The Ultimate Checklist for Planning a Successful Resident Event
It takes a lot of work to make an event feel effortless. Here’s how to make sure yours runs smoothly.
Resident events are a great way to build community, encourage retention and spur new renters. But putting one on isn’t as simple as putting out a bowl of Snickers and calling it a Halloween party. (Though, admittedly, I’ve been to worse.) Just because you build it doesn’t mean they’ll come.
It actually takes a lot of work to make a successful event feel effortless. Putting on a resident event requires a lot of “invisible” labor that the residents hopefully don’t even know about—leading up to the event, during and even after—to make sure it goes smoothly and people attend and have a good time.
Whether you’re looking to put on your first or 50th event, here are the steps you should consider.
Before the event
Make sure to plan ahead: Thursday is not the time to plan your Saturday event. Make sure you give yourself lots of time to plan, advertise, gather supplies, etc. Some events you might even know you want to do well in advance (for example, if you know you have a holiday party every winter, you can start the planning months earlier).
Figure out the type of event: Karaoke party? Making sandwiches for the local food pantry? Taylor Swift dog costume parade? Before you can put on an event, you need to know what to plan for.
Plan what time makes sense: If you’re planning an event for children, you probably shouldn’t plan to start it at 10 pm on a Tuesday. If you’re planning a cocktail hour, you probably don’t want to have it at 11 am during the week (although I guess it’s 5:00 somewhere).
Figure out where to host the event: Will you need to make sure a common room is reserved? Do you need to secure a freight elevator if you’re moving equipment around? Is the area big enough for the number of people you’re expecting? Make sure you pick the place that makes the most sense, and that you’ll be able to get everything in there that you need.
Plan your budget: You should know how much you have to spend and how much you want to spend. Write out everything you’ll need to purchase in advance, including a budget for third-party vendors if applicable.
Gather supplies: What will you need for the event? And when should you get them? If you’re doing a “Make Your Own Sundae” party (which you should, because that’s obviously the best type of event), you’ll probably want to buy the ice cream closer to the actual event. But if you need art supplies, you can buy that in advance (and you’ll be able to take advantage of better deals the earlier you get things). Also have a plan for where you’re going to store all the supplies.
Figure out who on the team will be needed: Are you just going to run it? Or will you need help? If it involves more of the team, they might need to prepare in advance as well. It’s also smart to consider people’s personalities. You might not want the quietest person on your team to emcee your poolside singalong, for example.
Map out your marketing plan: You might have the peppiest instructor to lead your dance fitness class, the loosest slots for your casino night or the blinkiest fairy lights at your barbeque, but if your residents don’t know about it, the event will be DOA. To ensure a highly attended make sure you’re marketing it, early and often, whether that be social media posts, emails to residents or old-fashioned posters around the community.
During the Event
Set up: First, map up your set up. Where will you put everything? Do you need to move any furniture? Make sure that everyone who will be involved in the event is there and ready to help.
Plan who is running it: Will you be there the whole time? If team members will be coming in and out, do you have a schedule for shifts?
Figure out how you’re going to capture it: Pics or it didn’t happen, right? Make sure you plan for someone to be taking pictures, posting on social media or whatever else you’re thinking. Don’t just assume that your team has it covered—make sure someone is assigned to the task.
Don’t forget the little things: The tiny details can really make or break a successful event. Your residents might be having fun, but then be turned off by a garbage can overflowing onto the floor—and then that’s all they’ll remember about it. Make sure you have enough ice, the music is playing loud enough, and that you have more than enough supplies for everyone. Keep a close eye on everything at the event.
Don’t let ’em see you sweat: If something goes wrong (which it will), don’t let the residents know. The show must go on.
Post event
Clean up: This is the worst part, but make sure to clean up right away, especially if the event is in a common amenity space so that others can use it if they want.
Store the extra supplies: If you have non perishables left over, they might be able to be used at an event in the future. Do you have an area where you can store decorations and supplies?
Follow up: It’s always nice to thank the residents for attending (you can also tell them about the next event or to rate the one they just went to). And don’t forget to post on social media so you can share your success—and hopefully attract new renters.
Am I missing anything? I’d love to hear your thoughts. Send a tweet to @MHNOnline or @jfiur, or send me a message on LinkedIn.
