Looking to build a stronger community? Putting a meaningful event together gets easy with a simple plan.

Art by Teddy Rosen

Kansas City offers a magnificent variety of entertainment, from live music, theatre, art galleries, and more. But after moving back to the heart of the city, I was nervous that I would feel forced to outsource all my social events and be left with no real connection to my community. 

But for the past few years, I grilled for our neighborhood block party, and it is one of my most fulfilling experiences. Here, I learned the true value of cultivating relationships in your own backyard by curating events. Even more, I joined my neighborhood association’s social committee to help produce events. 

Through these excursions, I have learned how to create a successful event that builds a sense of community and connection.

It starts with figuring out the who, what, when, where, and why.

Once the basics are defined, begin to look into resources that are already available. Most neighborhoods have neighborhood associations, home associations, non-profits, local orgs, or local restaurants. Start there. Most deals start with a conversation, or at least an email. Some neighborhoods are even offering event sponsorships to promote a unified identity or space, like Hyde Park. The real trick is finding who to talk to or email. Conversations are critical because there is a strong possibility someone is already creating events you may be interested in. If not, then that’s your next question.

Defining the event

What are the vibes you’re going for? In the dead of winter, consider a Doldrum’s Party. Meet the candidates during Spring for the upcoming local elections. Not only can the weather dictate your event’s vibes, but so can current affairs. Soccer season in KC is ramping up. Consider organizing a walk to the stadium or a watch party as the World Cup nears. Now is the time to find your routes and your favorite pub to watch the kickoff. In the heat of summer, think about making some classic KC BBQ while you play lawn games at a classic block party.

Now, some events require permits, but not all. If you require a closed street, a helpful tip is to find the street with the least amount of houses, as most permits require street residence signatures. If you are planning an outing at a local establishment, ask if they will waive their rental fee, especially if you are representing or planning on behalf of the neighborhood. 

Community organizing and building require adaptability and meeting the needs of your intended group: Garden parties, Porchfest, neighborhood clean-ups, block parties… the possibilities are truly endless. Sometimes these events can become so meaningful that they become annual, like the Union Hill Garden Tour.  So, find an event that meets your needs and begin the day-of event planning. But first, let’s make sure your event is actually set up to foster meaningful conversations and inclusive experiences. 

Cultivating connection

To be an effective event planner, beyond general logistics, top of mind should be access and belonging. 

For example, is the time of day compatible with traditional work and school schedules? If not, that is okay if traditional workers and students aren’t your target group. Be intentional so that your event reaches your intended group. Find ways to include individuals who are often excluded so they have a place to belong. During the RSVP process, check in with your guests about access needs, such as elevator or ADA access to your venues, or if they need sensory considerations like headphones or soft lighting. 

Another consideration is to decide if the event is child-friendly. If you want it to be, it is important to provide age-appropriate activities. They can be simple, but even a few boxes of crayons and coloring sheets can go a long way to keep kids entertained long enough for the parents to have some well-deserved social time. Also, as an adult myself, I love a good card game. Be creative and realistic; neighborhood block parties may not be compatible with a crafting corner. Other practical details include nametags and pens, seating, signage, and trash receptacles.

To this end, it is vital to have accurate numbers ahead of time to appropriately plan in terms of seating, tables, food, and drink. Additionally, consider having a variety of food, including vegetarian, vegan, and gluten-free options. You can’t please everyone, but try your best not to exclude individuals because of their dietary needs. Don’t forget that drinks need consideration too. Nowadays, mocktail menus are thriving, but mocktails may not be compatible with kids’ tastes or adults who want to limit sugar or caffeine. Be open and mindful when curating your bash so your people can not only access the event, but feel like they truly belong. 

Schedule and execute

Once you have decided on the theme, time, date, budget, entertainment, activities, and day-of logistics, now comes the fun part! It’s time to make the cute posters and do the real work – talking and being neighborly. In order to have a successful event, people need to know about it. You can share on socials, print off posters, email blast, utilize WhatsApp, really whatever is best for you and your people. 

Another helpful tip, it is frowned upon by USPS to place loose-leaf posters in neighborhood mailboxes. Instead, find every storm door, front door mat, and bulletin board you can find to squeeze those posters into. When in doubt, a telephone poll is a poster’s best friend.

Remember, while cute posters, emails, and messages can all play a role in your event marketing, the real art of gathering is belonging. Meaning, to be a part of the village, you must play an active role in said village. This includes asking your neighbor how they are, or if they are looking forward to anything upcoming. Never forget the power of a good old-fashioned conversation. Extending invites over a conversation can achieve your ultimate goal of building true connections. To learn more, refer to The Art of Gathering: How We Meet and Why It Matters by Priya Parker, available at Rainy Day Books. 

Lastly, to be a responsible planner, remember to plan an effective clean-up strategy. Who is taking the posters down? Who is taking care of payment responsibilities, including tips? Who is submitting the receipt for reimbursement? Who is on trash duty? Once everything is settled, all that’s left is to party. 

Party, then reflect

Not so fast, speaking of being a responsible planner, after the event is over and all trash has been swept away, then comes the quiet and important moment of reflection.

Community growth can not be measured in numbers, as it will never convey the value of the countless laughs, smiles, hugs, and cheers your event holds. To ensure your event hits the mark and is better next time, count attendees, ask for and listen to their feedback, and keep well-maintained records (including financials) so that your one-off event can become a staple in your neighborhood and maybe even find some new neighbors along the way.

Building authentic local connections can seem like a daunting task, but it can be one of the most rewarding experiences. It can cut through the noise and remind us what is important: each other. The true value of cultivating community in your own backyard is unmatched.