Organising a successful community event

Community events are the lifeblood of local areas. They bring people together, educate, entertain, raise funds and offer support to those in need. But unless you plan your event meticulously, it may not deliver the objectives you’re striving for. 

There’s lots to think about, including researching venues for hire, refreshments, communicating with your target audience and keeping everyone safe. That’s why it’s always best to create a plan of action that includes chronological and actionable steps.

To get you started, here are seven straightforward tips. Tackle them in order, and you can look forward to a successful gathering that serves your community well.

1. Determine the Ultimate Goal of Your Event

Before you can work out what you need — and what kind of venue hire you should search for — think about the ultimate goal of your local gathering. Do you want to educate people on a particular issue? Are you spreading awareness? Is this a celebration? 

Once you know what you’re trying to achieve, create a wishlist of achievements. For example, you might want all your attendees to demonstrate their learning. You may simply want to ensure that everyone has a great time. 

2. Create a To-Do List

Organising a successful local event or a series of gatherings is all in the planning and preparation. Whether you’re visiting event venues or sampling food from potential caterers, make sure you devote enough time and resources to each task. Get a group brainstorming session going. Think about your event in terms of a process — starting during your planning meeting and ending when the last person leaves the event. What do you need to do? This action list might include tasks such as: 

• Securing affordable venue hire
• Arranging refreshments
• Creating learning materials
• Decorating the room
• Inviting attendees
• Compiling a list of acceptances
• Arranging supervision
• Communicating health and safety information
• Addressing the needs of people with disabilities
• General housekeeping
  
  

Decide who is responsible for each job, and create an action plan. Of course, exactly what’s on your action plan will depend on the nature of your event. The important thing is that your plan includes every aspect of planning, organisation and event management.

3. Choose a Venue

Arranging community hall hire may not be as straightforward as you think. And if you do have options, you’ll need to make sure you choose the right one. Venue hire should be the first action point on your list. Back in the day, this process may have involved flicking through endless options in the Yellow Pages. More recently, you’d need to Google terms such as ‘function room hire’ and visit each result in turn. Today, however, there’s a quicker and simpler way. It’s called Conveenie, and it’s an intuitive platform that does all the hard work for you. 

Explore local community venues in your vicinity using a straightforward search. Tailor your search criteria to refine the list of possible venues. Conveenie offers comprehensive details about nearby spaces — including photographs and extra facilities — to assist you in hosting a successful event. Finding, researching and booking the perfect venue on the platform takes minutes. Upon confirmation by the host, you can communicate your event details and start planning your gathering in earnest. 

4. Arrange Event Insurance

You're in the right place for that! Contact us for more information or get a quote online now.

5. Organise Amenities and Services as Soon as You Can

Don’t leave this to the last minute, as certain services and amenities are in short supply and high demand. You’ve got a plan for your event, so use it to create an additional list of amenities, services and equipment. Think about the following aspects of your event to ensure nothing is forgotten or left to chance:

Seating: Is there enough in your chosen venue? Is it appropriate? Do you need to source additional seating? 

Catering: If your event is taking place over several hours, consider providing food and drinks. Failing that, research the local area to find out where the nearest shops, restaurants and cafes are. 

Entertainment: Do you need music? Are you planning activities or games? 

Local amenities: Where is the parking in the area, and is there a charge? Does the venue offer adequate toilet facilities? Is the venue wheelchair accessible? While these issues are out of your control, you should communicate them with your attendees in advance. 

Timings: Do you have access to the venue before and after your event? Is there enough time to set up and clear away? 

Contacts: Who is your main point of contact? When are they available? Will there be a representative of the venue available during the event? 

6. Communicate the Details

So far, so good. Everything is in place for a hugely successful event. All you need now is some guests. And while that may sound obvious, it’s worth remembering that most events fail because of a lack of interest. That’s why it’s important to communicate with the right people in the right way. The chances are you’ll need to use several communication channels — as well as contacting attendees directly — to raise awareness about your event. 

Social Media Platforms
Share event details and updates on popular social media platforms like Facebook, Twitter, Instagram and LinkedIn. Encourage attendees to share the event with their networks.
Email Marketing
Build an email list and send out newsletters or promotional emails to potential attendees. Highlight key information, incentives and special offers to encourage registration.
Engage with Local Influencers
Partner with influencers or local community leaders who can promote your event to their followers or network.
Event Listing Websites
Publish your event on online listing sites to increase visibility and attract a broader audience.
Local Businesses
Collaborate with local businesses by displaying posters or flyers in their establishments or offering sponsorship opportunities in exchange for promotion.
Pre-Event Activities
Organise pre-event activities such as contests, giveaways or teaser events to generate buzz and excitement leading up to the main event.
Community Networks
Engage with community groups, forums and newsletters to spread the word about your event within the local community.

7. Enjoy!

Even if the objective of your event is serious in nature, ensuring everyone enjoys the experience — or at the very least finds it productive — is the key to success. But if you’ve planned every detail of your gathering in advance, it should deliver on all fronts.