10 Essential Tips for Planning a Successful Community Event

February 21, 2023 Susan Serena

Planning a successful community event requires a lot of hard work, dedication, and attention to detail.

As an event planner in New York, it is your job to ensure that every aspect of the event is carefully planned and executed, so that attendees can enjoy a memorable experience.

If you’re planning a community event, here are a few things you should keep in mind:

Research the history of your town or community. This will help you find out what events have already been held there, as well as what events might be appropriate for your event.

For example, if your town has never held an outdoor concert before, it might not be the best idea to plan one for this year!

Research the demographics of your community. This will help you determine what types of events are likely to be well received by the people who live there.

For example, if your town is mostly made up of older residents, it might not be appropriate to plan a concert featuring heavy metal bands!

Find out what types of events have been held in your community before. This will give you some ideas about what kinds of things people like there.

Once you've done the research mentioned above, you're ready to get into the nitty-gritty of planning a community event.

Keep reading...

Tips and tricks for community event planners

1.      Start Planning Early Planning a community event takes time, so it is important to start planning as early as possible. Make a list of all the tasks that need to be completed, such as securing a venue, booking entertainment, and hiring vendors. Set deadlines for each task, and make sure to stick to them.

2.      Define Your Objectives Before you start planning your community event, it is important to define your objectives. What do you hope to achieve with this event? Do you want to raise awareness about a cause, promote local businesses, or provide entertainment for the community? Once you have a clear idea of your objectives, you can plan your event accordingly.

3.      Know Your Target Audience Knowing your target audience is crucial when planning a community event. Who are you trying to attract? What are their interests and needs? Tailor your event to appeal to your target audience, whether it is families with young children, seniors, or young adults.

4.      Choose the Right Venue Choosing the right venue is key to the success of your community event. Consider factors such as capacity, location, and amenities when selecting a venue. Make sure the venue is accessible and has enough parking for attendees.

5.      Hire Professional Vendors Hiring professional vendors can make all the difference when planning a community event. Whether you need a caterer, a DJ, or a photographer, make sure to hire experienced professionals who can deliver quality services.

6.      Promote Your Event Promotion is key to the success of any community event. Use social media, flyers, and local media outlets to spread the word about your event. Create a hashtag for your event, and encourage attendees to share their experiences on social media.

7.      Provide Activities for All Ages A successful community event should have activities for all ages. Consider activities such as face painting, balloon artists, and games for children, and live music, food and drink vendors, and a beer garden for adults.

8.      Offer Food and Drink Options Food and drink options are a must-have at any community event. Consider partnering with local food and beverage vendors to offer a variety of options for attendees.

9.      Have a Backup Plan No matter how well you plan, unexpected issues can arise when planning a community event. Make sure to have a backup plan in case of bad weather or other unforeseen circumstances.

10.  Follow Up with Attendees After the event is over, it is important to follow up with attendees. Send out a survey to gather feedback, and use this feedback to improve your event for next year.


Planning a successful community event takes hard work, dedication, and attention to detail. By following these tips and tricks, you can ensure that your event is a success and that attendees enjoy a memorable experience.

Remember to start planning early, define your objectives, know your target audience, choose the right venue, hire professional vendors, promote your event, provide activities for all ages, offer food and drink options, have a backup plan, and follow up with attendees. Happy planning!

Click here to join us at The Event Planner Expo in New York City in October 2023! You’ll learn how to plan better events with hundreds of vendors, hand-picked by our team of experts. Don’t miss out on this exclusive opportunity for planners like you!




Previous Article
Why You Need to Protect Attendee and Customer Data Privacy
Why You Need to Protect Attendee and Customer Data Privacy

As an event planner, you have access to not only your client's information but also that of the attendees. ...

Next Article
Best Practices for Attracting Virtual Event Atendees
Best Practices for Attracting Virtual Event Atendees

When hosting a virtual event, attracting attendees and getting them to commit can be a challenge. Here are ...