Family events, whether they’re school or community-related, can be rewarding and provide valuable opportunities to connect with parents and teachers. It can enhance your parent experience and give children an opportunity to further interact with your youth activity center. 

When you decide to host an event, you’ll need to make sure that it runs smoothly so that everyone has a good time! From choosing the right location to what you can do to make sure all of your guests have an unforgettable experience, these tips will make sure your event is a success.

What to Consider When Planning a Family Event

Many people are familiar with the saying; the devil is in the details – and when it comes to event planning, it is all in the details. If you want to ensure events, such as a showcase, recital, meet or community service function goes off without a hitch, it’s important to be aware of all the potential pitfalls and plan accordingly. 

Time of Day

When hosting an event, the time of day is important. Consider your audience and think about what time that audience is usually free. If the event is for parents and families, you will want to ensure that the event is when most families are available. Weekends or evenings are usually best for this audience. 

Length of Event

The length of an event can benefit or hinder your RSVP list. If an event is too long parents may be hesitant to attend. On the other hand, if the event is too short, parents may leave feeling unsatisfied. The sweet spot is usually somewhere in the middle. 

The length of your event will play a big role in how you plan it. If you’re hosting a multi-day convention, you’ll need to plan for lodging, meals, and activities for your guests. If you’re planning a one-hour workshop, you’ll need to make sure your agenda leaves time for everything you want to cover. For single-day events, a two-hour window is usually the sweet spot. 

How to Prepare for the Family Event

Hosting events for parents and families can be an exciting opportunity to build positive relationships and create a stronger community bond.

Whether you are hosting your first event or are an experienced planner, it’s important to ensure that the event planning process goes smoothly. Here are a few things to remember as you get down to the nitty-gritty.

Gather Supplies

Before you can begin preparing for your event, you must gather the necessary supplies. This includes items like tablecloths, name tags, pens, and paper. You will also need to secure food and drinks for the event and any decorations you might want.

Pro tip: Make two lists. One for everything you need to organize or purchase before the event and one for everything relating to the day of the event. 

Find Others to Help Run the Event

You can’t do it alone when it comes to hosting an event. You’ll need help from others to make sure that everything runs smoothly. When finding people to help run your event, begin by identifying what tasks need to be completed for the event to be successful. This will give you a good starting point for finding people who are willing and able to help out.

Then, once you know what needs to be done, start reaching out to friends, family, and other parents who might be interested in helping out. Be sure to give them plenty of notice so they can clear their schedules if needed. 

Put Out an Online Registration Form

An online registration form is the best way to get accurate information from potential attendees. Be sure to include all pertinent details, such as the event name, date, time, location, and any fees that may be associated.

The more you can plan, the smoother your event will go! Consider what type of information you need from registrants to make the event a success. Will you need dietary restrictions? Contact information? 

Make online registration for events and classes a breeze with the right class management application.

What To Provide Families During the Event

The first question you should always ask yourself before starting the planning process for an event is – what will I provide? While this sounds simple, developing your event plan will stem from the answer to this question. 

Welcome Area

Having a designated welcome area for your event is always a good idea. This is where parents and families can come to get information about the event, sign in, and drop off any items they may need during the event. Providing a welcome area helps to ensure that your event runs smoothly and that everyone knows where they need to go.

Coffee/Snacks

Whether you’re hosting a parent-teacher meet and greet, an open house, or a performance, make sure to have coffee and snacks available for guests. Consider having a variety of both sweet and savory snacks, so there’s something for everyone. 

Interactive Activities

One of the most important things you can provide during an event is interactive activities. This will help keep parents and families engaged and prevent them from getting bored. Some great ideas for interactive activities include: 

• Creating a photo booth with props 
• Having a sign-making station 
• Organizing group games

Extra Tips That May Come In Handy

• Make sure you have a clear purpose for the event. What do you hope to achieve?
• Keep the event as small and intimate as possible.
• Choose a venue that is comfortable and convenient for parents and families.
• Have a solid plan for marketing the event.
• Make sure the event is well-organized and runs smoothly.
• Pay attention to the little details, such as providing good food and drink options.
• Follow up with parents and families after the event to get their feedback.

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