion forums and so much more!