GETTING ORGANIZEDA GUIDE TO PLANNING YOUR

NEIGHBORHOOD PICNIC OR BLOCK PARTY

I N T H I S G U I D E Y O U W I L L F I N D . . .

Planning timeline Planning checklist Resource list  Evaluation method

To have fun and to get to know your neighbors, of course! It’s a great way to publicize your neighborhood organization or see if there is interest in starting one. It can be seem difficult to get to know your neighbors with how hectic daily life is. A neighborhood picnic or block party is a great way to set aside time to meet your neighbors and build relationships with those who live near you! In general, people feel safer and enjoy their homes more when they know their neighbors. You can watch out for neighbor’s homes when they are out of town and they can do the same for you, enjoy a walk round your neighborhood knowing your neighbors, more easily spot when something is out of the ordinary, and overall come together to build a more connected community. And it could all start with a neighborhood block party or picnic! Successful picnics or block parties start with good planning. In this guide will explore some basic ideas to get started, but feel free to experiment and add your own touches and ideas! 

Why organize a Neighborhood Picnic or Block Party?

Volunteers  Recruitment and day of assignments (See Volunteers – 3 weeks out)

9 months before...

Planning is Critical!Events that look like effortless events are often the ones that are the most

carefully planned! Planning might seem stressful, but if you work with your family, friends, and neighbors it doesn't need to be!

Talk to neighbors to make sure there is interest and hold an organizational meeting to get people excited and see who is willing to help. Form a Neighborhood Planning Committee, preferably with around 6 volunteers.  You can be the “Lone Ranger” if you want, but that leads to burn out and a lack of volunteers for next year. One person or two people should coordinate and then you could divide up tasks to share responsibility. Start brain-storming about key elements of the event. Consider recruiting chair people for specific areas of focus. Possible areas of focus could include:

Financial Do you have money to allocate to do this event? If not, you may need to find ways to fund the event. Consider having finding donors or having neighbors bring supplies and food, etc. See “Donations” section below. Permits  Research and handle any permits, insurance needs or any other legal requirements for the locations you are considering.  Check to see if the potential sites have restrooms or if you have to rent them. Donations  Check in with local businesses, restaurants, or corporations. Research opportunities online, call in, or write a letter. Be sure to explain who you are, what the event is, why you are planning it, and how money or donations will be used.  Follow-up with a phone call or in person visit! Places in your neighborhood or where you do business might be happy to support the event in exchange for having their flyers at the event or other types of marketing. Be sure to send a thank you to donors for their documentation of the donation. 

Communication and publicity  Start to create a publicity plan and creating invitations, flyers, newsletters, signs. Having a welcome table with a sign in sheet will help you to capture names, phone numbers and house and email addresses for future communication, and information about the neighborhood and future events. Consider name tags - they may seem geeky, but it's a lot easier than trying to remember everyone's names.    Food and refreshments Work with others to decide the menu (and how to pay for it), obtain food and beverages (or hire caterer), get supplies including utensils, napkins, plates, cooking utensils, buckets (bleach water, soapy water and clean water required by Winnebago County Health Department if cooking and serving non pre-packed items) To help you monitor the food, you may also want to give guests tickets for food or desserts at the table.

Entertainment Music is a great way to set a fun tone for the event. You may need sound system and electric, or a simple speaker from home might work too!

Activities and games Planning some simple games for the day will be a good way for kids to meet each other and encourage families to come and stay at the event. Examples include face painting, relay races, setting up a basketball game, hula-hooping contests, etc. Consider bringing prizes for games to really get people involved. People love simple things like liter bottles of soda, or little prizes from the dollar store. Consider inviting local organizations like the Red Cross, Police Department, Library, etc. Equipment See checklist.  This could include tables, chairs, grills if cooking, tents for shelter or food (3-sided tent or shelter house may be required for serving area by Winnebago County Health)

6 months before

Make some basic decisions

Determine the location. Be sure to get some suggestions! Here are a couple of questions to that may help determine the location: How large a location do you need? Do you need space for activities? It is accessible? What about parking? Is the site available for the desired date? Do you want a rain site? Are there and permits, fees, qualifications or barriers? Rockford Park District strongly suggests that you make a reservation for a park and/or shelter to make sure that it will be available for your use and certain types of activities will require a special use permit and insurance. Will you need port-a-lets and trash cans or are they provided at the location? 

Determine if there are any partners, businesses, or non- profits who could work with you or who would like to donate! Start looking for volunteers if needed!

Select a date and times (or a couple of dates if you have to reserve a space.) Try to avoid obvious conflicts like June graduations, local activities, football games or other athletic activities. You can find local events that might conflict with your event dates.

Determine how large a group you want to invite.  Is it just your block, several blocks, or the entire neighborhood? Decide if pets are allowed.  Encourage children to come with parent(s) or at least an adult.

LOCATION

Decide about activities. Come up with things for get people all ages but try to select things that involve minimal setup or cost. See if any of your neighbors have special talents – face painting, twisting balloons, or musicians! What will the menu be? Middle of the afternoon events may only need to include beverages and snacks, or perhaps give tickets to people and have an ice cream truck come by. Negotiate ahead of time with ice cream truck how much you will pay per ticket. Meal time events can be more costly. How about food permits? You may need an Event Permit from Winnebago County Health Department if you are using vendors who do not have permits. The cost is determined by how quickly the application is filed and by possible risk factors (for example Low Risk includes non-potentially hazardous food such as prepackaged snack foods or soda, Medium Risk includes minimal handling or preparation.) Consider asking people to RSVP so you know how many you need to plan for.  Make a list of those who RSVP - this will give you good numbers to figure how much of what you need to purchase. Give a different color food ticket when they check in at the Welcome Table which will allow them to go through line first.  All “walk-ins” are invited into food line at a set time after those who did RSVP.  

ACTIVITIES

FOOD & PERMITS

RSVPs

3 months beforeGetting things finalized

Securing needed food permits, site reservations, etc. Finalizing your menu and activities. Making a diagram of the site to organize the site details Finalizing venue needs. Borrow or reserve any necessary equipment (i.e. tables, chairs, tents, sound system, port-a-lets, and hand washing stations.)  Consider asking people to bring their own chairs. Making sure you have enough volunteers. Scouts, schools and key clubs are possible sources for additional help.

Schedule a planning meeting to get updates on...

Finalize your publicity plan and set it in motion.  Finalize an eye catching flyer - be sure to include the date, time, location, a contact person for RSVPs, and special activities. Make it clear that people who RSVP will go through food line first.  All “Walk Ins” will be invited to food line at a designated time (perhaps 30 minutes after your start serving, if you decide to do so. You may want to consider adding “Food served until gone”.    Visit your neighbor - Word of mouth is the most effective and it gives you an opportunity to meet new people. Especially neighbors, who live alone, may feel more comfortable attending if they know you will be there. Make calls - Set up a phone tree. Invite any special guests such as local officials, fire and police representatives and encourage them to share  Create unique marketing methods - Create yard signs, door hangers, mail out paper newsletters, emails, etc. Use social media - Create an event on Facebook and post on NextDoor, a social media platform that is similar to a closed Facebook page for neighborhoods. Check it out here: www.nextdoor.com   

Right before your event

Remind neighbors about the party and ask them about volunteering. Touch bases with your committee. Confirm all arrangements      Site needs and permits      Check on budget status          Food          Entertainment and activities          Equipment          Volunteers

If event is 5 or more you may want to establish shifts to be worked by volunteers.  This allows them to enjoy the event, as well.  It will give you a better chance of them volunteering in future. What positions will you need to fill?  Here are some suggestions: Set Up – At least 2 hours before event starts Welcome Table - Collect contact information and give food tickets here if you are going to do that. Activities - People to lead the games / activities Food preparation – People to prepare, set out and serve food.  Are you going to BBQ?  You’ll need people to man the grills. Keep it Tidy – It’s important to have people keeping the site clean, including trash and possible recycling and restroom restocking (you can never have too much toilet paper.) Tear down – Trust me – you will need help.  The more people – the faster tear down. Also be sure to have a plan for transportation and storage of equipment.

1 month before

Put out signs or send out electronic reminders. Make sure your committees are ready. Go over your checklist again.

1 week before

3 to 4 weeks before Focus on volunteers

DAY OF YOUR EVENT!set up, have fun, clean up

DON'T FORGET!

Stay flexible, changes happen. Take notes throughout the day of things you want to do different or add to next year’s event.  (You won’t remember it all!) Take plenty of photos.  Ask people beforehand if they mind photos, especially of children. Consider using a photo release if you plan on using the photos for any public use. Be hospitable and thank everyone for coming and for helping. SMILE!

Put out any signs including directional signs to the site. Place any barricades.  Set up tents, tables and chairs.  Make sure that you leave room for possible emergency vehicle access. Put beverages in coolers early so that they are ready when the event starts.  Brew coffee.  If using a grill be sure to start the coals early enough. Set up trash cans, and be sure to have people picking up trash and emptying cans during the event - nobody likes to look at trash. Assign a greeter to have people sign in, fill out name tags, hand out any materials or food tickets.  One idea is to ask participants to sign in with a street address (located within the area that you are encompassing) because free food, fun and games often attracts people that are not from your area. Have fun!! Work together to clean up.

After the event...

Who all is doing thank you letters/e-mails? Thank your planning committee and volunteers! Thank those who attended Thank those who made donations Share photos and stories Use the names and emails that you gathered at the Welcome Table to invite people to meetings or future events. What went well? What could be improved? What did you learn?   Some ideas could include: 1. Have coffee on someone’s front lawn or porch. 2. Just informally get together in someone’s backyard, have a grill going, and tell people to bring their own meat to cook and side dishes. 3. Plan a kid’s bike parade in a park. 4. Do a Garden Tour. 5. Work together for a neighborhood garage sale. 6. Do a Trunk-or-Treat with a partner such as a local church, police department, or local businesses. 

Hold a meeting to review what went well, what you might want to change. This is where you can use the notes you took at the event. Possible things to discuss include:

Express your Appreciation

Continue to build relationships

Plan more community building events

Evaluate how the event went

RESOURCESWinnebago County Health Department Special Event Application www.wchd.org/images/documents/Environmental_Health_- _Forms/W_SpecialEvent_App_Questionnaire_Fillable.pdf Rockford Park District Customer Service 815-987-8800 Reservations can be made up to 365 days in advance online, or by calling Rockford Park District Customer Service at 815-987-8800. Blocking a street in the City of Rockford will require inviting everyone within the area to be blocked off, and getting approval from all residents and businesses and the alderman of the ward.  An application must be submitted at least 4 weeks prior to the event; there is a $30 fee.  No alcoholic beverages can be consumed in the street, and the event must end by 10:00 pm.  For more information, go to: www.rockfordil.gov/city- departments/public-works/special-events/ City of Rockford Block Party application www.rockfordil.gov/wp-content/uploads/2016/12/2018-Block-Party-Application- Fillable.pdf Checking for event conflicts www.gorockford.com www.northernpublicradio.org/community-calendar Free flyer templates www.canva.com Neighborhood Group website www.NextDoor.com

This guide was produced as a team effort by participants of a NeighborWorks CommunityLeadership Institute, with assistance from the Beverly Park Team, HomeStart, Neighborhood

Network, Rockford Area Habitat for Humanity, and Ready. Set. Go Events!  

Additional funding was provided for by the Community Foundation of Northern Illinois,NeighborWorks, Rockford Area Habitat for Humanity, the City of Rockford Police Department, the

City of Rockford Human Services/Community Action Agency, with funds provided under theCommunity Block Grant Program administered by the Illinois Dept. of  Commerce and Economic

Opportunity (DCEO), and a Winnebago County Host Fee Fund Economic Development Grant.

BUILDING YOUR CHECKLIST

1

NEIGHBORHOOD PLANNING COMMITTEE

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3

4

5

6

7

8

9

10

NAME               RESPONSIBILITY             PHONE NUMBER                       EMAIL

BUDGET AND DONORS

               DONOR                                        HOW MUCH OR WHAT                           DATE RECEIVED

TOTAL AMOUNT DONATED: $__________________________

$_________________________ + $_________________________ = $______________________  MONEY ON HAND                   MONEY DONATED                 TOTAL BUDGET

EVENT LOCATION ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

 EVENT SITE _____________________________                         RESERVATION DATE _____________________________                         RESTROOM FACILITIES                         GARBAGE CANS                         PERMITS 

PARKING

SITE MAP PLAN

THINK ABOUT WHAT YOU'LL NEED FOR YOUR EVENT SITE, INCLUDEADDITIONAL NEEDS HERE!

TOTAL COST FOR EVENT SITE: $___________________

FOOD AND BEVERAGES ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

FOOD SUPPLIES                         Plates Eating and serving utensils Napkins Paper towels Aluminum foil Serving plates Buckets Sponges Bleach Thermometer Hair nets or hats andgloves for people servingand cooking Warming trays Coolers Grills                         ADVANCEPREPARATION

FOOD AND BEVERAGES CONTINUED

 ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            DATE

COMPLETED

DISTRIBUTION OFLEFTOVERS

TOTAL COST FOR FOOD AND BEVERAGES: $__________________

THINK ABOUT WHAT YOU'LL NEED FORFOOD, INCLUDE ADDITIONAL NEEDSHERE!

COMMUNICATION AND PUBLICITY ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

TOTAL COST FOR PUBLICITY AND MARKETING: $__________________

THINK ABOUT WHAT YOU'LL NEED FOR PUBLICITY AND MARKETING,INCLUDE ADDITIONAL NEEDS HERE!

INVITATIONS

CREATE FLYER

SPECIAL INVITATIONS (I.E.CITY OFFICIALS ETC)

Emails Newsletter Facebook NextDoor Other social media                         

OTHER MARKETINGRealtor style signs Post flyers                         

Welcome signs Activities signs Sponsor recognition Photographer for the day                         

DAY OF THE EVENT

ACTIVITIES AND ENTERTAINMENT ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

MUSIC

TOTAL COST FOR ACTIVITIES AND ENTERTAINMENT: $____________________

THINK ABOUT WHAT YOU'LL NEED FOR ACTIVITIES ANDENTERTAINMENT, INCLUDE ADDITIONAL NEEDS HERE!

SCHEDULE OFACTIVITIES

GAMES

Red Cross Police Department Face Painters Library                         

Speakers Electricity Sound System DJ                         

PRIZES

SPECIAL PROVIDERS

SET UP

TEAR DOWN AND PACKUP

EQUIPMENT AND SUPPLIES ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

ORGANIZATIONALName tags Neighborhoodorganizations information Sign in area                         

EQUIPMENT AND SUPPLIES CONTINUED

 ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            DATE

COMPLETED

SITE

TOTAL COST FOR EQUIPMENT AND SUPPLIES: $__________________

THINK ABOUT WHAT YOU'LL NEED FOR ACTIVITIES ANDENTERTAINMENT, INCLUDE ADDITIONAL NEEDS HERE!

Tents Chairs Tables Toilet paper Trash cans Garbage bags Recycling container Port-a-lets Hand washing station Power source and cords Barricades                         

FIRST AID KIT

STORAGE AREA

VOLUNTEERS ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

DETERMINE SPECIFICNEEDS AND DUTIES,LENGTH OF SHIFTS,TOTAL NUMBER NEEDED

VOLUNTEERRECRUITMENT

VOLUNTEER SIGN INAND ASSIGNMENTS

THINK ABOUTWHAT YOU'LLNEED FORVOLUNTEERS,INCLUDEADDITIONALNEEDS HERE!

TOTAL COST FOR VOLUNTEERS: $__________________

AFTER THE EVENT ITEM/ASSIGNMENT                PERSON RESPONSIBLE                     COST                            

DATE COMPLETED

2 WEEKS AFTER -SCHEDULE POST EVENTMEETING

TOTAL COST FOR AFTER EVENT ACTIVITIES : $__________________

THINK ABOUT WHAT YOU'LL NEED FOR AFTER EVENT ACTIVITIES,INCLUDE ADDITIONAL NEEDS HERE!

Submit requests forreimbursement Have chairs prepare write-up on the event

THANK YOU'S TOSPONSORS ANDDONORS

TOTAL COST FOR EVENT: $_____________________

THINGS THAT WENT WELL THINGS THAT NEEDIMPROVEMENT

IDEAS FOR NEXT YEAR

INCLUDE EVENT WRITEUP IN SOCIAL MEDIAPOSTS, NEWSLETTERS,ETC. 

EVALUATION OF EVENT