Community events are the glue that holds people together. According to a study by Points of Light, 95% of Americans believe it’s important to be more involved in their communities, especially after the pandemic.
That’s great news for event planners but also a challenge.
How do you keep people excited and engaged? While old-school planning has its charm, it’s time to shake things up with some fresh, modern magic — think high-tech tools and creative ideas that’ll make your events the talk of the town.
With this article, our goal is to provide practical, advanced tips for planning, organizing, and running community events. We’ll explore methods that can help increase attendance, improve participant satisfaction, and strengthen community ties. At the same time, we’ll look at ways to make the process more efficient for organizers.
So, whether you’re a seasoned event pro or just getting your feet wet, we’ve got ideas that’ll level up your game and help you crush it with your local events!
Community events: Purpose, impact, and benefits
Community events bring people together for shared experiences, whether it’s celebrating local culture or tackling community challenges. They create a sense of belonging and help people feel connected, which is especially important for those who might feel isolated.
Beyond building social bonds, they’re also great for the local economy. When people attend events, they often shop at nearby stores or eat at local restaurants. This helps support local businesses and can even attract visitors from other areas.
Many community events serve a higher purpose by raising money for local causes or spreading awareness about important issues. They also encourage people to get involved in their community through volunteering or participating in local projects.
From a cultural standpoint, these events play a big role in keeping local traditions alive and showcasing the diverse talents within the community. Take the New York State Sheep & Wool Festival, for example. This event celebrates the area’s agricultural heritage and brings together knitters, crocheters, and livestock farmers.
When community events are successful, they can lead to more engaged residents, a stronger sense of community pride, and an overall better quality of life. They bring people together and help build more resilient communities that can face challenges together.
Examples of unique community events
We’ve all heard of common community events like fun runs, street fairs, and farmer’s markets. But what about events that really make people sit up and take notice? Here are some fresh ideas that can bring your community together in exciting new ways:
- Local history reenactments or interactive tours.
- Community-wide scavenger hunts.
- Skills swap workshops where neighbors teach each other.
- Pop-up art installations or collaborative murals.
- Community garden planting days.
- Intergenerational storytelling projects.
- Cultural fusion food festivals.
- Eco-friendly events like community clean-ups or upcycling workshops.
Organizing all of these may not always be possible for you, but you can pick the ideas that fit your community’s unique character and resources.
Engaging your community: How to plan, organize, and execute a community event
Whoever said planning a successful event was just about picking a date and sending out invites was wrong.
It’s a journey that requires careful thought, creative problem-solving, and a dash of local flair. From brainstorming to cleanup, you need practical tips and clever strategies that will make your neighbors buzz with excitement. So, how do you become the talk of the town?
Defining event purpose and setting goals
Get a crystal clear idea of why you’re throwing this shindig in the first place because your event’s purpose will guide every decision you make along the way.
First, think about what success looks like for your event.
- Is it about getting a certain number of people through the door?
- Raising a specific amount for a local cause?
- Or changing how people feel about their community?
Next, set some SMART goals that’ll push you to new heights.
Write these goals down and create an event planning schedule to keep yourself on track. You can use tools like Trello or Asana to manage your to-do list. They are great for creating, assigning, and tracking tasks, making your life a whole lot easier.
Choosing event type based on community needs
Once you’ve got your goals sorted, you need to figure out what kind of event will knock your community’s socks off. You’re not throwing a party; you’re addressing real community needs.
How do you understand those needs?
Surveys, focus groups, and pre-event polls are your best friends here. Ask your neighbors what they want to see, what they’re excited about, and what would make them clear their calendars in a heartbeat. Use this intel to shape your event.
Don’t forget about tradition! Maybe your town has an annual pie-eating contest that everyone loves. Keep that going, but why not add a twist? How about a pie-baking workshop before the big event?
Another wild idea is to start a “community event incubator” where locals can pitch their coolest event ideas. The best ones get resources to make them happen. Who knows? You might uncover the next big thing that’ll put your community on the map!
Listen to your community, get creative, and don’t be afraid to try something new.
Legal considerations and local regulations
Let’s talk about the not-so-fun but super important stuff: rules and regulations. Don’t worry, we’ll make this as painless as possible!
First things first, make friends with your local authorities. They’re not the bad guys; they’re there to help keep everyone safe. Stay on top of the latest event laws, especially when it comes to safety, food and drink rules, and those temporary structures you might be setting up.
Create a system to manage all your permits, insurance, and safety paperwork. In fact, make a legal compliance checklist tailored to your community’s specific rules. It’ll save you a headache down the road.
Pro tip: See if there’s a lawyer in your community who’d be willing to give you ongoing advice. Having one on your side can help you manage risks and keep everything above board.
Plus, when you’ve got all your legal ducks in a row, you can focus on the fun stuff with zero worries!
Building a community event team
It’s time to build your dream team. Planning a community event is a big job, and you’re going to need some awesome people by your side who can commit their time and energy.
When you’re putting together your team, think about mixing it up. Look for people with different skills and perspectives, as it’ll make your event planning way more creative and effective. Create a smooth onboarding process for new team members and volunteers so everyone can hit the ground running.
You can also think of setting up a mentorship program. Pair your event planning veterans with the newbies to help build stronger bonds within your team.
Keep the ideas flowing by organizing regular workshops and meetups. And make sure everyone knows how decisions are made. You want to be efficient but also make sure everyone feels included.
If you are up for it, try a “team rotation” system. Have team members switch roles for different events. It might sound crazy, but it can help everyone understand each other’s jobs better and bring fresh ideas to the table.
Setting a date and location
While deciding the date, use some smart tech to help you choose. Look at things like when people came to past events, what else is happening in town, and even what the weather might be like. For yearly events, let the community vote on the exact date. It gets everyone excited and makes sure the day works for most people.
Once you’ve got your date, set up an event page on your website using an event management plugin like The Events Calendar. This way, folks can easily see what’s happening and let you know they’re coming. It’s super helpful for figuring out how many people might show up.
Want to know more about who’s coming? Event Tickets Plus lets you ask custom questions during registration. You can learn how old people are, where they’re from, and what they’re interested in.
Now, for the location. Think outside the box! An old warehouse, a barn, or somewhere unexpected could be perfect if it fits your event’s vibe. Make sure to check out the space first, though. Think about things like how sound will work and how people will move around.
Oh, and always have a backup plan. What if it rains? What if the sound system breaks? Be ready for anything, and your event will be smooth sailing!
Managing sponsors, funding, and budget
There are many ways to fund your event. You could get sponsors, sell tickets, apply for grants, or ask for donations. Using a mix of these is usually a smart move.
For sponsors, try offering different levels. Here’s an example:
For $1,000, a business could be the main sponsor. Their name would be part of the event title, like “Summer Arts & Music Festival presented by [Their Business Name]”. Plus, their logo would be all over the event merchandise.
You could also try websites like GoFundMe or SponsorMyEvent to raise money. And don’t forget about ticket sales — use your registration numbers to guess how many you might sell.
For local donations, why not put donation buckets in grocery stores? And here’s a fun idea: make some cool event merchandise to sell!
Now, let’s talk budget. Here are a few tips to create a realistic one:
- Start by listing everything you’ll need to pay for — the venue, permits, marketing, entertainment, supplies, and people to help out. Get real quotes for these things; don’t just guess.
- Figure out which expenses you absolutely need and which ones you could cut if you had to. Put your money where it matters most if you want to make your event great.
- Always keep some extra money aside for surprises. And don’t be shy about asking vendors if they have discounts for community events or non-profits. A little negotiating can save you a lot!
- Keep track of all your spending in a spreadsheet. It’ll help you stay on top of things and make planning the next event even easier.
Smart money management is a must for making your event a hit without breaking the bank.
Selling tickets
The next step is about getting those tickets into people’s hands! First off, why not ask local businesses to sell tickets in person? It’s a great way to use their foot traffic and get the word out.
However, if you ask us, online is where it’s at these days. That’s where an event ticketing plugin like Event Tickets comes in handy. It lets you:
- Create and sell tickets right from your WordPress site.
- Set up RSVPs, customize emails, and even take payments through PayPal or Stripe.
You can have different ticket levels or even a VIP package for those who want to splurge a little. Plus, it has a bunch of custom registration fields that can help you learn more about who’s coming.
Worried about fake tickets? Event Tickets Plus has QR code check-ins that make it easy to run things on the big day and keep gatecrashers from entering.
Pro tip: Start a referral program to get more folks through the door! Give people a discount or a free drink if they bring a friend.
Marketing and promotion
When it comes to spreading the word about your awesome event, the key is knowing your community inside and out. That way, you can make sure your promotions hit the spot.
- Start by making things personal. Use local content and add little touches, like inside jokes or local lingo, that make people feel connected.
- Think about your content plan. You want to build excitement before the event. Use all the channels you’ve got — emails, social media, even good old-fashioned face-to-face chats.
- Need some help? Check out the best WordPress marketing tools for your events. If you’re using The Events Calendar, Promoter is a great email tool that can help you set up and manage email marketing campaigns.
- Use Google Analytics to figure out when and where to post your stuff.
- Why not get the community involved? Create a fun hashtag and encourage people to share their own content.
- Talk to local celebrities or community leaders and see if they would be willing to help you spread the word.
- And for those who’ve come to your events before, a little reminder never hurts. Use retargeting to give them a nudge.
On the day of the event
It’s showtime! Today’s all about keeping things running smoothly. Make sure your volunteers, vendors, and staff know what they’re doing. VolunteerLocal is a great tool for managing your helpers.
Good communication is super important. Use walkie-talkies for quick chats if you have a large venue. And don’t forget to have a schedule that everyone can see. Event Schedule Manager can help with that.
For check-ins, QR code scanning is the way to go. It’s fast and helps you keep track of how many people are there. If you’ve got a big event, use multiple scanners at different entrances.
Keep an eye on your data too. It can help you make quick decisions if you need to change things up. And always have a plan for if something goes wrong. Know who to call and what to do in case of emergencies.
Follow up
The event might be over, but your work isn’t done yet! Now’s the time to keep the community spirit going.
Start by sending out thank you emails. Promoter can help you do this automatically. It’s a nice touch that people really appreciate.
Next, ask for feedback. Use tools like SurveyMonkey or Google Forms to find out what people thought about everything — from the speakers to the food to how easy it was to find the bathrooms.
Take all that info and make a detailed report. Look at how much money you made, how many people came, and what impact your event had. This will help you make your next event even better.
Don’t forget to stay in touch with the people who came. Let them know about future events. If you’re planning regular events, The Events Calendar Pro is great for setting those up.
Measuring success
Figuring out if your event was a hit isn’t just about counting how many people showed up or how much money you made. Sure, those things are important, but there’s more to it.
Think about how happy people were with the event. Did it make the community feel closer? Did it help local businesses? There’s a great guide on evaluating community events that can give you more ideas on what to look at.
Use what you learn to make your next event even better. Maybe you need to change up the activities, find a better venue, or advertise differently.
Innovative strategies that boost engagement and raise the bar
Ready to take your community events to the next level? Get ready to shake things up and create experiences your community won’t forget!
Building diverse, inclusive events that reflect local values
Want your events to truly represent your whole community? Start by making sure your planning team includes people from all walks of life — different cultures, ages, genders, and backgrounds. This diversity will naturally lead to events that everyone can enjoy and relate to.
When planning your event, think about including a variety of cultural performances, foods, art, and traditions. This way, everyone feels seen and celebrated.
Community from The Events Calendar lets local organizers submit their own events to your calendar. It’s a great way to create a hub that showcases all the diverse happenings in your area.
Hybrid event formats
Who says you have to choose between in-person and online events? With hybrid formats, you can have the best of both worlds! For example, you could live-stream local performances to reach people who can’t attend in person. You can even create unique Zoom links right from your WordPress dashboard. This means less hassle for you and more options for your attendees.
A hybrid event lets you create an experience that everyone can be part of, no matter where they are.
Collaborative initiatives
Get your community actively invested in the event by letting them help create parts of your event! You could ask for ideas for workshops or panels, or let people vote on themes or speakers. When people feel like they have a say, they’re more likely to keep coming back and contributing to community projects all year round.
Accessibility enhancements
Creating events that everyone can enjoy is super important. Here are some ideas you might not have thought of:
- For seating, make sure there are spaces for wheelchairs throughout the event, not just in one area. Everyone should have a choice of where they want to be. In fact, if your event calls for it, you might even consider selling tickets for assigned seats.
- Consider having sign language interpreters for speeches and performances to ensure that everyone can fully participate.
- Use new technologies like Wordly to provide real-time captions and make your events more inclusive.
Take your community events to the next level with The Events Calendar
We’ve covered a lot of ground in this article, from setting clear goals and choosing the right event type to innovative strategies like hybrid formats and accessibility enhancements. By now, you’ve got some powerful ideas to make your community events truly special.
But let’s face it, managing all these details can be a handful. The right digital community management tools can make your life a whole lot easier by simplifying event creation, handling ticketing and RSVPs, personalizing promotions, and even allowing community members to submit their own events.
The Events Calendar suite is a great example of such software. It offers both free and premium options that can help you tackle all these tasks and more. You can buy each tool separately or get them bundled together. And here’s a bonus: if you’re a nonprofit organization, you can even get a discount!
Ready to create unforgettable experiences for your community? Check out The Events Calendar suite today!
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