About the AuthorAs Chief Operating Officer of The Sales & Marketing Magic Companies,

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A PRESENTATION OFSales & Marketing Magic

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“SUCCESSFUL ACTIVITIES & EVENTS”

leisure survey..................................................................................................................................1-3

Party/recreational activities..........................................................................................4

educational opportunities.....................................................................................................4

creating a theme for Your Party...............................................................................5-7

party suggestions.................................................................................................................8-10

Planning the event......................................................................................................................11

event and social planning guide...................................................................................12

promotion & setting the stage.....................................................................................13

invitation checklist......................................................................................................................14

staffing..................................................................................................................................................14

shopping list.....................................................................................................................................15

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purpose and types of events

Community-sponsored and promoted resident activitiesand social events, involving both residents and theirguests, can have a significant impact on your marketingefforts. The key to using activities and events asmarketing tools lies in including not only your residents,but also extending the invitation to their friends andassociates. The idea is to create interest and involvementin the community and to promote a feeling of "what agreat place to live."

There are many types of resident activities that yourcommunity can sponsor. They include lectures, classes,parties, sporting events and competitions, talent shows,

art bazaars, flea markets, children's events, etc. Publicizeevents as thoroughly as possible, including a note in yourmonthly newsletter, special flyers, and posters. Don'tneglect any opportunity to spread the news by word ofmouth. Remind each resident as you see or speak tothem, and be sure to invite all your future residents.

The only way to ensure that your residents willparticipate in a social event, is to plan with their recre-ational preferences in mind. The easiest way to build asocial or recreational profile of your residents is toconduct a survey aimed at determining their idea of agood time. Following is a sample leisure survey that willhelp you to plan successful resident events, tailored toyour residents' recreational habits.

Dear Resident,We'd like to remind you that our #1 goal is to make this the best home that we possibly can! To accomplish this, we need your

help. This survey is very, very important to us, because it tells us more about you. We intend to use the information that you provideus with to develop a calendar of social events that is based on the leisure and recreational activities that you enjoy most.

We recognize the value of your time, and sincerely appreciate your willingness to participate. Please complete the followingquestionnaire and return it to the management office at your earliest convenience. We intend to return the favor throughout theyear in fun and exciting social activities that both you and your neighbors can enjoy! Age Group:[ ] Under 25 [ ] 25-35[ ] 36-45 [ ] 46-55[ ] 56-65 [ ] Over 65

Regarding our community, what do you like most?:___________________________________________________________________________________________________________________________________________

What one feature most attracted you to our community?:______________________________________________________________________________________________________________________________________

What would make you happier to live here?:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you are employed, how far do you drive to work?:____________________________

How long does it usually take?:_________

WHAT'S YOUR IDEA OF A GOOD TIME?leisure survey

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Do you participate in a sport?: Do you follow a professional sport?:[ ] No [ ] No[ ] Softball/Baseball [ ] Baseball[ ] Football [ ] Football[ ] Basketball [ ] Basketball[ ] Volleyball [ ] Hockey[ ] Tennis [ ] Tennis[ ] Racquetball [ ] Golf[ ] Golf [ ] Auto racing[ ] Bowling [ ] Bowling[ ] Soccer [ ] Soccer[ ] Other: ____________ What team(s): ___________________

In what organized sport would you be most interested in participating?:[ ] Volleyball [ ] Tennis[ ] Softball [ ] Bowling[ ] Other: ____________

When do you have leisure time?[ ] Sunday [ ] Day [ ] Night[ ] Monday [ ] Day [ ] Night[ ] Tuesday [ ] Day [ ] Night[ ] Wednesday [ ] Day [ ] Night[ ] Thursday [ ] Day [ ] Night[ ] Friday [ ] Day [ ] Night[ ] Saturday [ ] Day [ ] Night

How do you most enjoy spending your leisure time during the day?_____________________________________________________________________________________________________________________________________________________________________________________________________________________How do you most enjoy spending your leisure time in the evening?_____________________________________________________________________________________________________________________________________________________________________________________________________________________

Which events would you most like to see held here at our community?[ ] Coffee and Doughnut Socials[ ] Health Fairs[ ] Water Aerobics[ ] Planned Walks[ ] Bingo[ ] Card Parties[ ] Business Card Exchanges/Networking Socials[ ] Lectures or seminars (please note your preferred subject and/or speaker):

________________________________________________________[ ] Other:__________________________________________________________

WHAT'S YOUR IDEA OF A GOOD TIME?

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Leisure survey continued

Please number the following in order of preference (1=most fun; 6=least fun)[ ] Reading [ ] Cards/Board games[ ] Walking/Jogging/Running [ ] Arts/Crafts[ ] Movies/Videos [ ] Other:___________________________

Which do you prefer: [ ] Going to a cinema [ ] Renting videos

What movie genre do you prefer?:[ ] Drama [ ] Comedy[ ] Sci-fi [ ] Horror[ ] Action-Adventure [ ] Documentaries[ ] Foreign [ ] Art

How often do you rent videos?:[ ] Daily [ ] About twice a week[ ] A few times a month [ ] Once a month[ ] Every couple of months [ ] Never

What night(s) do you most frequently rent movies or go to the cinema?[ ] Sunday [ ] Thursday[ ] Monday [ ] Friday[ ] Tuesday [ ] Saturday[ ] Wednesday

Do you have children living with you?: [ ] Yes [ ] No

Is your child/children involved in a structured summer activity? [ ] Yes [ ] No

What are your children's special interests? [ ] Movies [ ] Board games:____________________[ ] Swimming [ ] Arts/Crafts:______________________[ ] Sports:___________________ [ ] Martial Arts:_____________________[ ] Other: __________________________________________________________

Do you have a pet?[ ] No [ ] Fish[ ] Bird [ ] Cat[ ] Dog [ ] Other: __________________________

thank you for your valuable input!

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Below are some great party ideas that will help you with your event planning.

party/recreational activitiesVolleyball or Pool Volleyball Billiards TournamentPing Pong Tournament Swimming and Diving ContestCamping Scavenger HuntShopping Trip to local Outlet Mall Basketball, Baseball, or Hockey Game PicnicChallenge of the Sexes Olympics SoftballFlag Football Ski Lessons/Ski TripMarathon/10K Race Dancing LessonsBoating Water SkiingScuba Lessons/Trip Snorkeling TripCanoe Lessons/Trip Ice/Roller SkatingGame Night (Chess, Checkers, etc.) Backgammon Lessons/TournamentCards - Poker, Bridge, Uno, etc. Horseback RidingCroquet BadmintonTrip to Race Track BasketballSnowmobiling Archery Lessons/CompetitionDarts Produce a PlayFlea Market Chorus/ChoirStreet Fair Exercise Class or AerobicsTennis Lessons/Tournament Racquetball Lessons/TournamentSelf-Defense/Martial Arts Belly Dancing LessonsFencing Lessons/Competition Guitar LessonsDecorating Contests Trips to local places of interestBicycle Race/Trip

educational opportunities: (offer classes on the following subjects)

Foreign Language CookingInvestment Counseling LiteratureBartending Cake DecoratingWeaving PhotographyMicrowave Cooking SewingCrochet or Knitting NeedlepointTropical Fish & Aquarium Maintenance FilmsWine Tasting CandlemakingSculpture Sign LanguageArt and Music Appreciation Make-up and HairstylingComputer Literacy Gardening

You may also choose to offer your clubhouse free to local colleges and universities for Continuing Education classesin the evenings. (You may want to consider charging a small clean up fee.) Gourmet stores, wineries, craft stores, photog-raphy outlets, dance studios, the local YMCA, karate studios, health clubs, the city parks department, and local schoolsare the best sources for talented instructors. Obtain a copy of your community college's current catalogue, and look forlocal "free university" publications. Contact the instructors. You will find many of them willing to offer their servicesoutside the classroom for a group rate, or even free of charge.

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crEATING A theme FOR YOUR PARTY!Successful community parties are usually based on a theme. Remember that the decorations, costumes, food, drinks,and activities will all play a part in developing a successful theme. The following calendar may offer some inspiration.

january: 1 New Year's Day, Rose Bowl Day5 Wassail Eve6 Twelfth Night, Epiphany, Three Kings' Day, Opening of Carnival Season

10 League of Nations Day15 Martin Luther King's Birthday16 Franklin's Birthday19 Robert E. Lee Day, Confederate Heroes Day24 Paul Pitcher Day25 St. Paul's Day, Super Flush Sunday26 Australia Day29 Carnation Day30 Franklin D. Roosevelt DayAlso: Handsel Monday, Inauguration Day, Plough Monday

february 2 Candlemas Day, Groundhog Day, Presentation of Our Lord3 Blaise's Day6 Waitangi Day

12 Lincoln's Birthday14 St. Valentine's Day15 Decimal Day, Lupercalia Battleship Day, Susan B. Anthony's Birthday22 Washington's Birthday, Thinking Day23 Hobart Regatta Day27 Majuba Day29 Leap Day, Bachelor's DayAlso: Meal Monday, Presidents' Day, Washington-Lincoln Day

march: 1 St. David's Day2 Texas Independence Day4 Town Meeting Day5 Mother-in-law Day, St. Piran's Day6 Alamo Day8 International Womens' Day

12 Girl Scout Day17 St. Patrick's Day, Evacuation Day18 Sheelah's Day21 Earth Day26 Lady Day, Annunciation, Maryland Day, Greek Independence Day30 Seward's DayAlso: Commonwealth Day

april: 1 All Fool's Day / April Fool's Day2 Taily Day

12 Halifax Day14 Pan-American Day15 Swallow Day

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19 Primrose Day22 Arbor Day23 Shakespere's Birthday24 Secretaries' Day30 Walpurgis NightAlso: Geranium Day, A Patriot's Day

may: 1 May Day, Labour Day, Beltane Day, Lei Day3 Crouchmas8 Furry Day, VE Day, Harry Truman's Birthday9 Liberation Day

12 Hospital Day24 Commonwealth Day, Empire Day25 Flitting Day, Dismal Day29 Royal Oak Day, Oak Apple Day, Restoration Day, Shick-Shack Day30 Memorial Day, Decoration Day31 Republic DayAlso: Armed Forces Day, Cup Final Day, Fishin' Day, Early May Bank Holiday,

Late May Bank Holiday, Mother's Day, Victoria Day

june: 1 Corpus Christi, State Foundation Day3 Jefferson Davis' Birthday6 D Day

11 Long Barnaby, St. Barnabas' Day, King Kamehameha Day14 Flag Day15 Pioneer Day16 Bloomsday, Dismal Day17 Bunker Hill Day18 Waterloo Day19 Emancipation Day21 Longest Day, Mumpint Day, Summer Solstice23 Midsummer Eve24 Midsummer DayAlso: Alexandra Rose Day, Ascot Sunday, Father's Day, Lanimer Day

july: 1 Canada Day, Dominion Day4 Independence Day, Fourth of July, Old Midsummer Eve5 Tynwald Day

12 Orange Day14 Bastille Day15 St. Swithin's Day25 St. James' Day26 St. Anne's DayAlso: Diamond Day, Spinning Wheels day, Watermelon Days, Wrong Days

august: 1 Lammas Day, Gule of August5 Oyster Day, Grotto Day6 Transfiguration

12 Glorious Twelfth, St. Grouse's Day15 Assumption, VD Day27 Lyndon B. Johnson's BirthdayAlso: Nut Monday, Picnic Day, Victory Day, Walking Sunday

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september: 1 Partridge Day3 Cromwell's Day9 Admission Day

10 Air Force Day, The Tenth of September12 Defender's Day14 Holy Cross Day, Holy Rood Day17 Citizenship Day, St. Lambert's Day23 Autumnal Equinox29 MichaelmasAlso: Kid's Day, Labor Day, Pig Face Sunday, Sunflower Daze, Thamesday

october: 2 Old Man's Day6 German Day, Ivy Day

10 Kruger Day12 Columbus Day, October the Twelfth14 The Fourteenth of October18 Alaska Day, Lukemas, St. Luke's Day21 Trafalgar Day24 United Nation's Day, Pioneer Day25 St. Crispin's Day27 Big Bang Day, Day of Peace30 Devil's Night31 All Hallows Eve, Duck Apple Night, Dookie Apple Night, Hallowe'en, Nevada DayAlso: Apple Tuesday, Fall Harvest Day, Fraternal Day, Good Thief Sunday, Punkie Night

november: 1 All Saint's Day, All Hallows Day, Hallowmas2 All Soul's Day, Day of the Dead4 Mischief Night5 Guy Fawkes Day, Bonfire Night, Ringing Day9 Lord Mayor's Day, Sadie Hawkins' Day

11 St. Martin's Day, Martinmas, Remembrance Day17 Queen's Day22 St. Cecilia's Day23 Repudiation Day, St. Clement's Day25 Cathern Day, St. Catherine's Day30 St. Andrew's DayAlso: Grey Cup Day, Melbourne Cup Day, Raisin Monday, Recreation Day, Thanksgiving Day

december: 6 St. Nicholas' Day11 Indiana Day13 St. Lucy's Day16 Day of Covenant, Day of Vow17 Aviation Day, Saturnalia21 Forefather's Day, St. Thomas' Day, Gooding Day, Winter Solstice, Shortest Day24 Christmas Eve25 Christmas Day26 Boxing Day, St. Stephen's Day, Day of Good Will28 Childermas Day, Holy Innocents Day, Proclamation Day31 New Year's Eve, HogmanayAlso: Advent Sunday

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Here are a few additional ideas and details, many of which cancome alive with an approximate investment of $250.00.Management Companies may choose to produce one theme,and split the cost among several communities who can makeuse of the props and decorations.

20s' Prohibition Speakeasy

The "roaring twenties" was a time when people flocked to

the illegal and well-concealed speakeasy clubs in the

warehouse districts of every major city. There, they danced

away the blues while enjoying a spot of much-coveted local

moonshine, or "bathtub" gin. Your residents will enter the

secret jazz club through the back alley door of an old

warehouse, and find themselves amidst the covered crates

and boxes of a storage room-turned nightclub. Silhouettes

of thugs and a bathtub filled with bottles of gin will create

the seedy, secretive ambiance of the Prohibition speakeasy

era. Photos of jazz players can be used for mood setting.

30s' Cotton Club

Take your residents back to the 1930s for an evening of

lively music and dancing during the relaxed decade

following World War I. Clubs were no longer hidden in the

warehouse districts, but became bright, elegant places

where people could throw their cares away and celebrate

the end of Prohibition in high style. Brick columns

supporting an awning and lamp posts create the entrance

to this decadent theme event. Inside the clubhouse, Art

Deco style ostrich plumes and blue neon sconces set the

mood for an evening of carefree entertainment in the

elegant style of "The Cotton Club."

50s' Blast to the Past

Blast back to the innocent, fun-filled days of the 50s' with this

colorful theme event. Create a time tunnel filled with

memorabilia from the era, and take your residents back in

time to where they will once again experience the drive-in

diner, the soda bar, the old-fashioned juke box and the

vintage car that took them to their first high school sock hop.

A 50's band or DJ playing all the old favorites can make the

transformation into a nostalgic memory lane complete.

☺ Sunday Brunch☺ Hobo Party☺ 50's, 60's, or 70's Party☺ New Resident Coffee and Donut Gathering☺ Summer or Winter Sports Club☺ Come As You Are Party☺ Come As You Were Party☺ Wine and Cheese Party☺ Before Sporting Event Party☺ Scavenger Hunt☺ After Sporting Event Party☺ Travel Club☺ Chili Cook-off or Dinner☺ Ski Club☺ Pizza Party Movie Night☺ Toga Party☺ T.G.I.F.☺ Style Show, Male & Female☺ Old Fashioned Picnic☺ Funny Hat and Glasses Party☺ Punk Rock☺ Western Theme☺ Monday Night Football☺ Week Breakers☺ Pig Roast☺ Cookout☺ Luau☺ Dinner Theater☺ Clambake☺ Over 30 Party; Over 40 Party☺ Parents Without Partners☺ A Night Under the Stars

You may also find a nightclub willing to treat yourgroup to a "discount" hour in their establishment.This provides a free place hold a resident eventwith no clean up responsibilities.

some party suggestions!

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60s' Psychedelic Scene

Groove on back to the 60s' for an evening of listening to thestill-fantastic music of Motown. Bright colors in psyche-delic patterns can give this theme design a unique look,and will inspire your guests to "cut loose" and "get down"for an evening of high energy dancing and fun. Use a stagedesign straight out of "Laugh-In" to set the mood, whilegraphics of Peace and Love symbols bring out the flowerchild in everyone.

Into the Future

Beam "Into the Future" for an evening for high entertain-ment and fun. A futuristic "time tunnel" moves guests intothe clubhouse. Geometric shapes suspended from theceiling in bright neon colors create a galactic effect that willkeep eyes darting from place to place throughout theevening. Star Trek characters and the Starship Enterprisegive residents plenty to talk about.

Batman Bash

The mysterious "Bat Cave" entrance will set the mood for thisominous theme event. "Batman" theme music will play andthe Joker's menacing laugh will add drama. Once inside, yourresidents will be awed by the decor which creates theinterior of the cave. Gothic arches, hanging moss, blinkingcomputer panels and life-size standout Batman and Jokercutouts will give flight to the imagination.

Sports-a-Thon

This event is perfect for team building sports lovers, as ittakes you into a stadium where America's favorite prosports are represented. The four corners of the clubhouseare transformed into sports bars that represent either aspecific sport or team location. Posters, pennants, andother sports paraphernalia are displayed. Run gamebloopers on a television or big screen. For the competitiveside in each of us, the game board gives residents theopportunity to compete for prizes and recognition. Pop-a-shots, football tosses, billiards, and other games of skill arefound around the perimeter of the room, and will providehours of entertainment and fun at this all out, high energysports-a-thon!

TOGA-TOGA-TOGA!

This is the perfect theme if you want an all-out crazy party.Ask your residents to dress in Greek togas or as theirfavorite "Animal House" character. The theme is based onthe movie Animal House recreated, and is ideal for anygroup that is ready to cut loose and party with the "Greeks"in this recreated frat house. Rent the "Animal House" videoand play it on a big screen TV.

Let's Dance

Come dance till you can't stand up at this party designedspecifically around music and dancing. Decor elementsinclude oversized records, black glittered music notes,

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the festive wharves of Louisiana. A suspended woodenbridge will guide your residents over the dangerous croco-dile infested swamp waters, through the entwinedbranches of the Cypress trees hung with Spanish moss, outinto the brightly lighted docks. Residents can find refresh-ment at the tin "Moonshine Shacks" where bootleggers stillmake their own whiskey. Be warned - this brew is strongerthan the legal stuff! All created with painted refrigeratorcartons, inflated crocodile pool floats and a few silk trees.

It's a Jungle Out There

This outlandish theme event will take your residents deepinto the jungles of Africa or South America. Ruins,overgrown with vines and tropical foliage, stand guard atthe entrance of the clubhouse, and the only way in is totraverse the suspended rope bridge. Sounds of screamingbirds calling to one another accompany your residents intothe clubhouse. The huge face of a gorilla stares ominouslyout over the crowd from his place of honor. The perimeterof the room is transformed into a tropical world usingparadise bird panels and tropical leaf patterns. Vineshanging from the ceiling amidst various colorful birdscarry the design throughout the room. All these items canbe purchased at a party store.

resources for your next event

Stumps Promhttp://www.stumpsprom.com/index.cfm

Anderson's Prom and Party Supplies4875 White Bear Parkway White Bear Lake, MN 55110 Phone: 800-328-9640 or 612-426-1667 Fax: 612-426-8541 http://www.andersonsparty.com/

Oriental Trading1-800-875-8480http://www.oriental.com/home.html

ENSURE THAT A GOOD TIME IS HAD BY ALL

To be certain that residents enjoyed themselves and willwant to attend your next event, send out an informalsurvey asking for their input. You can also simply callattendees at random. Whichever method you select,keep in mind that successful social activities can be ahuge asset to your community.

instruments and perhaps a Karaoke talent contest tospotlight your guests' singing talents! Everyone is sure toleave their cares at the door and join in with the fun andmerriment for an evening spent dancing and singing alongwith the crowd.

Sun 'N Surf

There aren't too many surfs in some states, but most havethe sun. Incorporate ocean waves, palm trees, beachcharacters, etc. to provide the surf. Do it any time of theyear, but it's especially great in the dead of winter. Whenit's cold and dreary, everyone would like to take a vacation- real or imagined - to the Bahamas, Hawaii, Caribbean,Mexico - or wherever your fantasy paradise happens to be.Bars will be found under bright cabanas, and buffetsinclude an extra special surprise of a person buried up tohis neck in the sand! A Volleyball net over the dance floorwith suspended seagulls and beach balls will continue thetheme in a whimsical fashion. Finally, posters from yourtravel agency keep their imagination traveling.

Mardi Gras

Your residents will feel as if they have actually been to NewOrleans for the famous celebration called Mardi Gras!Invite them to put on their favorite costume and comeparty the night away to the jazz sounds of Bourbon Streetrecreated. Bright lame fabrics, confetti in purple, green,and gold, Mardi Gras masks and beads form the basics ofthis theme's decor. A huge dragon can be suspended overthe dance floor amidst kites and luminaries to bring in theillusion of parade floats, common on the streets of NewOrleans during this annual celebration.

Hooray for Hollywood

The glitz and glamour of Hollywood come directly to you inthis spectacular theme event which is perfect for yourcommunity awards program. White lights on a blackmarquee, red carpet treatment, crowds cheering, andelegant contemporary staging set the tone for an eveningreminiscent of the Oscars. Live video cameras can be incor-porated into the decor for an upscale presentation. Life-size cutouts of the stars complete the theme... and offer anexcellent photo opportunity for the guests to have theirpictures taken with their favorites.

Cajun Wharf

Join us down on the Bayou for some eerie, mysteriousswamp action, where there's always danger lurking near

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planning the eventThe Manager and team will be responsible for creating theevent atmosphere, generating enthusiasm and organizingthe function. Make sure your team understands that they'renot just throwing a party. They are involved in a marketingeffort. The effectiveness of your team in planning residentactivities can be gauged through reduced resident turnoverand increased favorable word-of-mouth advertising.

In offering resident events, you are creating synergybetween the resident's social life, and the social life of yourcommunity as a whole. Resident social events should bedesigned to meet your resident's need to belong. The friend-ships created in a community will eventually lead toreduced resident turnover, as those who feel that they areliving among good friends will be less likely to move.Resident referrals will increase when your residents areencouraged to share their home with friends and associates.

New residents are often new to your area of the city. Aresident may have special interests (i.e. sports) that requiregroup participation, and will want to make new friendswith similar interests. Additionally, people are alsoremaining single longer, which can create a sense of beingalone in new surroundings. These factors will help drawyour residents into social community involvement.

An effective social activities program doesn't happenwithout a great deal of effort. Each event must be carefullyplanned and executed. Resident activity committees canhelp you gather resident input, but realize that your teamwill bear the ultimate burden and responsibility in bringingsocial events to life. The use of an Event and Social ActivityPlanning Guide will help keep your team on track, and giveyou a place to keep track of or estimate your expenses whileplanning an event.

The first step involved in planning your social calendaris to determine your monthly social and recreationalbudget. Much of the cost of an event can be defrayed byasking residents to bring food and drinks where appro-priate. Your budget will govern most choices in planning anevent, but remember... NEVER lose sight of your residentprofile when planning ANY activity!

Above all, remember that it is better to hold a wellproduced party once a quarter than to hold a monthly partythat is just thrown together.

Alternatively, you may choose to supplement yourbudget by charging the resident a nominal fee to participatein the event or activity. Another way to reduce expenses isto keep a list of supplies on hand following each event inorder to make use of them at the next event.

Note: Never charge residents for drinks at community-sponsored events. Never ask them to pay cover or donationcharges at events where liquor is served.

If you choose to serve liquor, provide plenty of coffee andsnacks. You have a responsibility as the host to discourageover-consumption. Above all, make certain you are aware ofyour company and community policy regarding alcoholicbeverages.

Some residents can become upset to constantly hearabout free events; they know their rent is paying for commu-nity activities, and it makes any rent increases they mayreceive harder to accept unless they themselves enjoy andparticipate in the activities. It is a known fact that residentshave moved from socially active communities because oftheir feeling of subsidizing community sponsored activities.Keep this in mind, and don't be afraid to charge a small feeto fund your community's activity program, especially whenthe event provides entertainment. Your residents will feel asthough they're really getting something for their money, andnon-active residents won't feel like their rent is paying foractivities they do not attend.

With your budget in mind, the next step is to planahead with the use of a social calendar. This calendar is usedfor private clubhouse bookings along with community-sponsored events.

Before you begin planning in earnest, remember therewill be changes, additions and cancellations throughout theplanning process. Keep a handle on the planning process,but don't attempt to do it all single-handedly. Some commu-nities have had great success with activity committeescomprised of residents. Some committees are good for ideasonly, but others will pitch in and help with decorations,bartending, shopping, and cooking.

be prepared for successful resident events

The guide on the following page is designed to assist you indeveloping workable activity ideas and plans. You mayconsider establishing a Social Activity Planning GuideExchange between your community and others within yourcompany. This exchange will save everyone time whendesigning activities for the year. Keep all guides in a three-ring binder for easy access. Each time a new activity or eventis designed, add it to the book. Before long you will have acomplete book of activities that will last for years.

Be creative, enthusiastic, and prepared. You're certainto be a success!

Continued on Page 13

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Community: _________________________________________________________________________Designed by: _____________________ Telephone #_________________________________________Address: ___________________________________________________________________________Event/Activity Idea with Detailed Description: ___________________________________________________________________________________________________________________________________Location (pool, clubhouse, etc.): _____________ Time of Year (month): _________________________Approximate number of guests: ______________

EVENT AND SOCIAL ACTIVITY PLANNING GUIDE

BUDGET TYPE COST

Food

Music

Decorations

Prizes

Invitations, flyers(attach samples)

Types of Vendors/Sponsors Needed

TOTAL BUDGET:

6 Weeks Prior

4 Weeks Prior

2 Weeks Prior

1 Week Prior

Day of Event

Additional Comments / Information: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How to promote to residents: planning

13

Make a list of everything to do in preparation for theparty well in advance of the party date.

Party preparation can take up to two to three months.You'll want to allow plenty of time to plan and spreadexcitement about the upcoming event.

Following are some of the major decisions that you'llhave to make, and steps that you'll have to take asplanning progresses.

Guest List

1. Residents and their guests, future residents, and suppliers.

2. Determine method of arriving at approximate headcount for the party:a. Ask residents to RSVP by calling or send back a

return form indicating attendance.b. Staff calls resident confirming attendance

(this method also encourages attendance).c. If there's no time for any of the above, guess!

promotion

Announcement of the event is a major part of the prepara-tion process. Use every medium at your disposal to generateinterest and excitement, including your newsletter, flyers,posters, bulletin boards, and special invitations.

Announce events in your newsletter at least a monthin advance. Make it a front-page item during the monthof the event, and plan to have newsletters in yourresidents' hands by the first of the month. Make it soundlike an event not-to-be-missed.

Personally invite each resident as they pay their rent,call in a service request or stop by the office to pick up apackage. Ask questions such as "Can we expect you at theparty on Saturday?" This will increase enthusiasm, and willalso give you a good idea of how many residents to expect.

Follow-up two to three days in advance with a flyeron each door. A sign at your community's entrance andexit can also be used a few days in advance as a reminder.Keep reminding them. You'll get a better response.

Change the entrance and exit signs to read "It's Here!The Party Is Tonight!" on the day of the party.

Professionally planned social activities can bepresented on a low budget with a small selection of horsd'oeurves and cheese trays. You may wish go to largediscount stores or shopping clubs (Sam's, Pace, Price Club,Cosco, etc.). Purchasing in bulk will reduce the cost of foodand drink considerably. Supplies such as cups, table cover-ings, napkins, silverware and plates are also best purchasedin large quantities.

setting the stage

You may want to offer a door prize or hold contests whereprizes will be awarded. Prizes could include movie tickets,wine, gourmet baskets, compact discs, gift certificates,sporting equipment, free dinner for two, etc. Merchantsmay offer a discount or even a free item in exchange for apromotional announcement in your newsletter, flyer ormove-in packages.

Creating the right atmosphere is important to thesuccess of your social activity. It helps in developing a partymood. Use your imagination and sense of style. A signgreeting your residents is always a nice touch if you are notpersonally available.

Decorations can also be purchased quite reasonablyfrom wholesalers. Often, catalogues from educationalstores are available upon request, and looking through onewill give you plenty of party ideas. Libraries will have agood selection on books published to give you low costparty ideas. Many decorations can be easily made at a lowcost, but may require a lot of time to make.

Keep in mind lighting will also help you create a mood.The brighter the lights, the happier the mood. You maywant to begin with bright lights, and then dim them as thenight progresses, to create a quieter mood.

Note: Box up the decorations and props used for an eventand offer it to another community. This not only saves moneyand time, but you will often get the box back with a fewadditions!

There are times when social activities call for addedentertainment. There is a wide variety of entertainmentoptions available to your community. Here is a partial listing:� Rent a jukebox� Hire a disc jockey� Contact the concert bureau of a local conservatory,

college or music school� Contact the performing arts department of a local

high school� Look under "Entertainment" or "Music" in the

yellow pages� Rent a VCR, some videos and prepare popcorn� Check with your travel agency. They can supply

some interesting travel or video movies that may serve as a backdrop for scenery in your room

Put a video camera to work. Make your own moviewith your residents. Let them write the script, be thedirector, producers and performers. (Teenagers enjoy thisentertainment.)

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INVITATION CHECK LISTName of Printer: __________________________________________________________________Point of contact: __________________________________________________________________ Phone: ________________________________Pick-up date: ____________________________Deposit: $ ____________Ink/Paper colors: _________________________________________________________________Paper stock: ______________________________________________________________________# of Invitations needed: _________Lettering styles: ____________________________________________________________________Date needed: ___________________ # of response cards needed: ______________Size of invitations: _______________________

Points to cover in the invitation copy:

Type of party: ________________________Date: ______________________________Time: ______________________________Location: ___________________________RSVP to: ___________________________Suggested attire (costume, casual?): _____________________________________________________Bring: _____________________________________________________________________________ Who's invited: ______________________________________________________________________

invitations

In many cases, your invitation will determine your

events success. If the invitation looks and sounds fun,

they will assume that the party will be too.

1. Determine the date, time and location of your party. Make certain that all team members are made awareof this information to avoid scheduling conflicts ordouble bookings.

2. Determine the type of invitation.a. Flyer b. Flyer and newsletterc. Newsletter d. Telephone calle. Preprinted invitations

3. Determine the artwork style and copy.4. Take steps that will result in the finished invitations

being delivered or purchased.a. Assign artworkb. Allocate time for reproductionc. Allocate time for delivery

Invitations may be informal or formal. An informal

invitation can be printed on almost anything, with just

the pertinent information. The informal invitation usually

incorporates casual typefaces and illustrations. Formal

invitations are usually printed on fine cardstock with

black engraved lettering, and include a traditional

message of invitation. Formal response cards are included,

directing the recipient to respond regarding his atten-

dance. Formal invitations are normally reserved for use on

special holidays, grand openings, etc.

staffingIf feasible, start decorating the clubhouse at least a weekbefore the event. This serves as a great leasing tool to showfuture residents that you have an active social program,and that it’s fun to live in your community. Everyoneshould have an assignment for the night of the big party:someone is greeting the guests, someone is bartending,and someone else is handling the food. Although teammembers are encouraged to enjoy the social event, they

☺

�Remember that your

invitation should

reflect the charac

ter

of your event!

15

should be aware that it is a working evening. Conduct should be friendlybut professional at all times. Staffing might include:

A. Cook - to replenish food supply, warm hors d'oeurves

B. Bartenders

C. Clean-up crew for after the event (the Manager and Service Technicianshould coordinate this effort).

D. Official Hosts and Hostesses: Hosts and hostesses are very important to the overall success of your event. Being a good host or hostess is likebeing the producer of a Broadway play. You have chosen the actors(social committee, employees, hosts and hostesses). You have set thestage and directed all the activities, arranged the props and raised thecurtain. Now all you need to focus on is making certain the audiencegives you good reviews. Here are a few quick tips to receive a"thumbs up" review and a standing ovation:

1. Welcome your residents and guests at the door. Take their coats, orinform them where they can be placed. Introduce your residentsand guests to a few people by making a short explanation aboutthe person which will help start a conversation. A good example is ... "Mr. Jones, this is Mr. Smith, who just moved here fromLakeland." You may want to try using name tags to aid you andother team members in these introductions. Keep in mind howyou may feel when you enter a party and do not yet know anyone.

2. Keep plenty of carbonated water on hand. This will help removespills on your clubhouse carpet or furniture. Remember, a goodhost or hostess never makes a fuss when something is spilled orbroken. Chances are, the spill or breakage was not intentional andyou do not want to upset a happy resident.

3. When a guest has had too much to drink and should not operate amotor vehicle, order a taxi, prepay the driver, and insist your guestleave their automobile. When they return to retrieve their car, youare certain to get a big "thank-you."

4. When you are ready to wind down the party, you simply change the pace by turning the volume down on the music, turn the lightsbrighter or lower depending on the circumstances, and shut off afew lights. Wait a few minutes, and begin the clean-up process. Thehost or hostess should begin to thank everyone for attending andinvite them back to the next event.

shopping listDecorationsPrizesGlassesNapkinsTableclothsPlatesForksKnivesSpoonsServing SpoonsSaltPepperToothpicksTrash bagsDishsoapWindow cleanerTablesChairsEntertainmentPrizesCokePepsi7-UpTonic WaterSoda WaterOrange juiceGrapefruit juiceTomato juiceLemonsLimesIceVodkaScotchWhiskeyGinBourbonRumBeerWineSnacksCoffeeCoffeepotTeaCreamSugarCoffee cups

Wishing you many successfulactivities and events!