Tips for Organizing Successful Community Events in HOAs

Disclaimer: AMG provides operational support to HOA boards but does not offer legal advice. Any legal concerns should be directed to qualified legal counsel. This content is for informational purposes only.

Community events are the heartbeat of a strong HOA. They build trust, encourage participation, and create a sense of pride that lasts far beyond a single afternoon. Whether it’s a picnic, volunteer day, or holiday celebration, a successful event starts with thoughtful planning and follow-through. 

At Association Management Group (AMG), we’ve helped HOA boards across the Carolinas and beyond plan events that bring people closer together. Here’s how your association can create events that build connection, inclusion, and long-term engagement.  

Tip 1: Define the Purpose and Plan Smart 

Before booking a venue or hiring entertainment, pause and ask: Why are we doing this? 

Clarify your purpose. 

  • Are you welcoming new homeowners? 

  • Recruiting volunteers or building committee involvement? 

  • Raising funds or simply strengthening relationships? 

A clear purpose determines every other decision—from your budget and activities to your communication style. 

Create a realistic plan. 
List essential components: venue, food, entertainment, marketing, and supplies. Assign roles so nothing falls through the cracks. A shared online checklist or spreadsheet keeps everyone aligned. 

Budget wisely. 
Estimate all costs, including a 10–15 percent contingency for unexpected needs. Keep receipts and track spending transparently—it builds confidence and accountability. 

A clear plan sets the foundation for every great community event. 

Tip 2: Choose the Right Time, Place & Partners

Timing and location can make or break participation. 

Choose the right date and time. 

  • Avoid conflicts with school or city events. 

  • Consider who you’re trying to reach—families prefer weekends, retirees may enjoy daytime gatherings. 

  • Communicate early—six weeks’ notice is ideal. 

Select the perfect venue. 
Walk the space ahead of time and check: 

  • Lighting and restrooms 

  • Accessibility and parking 

  • Power outlets, seating, and shade 

  • Safety and cleanup logistics 

Example: 
One HOA hosted a “Movie Night Under the Stars” but forgot to test the outdoor lighting. After adding a site walkthrough to their checklist, the next event went flawlessly—and attendance increased 40 percent. 

Partner with trusted vendors. 
Confirm contracts in writing and collect Certificates of Insurance (COIs) for your records. 

Note: AMG assists HOA boards by collecting vendor COIs for recordkeeping but does not verify or validate insurance coverage. Associations should confirm policy details with their own professionals. 

A little diligence upfront ensures everyone can simply enjoy the day. 

Tip 3: Create Activities That Build Connection 

Great events engage people—they don’t just entertain them. 

Design for participation. 

  • Families: scavenger hunts, bounce houses, outdoor movies 

  • Adults: trivia, tastings, or live music 

  • Seniors: garden walks, afternoon teas, or craft workshops 

  • Pet lovers: dog parades or “yappy hours” 

Mix fun with purpose. 
Tie activities to your goal. If you want more volunteers, include a “Community Corner” table for committee sign-ups. 

Example: 
A South Carolina HOA added “Minute-to-Win-It” games to its annual picnic. Laughter filled the park—and three residents joined committees by day’s end. 

Encourage inclusivity. 
Offer translated materials if needed, provide accessible seating, and rotate event times so everyone can participate. 

When people interact casually, they form the relationships that make a neighborhood feel like home. 

Tip 4: Communicate, Engage & Follow Up 

Even the best-planned event can fall flat without clear, consistent communication. 

Promote early and often. 

  • 6–8 weeks ahead: Send a save-the-date. 

  • 4 weeks ahead: Provide details and RSVP link. 

  • 1 week prior: Reminder with parking info or “what to bring.” 

  • Post-event: Share highlights and thank participants. 

Use multiple channels—email, social posts, flyers, and text alerts—to reach everyone. 

Engage volunteers and residents. 
Recruit help early and publicly thank everyone who participates. Recognition builds ownership and pride. 

Collect feedback. 
After the event, send a short survey or invite informal comments. 

Example: 
An HOA discovered through surveys that residents preferred earlier start times. Adjusting the schedule improved turnout by 35 percent the next year. 

Good communication is more than marketing—it’s relationship building. 

Tip 5: Build a Culture of Connection Year-Round 

A single great event is valuable. A culture of engagement is transformative. 

Keep momentum going. 

  • Plan smaller gatherings between big events

  • Highlight residents’ achievements in newsletters or social media. 

  • Celebrate milestones—anniversaries, improvements, or awards. 

Make engagement part of the HOA’s DNA. 
Predictable communication, gratitude, and inclusive planning foster long-term cooperation. 

AMG partners with boards to provide structure—vendor coordination, communication platforms, and administrative support—so your volunteers can focus on people, not paperwork. 

Connection Is the Goal

Hosting a great event doesn’t require perfection—it requires intention. 

When HOA boards plan thoughtfully, communicate clearly, and keep residents engaged beyond the event itself, they create communities that feel welcoming and proud. 

At AMG, we believe every HOA has the potential to become more than well-managed—it can become well-connected. 

About the Author 

Paul Mengert, CEO of Association Management Group, has spent over 40 years helping community associations operate more effectively, transparently, and fairly. He has personally served on HOA and condo boards in both North and South Carolina, bringing a firsthand understanding of the challenges board members face.

Paul is a nationally recognized educator who has trained managers and board members across the Carolinas and in dozens of other states. He teaches decision-making and governance strategies and is a frequent guest lecturer at Wake Forest University School of Law. Named Educator of the Year by the Community Associations Institute, Paul is known for combining deep experience with a practical, solutions-first approach that boards trust. Learn more at AMGworld.com.

 

  • Speaker: Paul Mengert, CEO, Association Management Group

    Disclaimer

    This presentation is for informational purposes only and does not constitute legal advice. AMG supports HOA boards in operational and administrative matters and refers legal questions to qualified counsel.

    Introduction

    Hi, I’m Paul Mengert, CEO of Association Management Group.

    Today, we’re talking about something that transforms neighborhoods from groups of homes into real communities — fostering a strong sense of connection and belonging.

    When residents feel engaged and respected, your HOA becomes the heart of neighborhood life. At AMG, we’ve seen that strong communities don’t just happen — they’re built on trust, civility, and transparency.

    The Foundations of a Strong Community

    Let’s start with those three foundations.

    Trust is earned through fairness and consistency.
    Civility keeps discussions productive and neighborly.
    And Transparency helps residents feel informed and included.

    When boards lead with these values, they create a culture where people cooperate — even when they disagree.

    Building Connection Through Everyday Effort

    You don’t need a big budget to build community — just consistent effort.

    Host simple events like porch nights, neighborhood clean-up days, or coffee mornings. Share good news in newsletters, not just reminders about rules. Invite volunteers onto committees that give residents a voice.

    Example:
    One HOA we support introduced a “Porch Night” tradition. Within months, participation and goodwill grew dramatically — all because people got to know one another as neighbors, not just names.

    Handling Conflict with Care

    Every HOA faces disagreements — but how they’re handled makes all the difference.

    Boards that communicate early and respectfully prevent problems from escalating. A friendly phone call or open conversation often resolves what a formal letter can’t.

    At AMG, we support boards with processes and templates that promote fairness, civility, and consistency — keeping trust at the center of every decision.

    Sustaining a Culture of Community

    Fostering community isn’t a one-time project — it’s an ongoing practice.

    Keep communication regular and positive.
    Recognize volunteers.
    Ask residents what makes them proud to live in your neighborhood.

    AMG partners with boards to make this easier — facilitating surveys, event coordination, and communication platforms that keep everyone informed and involved.

    When your HOA leads with trust, civility, and transparency, residents respond with pride and participation — and that’s how real community is built.

    Conclusion

    Visit www.AMGworld.com to learn more or to request a consultation.

    Thank you for everything you do to keep your community informed, prepared, and supported.

To view our informational pamphlet from this webinar. Click here or on the image.

 
 

AMG facilitates community association management and provides educational resources. AMG does not provide legal or financial advice. For questions involving statutes, insurance coverage, or disputes, please consult licensed professionals.