Learn the 10 key steps to land a successful community game event that can strengthen community ties, provide hours of fun and enjoyment, and promote engagement.

Organizing a community game night or event involves careful planning, clear communication, and a focus on creating an enjoyable experience for everyone involved. Whether it’s a small neighborhood gathering or a larger community-wide event, here’s a step-by-step guide to help you plan, organize, and execute a successful community game event:

1) Understanding Your Community's Needs

The foundation of a successful community game event lies in understanding the interests and preferences of your community members. Conduct surveys or informal interviews to gather insights into what types of games they enjoy, their preferred event formats, and any specific requirements they may have.

Setting clear goals for the event is also critical to a successful event. Consider of the following:

• Purpose: What is the main goal of the event? Are you looking to build community connections, provide entertainment, raise funds for a cause, or simply have fun?
• Target Audience: Consider who you want to invite. Will the event be family-friendly, open to all ages, or specific to a particular age group (e.g., seniors, kids, etc.)?
• Expected Outcome: What do you hope people will take away from the event? Consider whether you want to foster friendships, encourage physical activity, or create a recurring community tradition.

Additionally, consider the age groups, cultural backgrounds, and accessibility needs of your participants. Inclusive events are the most successful but require some thorough understanding of your community needs and matching those needs to innovative, creative ways to include people of all ages, abilities, and languages. This information will help you tailor the event to ensure it is inclusive and engaging for everyone involved.

2) Develop Your Volunteer Team

Nope! You cannot do it all yourself! (We knew what you're thinking!) You'll definitely need a team to pull this off so here's some factors to consider when developing your team of volunteers:

• Roles and Responsibilities: Depending on the size of the event, assign roles to volunteers (e.g., game facilitators, registration/check-in team, snack station attendants, crowd control, safety officers).
• Trained Volunteers: Ensure volunteers know the rules of the games and are prepared to help participants understand how to play. Having a few volunteers act as “game masters” can help things run smoothly.
• Event Setup and Cleanup: Organize volunteers to help with event setup before and cleanup after the event, especially if you’re hosting outdoors or in a public venue.
  
  

3) Choosing the Perfect Date and Time

Selecting the ideal date and time for your community game event is crucial for maximizing attendance. Avoid scheduling conflicts with other local events or holidays to ensure your event stands out and draws in participants.

It's also essential to consider the daily routines and availability of your target audience. Evening or weekend events might be more convenient for working adults and school-going children, whereas weekday afternoons could be ideal for retirees and stay-at-home parents.

The time of day is also important to consider. Ensure that the event timing is convenient for your audience. For example, families may prefer afternoons, while working professionals might attend evening events.

4) Select the Kind of Games, Activities, and Experiences

Think about the variety of games, experiences, and activities that fit your goal and vision, and match those to what you can reasonably support, financially, spatially, and logistically.: Select games that are fun for a wide range of ages, abilities, and group sizes. You might want a mix of:

• Board Games: Simple, casual games like Monopoly®, Scrabble®, or chess, checkers.
• Card Games: Uno®, Spades, or Poker (for adults).
• Outdoor Games: Activities like kickball, tug-of-war, cornhole, or relay races.
• Team Games: Games that encourage teamwork and interaction, like charades or Pictionary®
• Giant Indoor Board Games: Classic games that are enlarged for impact, but everyone knows how to play like hopscotch, copy cat, four square, chess, checkers.
  

Consider the group Size: Choose games that work well for varying group sizes. Have enough games to ensure no one is left out while waiting for their turn.

Make sure you have adaptable games and activities: If your event has people of different physical abilities or ages, include adaptable games. For example, wheelchair-friendly games or low-energy games like trivia or bingo.

Fit and Fun Playscapes has developed a line of engaging, colorful portable mats when its Founder and CEO, Pam, was inspired by her aging mother. Fit and Fun Forever® are movement-based games that are specifically designed for adults and seniors. These games provide all participants with a dynamic series of movement, social, and cognitive experiences which can help fight dementia and improve balance. But most of all, they are fun! 

5) Plan the Schedule

It's a great idea to block or chunk out different time slots so that everyone can attend every activity or pick and choose exactly what they wish to attend. This could also help if you have a limited support group to manage the different games. Here is a sample schedule:
2:00 PM – 3:00 PM: Board games
3:00 PM – 4:00 PM: Outdoor games
4:00 PM – 5:00 PM: Team challenges (relay races, scavenger hunts)

A word about breaks for all day events! Be flexible with the schedule to allow for more time for popular games or adjust if the group is particularly engaged in a certain activity. Include some downtime for socializing, snacks, or relaxation. A short break between games can help keep energy levels up.

6) Choose a Suitable Venue

Choosing the location of the event is very important and is directly associated with the types of games, activities, refreshments, and will be provided as well as the age, ability, and group size during the event. Here are some setting options to consider:

• Indoor vs. Outdoor: Depending on the size of the event, consider whether it will be indoors or outdoors. Public parks, community centers, school halls, or local recreation centers are popular venues.
• Accessibility: Ensure the venue is accessible for people with disabilities, including wheelchair access, parking, and bathroom facilities.
• Space for Games: Choose a venue that has enough space for the games you plan to host. You might need large, open spaces for outdoor games (like sack races or tug-of-war) or smaller areas for board games and card games.

7) Organize Equipment and Supplies

The event is in a few weeks and you're behind schedule. Do you have a list of what you need to facilitating the event? Who will be responsible for the equipment and supplies needed for the big day? Here is a general list of what you may need:

• Game Materials: Ensure you have enough game sets, boards, cards, dice, etc., for the number of players. For large group games, consider having duplicates of popular games or simpler versions that can be played in parallel.
• Snacks and Refreshments: Consider having a snack table or refreshment stand with water, soda, snacks (chips, fruit, cookies), or even food trucks if your event is large.
• Prizes or Awards: Small prizes for winners can add excitement. These could be medals, trophies, or even fun certificates. Make sure there are enough prizes for various categories (e.g., best team spirit, most creative player).

8) Utilizing Technology for Efficient Scheduling

Leveraging technology can streamline the planning and scheduling process for your community game event. If you have the budget and resources, use event management software or online platforms to create and manage event details, such as registration, reminders, and updates. Consider using an online RSVP tool like Eventbrite, Google Forms, or Facebook events to gauge attendance and prepare accordingly.

9) Promoting Your Event for Maximum Participation

Effective promotion is key to attracting participants to your community game event. Utilize a mix of online and offline marketing strategies to reach a diverse audience. Social media, local community boards, flyers, and word-of-mouth are all effective ways to spread the word. Creating engaging content, such as teaser videos or interactive posts, can also pique interest and encourage more people to join the event. These tools can help you reach a broader audience and keep everyone informed about event logistics, ensuring a smooth and well-organized experience.

 The list below is a great start to promoting the event!

• Flyers & Posters: Design and distribute flyers or posters around your community (local libraries, grocery stores, cafes, etc.).
• Social Media: Use social media platforms like Facebook, Instagram, or Nextdoor to promote the event. You can create an event page or group to keep people updated and encourage RSVP.
• Community Groups: Reach out to local community organizations, senior centers, schools, or church groups to spread the word.

10) The Day of the Event 

The big day is here and you're ready to rock this!!  Here's a quick list of some things that you should prepare to bring the game day event across the finish line:

Set Up the Event Day
Early Setup: Arrive early to set up tables, chairs, game stations, and decorations. Make sure the area is clean and safe for participants.
Signage: Post clear signs to guide participants toward game stations, restrooms, snack areas, and other important locations.
Welcome Table: Have a registration/check-in table where people can sign in, pick up game schedules, and receive a name tag or event program.
Facilitate the Event Smoothly
Welcome Guests: Greet attendees warmly, especially newcomers, and make sure they feel included. A quick welcome speech or introduction can help set the tone.
Start with Icebreakers: If your event involves strangers or people who may not know each other, consider starting with a fun, low-stakes icebreaker game.
Encourage Participation: Engage with participants, encourage them to try different games, and ensure everyone feels involved.
Monitor the Games: Stay on top of game progress, assist with any disputes, and keep things moving smoothly. Be prepared to step in if people get frustrated or confused.
Maintain a Positive Atmosphere
Be a Cheerleader: Lead by example and maintain a fun, positive attitude. Encourage everyone to enjoy themselves, and remind people that it’s all about having fun, not necessarily winning.
Resolve Conflicts Quickly: If disagreements or conflicts arise, address them quickly and diplomatically. Reinforce the idea that the goal is to enjoy each other’s company.
Closing, Clean Up, and Thank You
Wrap-Up: As the event comes to a close, thank everyone for coming and participating. Share any final announcements, like upcoming events or how to stay connected.
Feedback: Ask for feedback from participants, whether through informal conversations or a short survey. This can help you improve future events.
Group Photo: Capture a group photo to commemorate the event and share it with participants afterward as a reminder of the fun they had.
Clean Up: Ensure that volunteers and participants help clean up the venue and leave it in good condition. Dispose of trash, pack up game equipment, and return any borrowed items.Post-Event Thank You: Send a thank-you note or post on social media to express gratitude to volunteers, attendees, and sponsors (if any). Highlight the success of the event and any positive outcomes.

Gathering Feedback and Measuring Success

After the event, gathering feedback from participants is essential for continuous improvement. Use surveys or feedback forms to understand what worked well and what could be improved for future events. This will help you plan an even better experience in the future.

Measuring the success of your event can be done through various metrics, such as attendance numbers, participant satisfaction, and the overall engagement during the event. Analyzing this data will help you refine your approach and make your next community game event even more successful.

By following these steps, you can create a well-organized, enjoyable community game event that fosters connection, inclusivity, and fun for all ages. With attention to detail and a focus on the community spirit, your event will leave everyone looking forward to the next one!