HOW TO HOST A
BLOCK PARTY
YOLANDA WILSON [email protected]
City of Lewisville: Block Party or Neighborhood Gathering Tips
Introduction:
A neighborhood block party is the opportunity for neighbors to get together, meet each
other, have fun, and maybe work together on a common activity.
I.
City Applications and Permits:
1) The city can assist you with the following items upon request:
a. Invite a councilmember or city official, Neighborhood Resource Officer
(NRO) or fire engine by email. [go to city’s website and invite by email]
b. If you want to close down a street or re-direct traffic, the city requires a
permit application be submitted.
c. Permits may include alcohol consumption, sound amplifying
equipment, barricades, etc.
d. Remember that after event is over, public sites must be cleaned and
left in good condition.
e. Look online at www.cityoflewisville.com and click on “Special Event
Application” which will provide you of a checklist of items you’ll need to
consider prior to hosting your block party.
d. Decide if pets are allowed and accommodations for seniors and
children.
e. Provide yourself at least 4 to 6 weeks out to ensure that all your
requirements have been met and the appropriate staff have been
notified. [note: ask questions and ask for help so you’ll realize that it’s
worth it].
[note: permit fees are waived under these guidelines only. All
requests cannot be guaranteed due to unforeseen events of
emergencies].
Planning Your Neighborhood Block Party:
Note: Things to consider when organizing your event.
II.
Getting Started:
1) How many neighbors or volunteers will you need to serve on organizing
committee will depend on the size of your neighborhood. e.g. you may
want a person to take the lead for menu, invitations, notifications to
homeowners on street where party is being hosted as well as games
and/or entertainment.
2) After creating an organizing committee, make sure all members serving
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on committee are aware of all the decisions including invitations to
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individuals outside of the neighborhood. e.g. any special interest
groups, public officials, and other organization representatives.
3) Briefly prepare a notification letter to all residents within your
neighborhood and include:
a. Explain what a block party is and its purpose.
b. Benefits of attending the party and provide 2 options on how food
should be handle. Note: include checklist of committees they could
serve on. e.g. set-up, games, food preparation, paper good donations,
clean-up.
c. Possible dates and times with deadline to receive response.
d. Ask if they were to attend, how many in would attend per household.
e. Recruit others or invite those who may have a talent for creating fliers or
party planning to the next planning meeting. Indicate date/time. Be sure
to ask for email addresses or contact information.
f. Once the date to receive responses back from residents in the
neighborhood, hold a conference call or brief meeting to go over
consensus for food, you can begin deciding if you will require collecting
money for meet to barbecue and have a sign-up for sides or have
money collected to have it catered. [note: If residents are willing to
serve on a food preparation committee].
III.
Types of Block Parties:
There are different types of block parties so you may want to include this on the
checklist to neighbors:
a. Barbecues – organizers purchase meat via money collected from
residents or neighbors can bring their own meat;
b. Picnics –everyone bring their own meal;
c. Pot luck – everyone brings one dish;
d. Catered –everyone shares the cost and the food is purchased.
IV.
How Big Is Your Party?
a. Start off small as you can always add others as it grows but keep in mind
cost and who’s signed up to contribute towards party.
b. In selecting who to invite, it should include everyone within the natural
boundaries of your neighborhood. [note: You can obtain information from
the city].
c. Also, consider the road that you have blocked. e.g. is it a street or cul-desac party, you need to invite everyone from that area.
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d. Decide early and make it clear in your flyer if this will be a block party
restricted to those on the street and not open to others such as friends
and relatives who do not reside in your neighborhood. [note: Be sure to
keep RSVP list of residents handy].
V.
Location:
a.
b.
c.
d.
e.
f.
g.
A neighbor’s backyard [note: if your group is very small]
House [note: If it is even smaller]
Garage [note: plan for weather]
Common room in condo, apartment area or HOA clubhouse
Alley*
Street*
Park or community open space*
*Because these locations are on public land, an application or permit will be
required. Safety needs to be an important factor in planning.
VI.
Role of Organiz ers:
a.
b.
c.
d.
VII.
Make decisions about the set up.
Act as a greeter at the event.
Introduce new neighbors and help them make connections.
Make sure the clean-up is done. (You may wish to inspire clean
up by rewarding the children with a prize and ensure there are
enough trash disposal sites adequate for your party) [note:
Also remind residents an hour or two prior to the end time
of your party about clean-up].
Set Up:
a. Set up a sign in book for future block parties and to develop a
contact list.
b. Name tags would be great but optional.
c. Line up tables with a few garbage cans or containers.
d. Coordinate tables for food, beverages, paper plates, cutlery,
cups and condiments.
e. Familiarize attendees with locations of restrooms or porta
potties. Note: Smaller parties may require that you indicate
using their own personal bathroom at home.
f. Be prepared or designate someone to oversee cleanup. Note:
make sure you or someone on the committee assess public
areas prior to event as well as after clean up to ensure no
damage and that it is left in proper condition.
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VIII.
Activities During the Event:
a. Visit and eat with one another.
b. Games for kids (Some can be organized and others can be plan
themselves)
c. Have a game or time set aside to introduce residents or families
and other public official who are attending party.
d. Encourage talent from your neighborhood. Note: Make sure that
it is neutral in nature. e.g. musicians with instruments, DJ who
may play a broad range of different types of music or magicians
or games that can be used to get to know one another.
e. You may want to remind everyone residing on street of event to
move their vehicles and post signs the day of event.
f. Provide entrances for emergency vehicles and be sure not to
block these types of entrances in and out of your designated
area.
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