GETTING ORGANIZED A GUIDE TO PLANNING YOUR NEIGHBORHOOD PICNIC OR BLOCK PARTY

IN THIS GUIDE Y O U W I L L FIND... Why organize a Neighborhood Picnic or Block Party? To have fun and to get to know your neighbors, of course! It’s a Planning timeline great way to publicize your neighborhood organization or see if there is interest in starting one.

Planning checklist 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 Resource list great way to set aside time to meet your neighbors and build relationships with those who live near you!

Evaluation method 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! 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!

9 months before... 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)

Volunteers Recruitment and day of assignments (See Volunteers – 3 weeks out) Determine if there are any partners, businesses, or non- Make profits who could work with you or who would like to donate! Start looking for volunteers if needed! some 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 basic other athletic activities. You can find local events that decisions 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 6 months before neighborhood? Decide if pets are allowed. Encourage children to come with parent(s) or at least an adult.

LOCATION 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?

ACTIVITIES 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!

FOOD & PERMITS 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.) RSVPs

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.

Getting things finalized 3 months before

Schedule a planning meeting to get updates on... 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.

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

1 month before 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

3 to 4 weeks before

Focus on 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 1 week before suggestions: Set Up – At least 2 hours before event starts Put out signs or send Welcome Table - Collect contact information and give food tickets here if you are going to do that. out electronic Activities - People to lead the games / activities reminders. Food preparation – People to prepare, set out and serve food. Are you going to BBQ? You’ll need people to man Make sure your the grills. Keep it Tidy – It’s important to have people keeping the committees are ready. site clean, including trash and possible recycling and restroom restocking (you can never have too much toilet Go over your checklist paper.) Tear down – Trust me – you will need help. The more again. people – the faster tear down. Also be sure to have a plan for transportation and storage of equipment. DAY OF YOUR EVENT! set up, have fun, clean up

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) DON'T FORGET! because free food, fun and games often Stay flexible, changes happen. attracts people that Take notes throughout the day of things you want to do different or add to next year’s are not from your area. event. (You won’t remember it all!)

Take plenty of photos. Ask people beforehand Have fun!! if they mind photos, especially of children.

Work together to clean Consider using a photo release if you plan on up. using the photos for any public use. Be hospitable and thank everyone for coming and for helping. SMILE! After the event... 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 Who all is doing thank you letters/e-mails? Thank your planning committee and volunteers! Thank those who attended Thank those who made donations

Continue to build relationships Share photos and stories Use the names and emails that you gathered at the Welcome Table to invite people to meetings or future events.

Evaluate how the event went What went well? What could be improved? What did you learn?

Plan more community building events 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. RESOURCES

Winnebago 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 Community Leadership 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 the Community 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 NEIGHBORHOOD PLANNING COMMITTEE

NAME RESPONSIBILITY PHONE NUMBER EMAIL 1 2 3 4 5 6 7 8 9 10

BUDGET AND DONORS

DONOR HOW MUCH OR WHAT DATE RECEIVED

TOTAL AMOUNT DONATED: $______$______+ $______= $______MONEY ON HAND MONEY DONATED TOTAL BUDGET EVENT LOCATION DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED EVENT SITE ______

RESERVATION DATE ______

RESTROOM FACILITIES

GARBAGE CANS

PERMITS

PARKING

SITE MAP PLAN

TOTAL COST FOR EVENT SITE: $______THINK ABOUT WHAT YOU'LL NEED FOR YOUR EVENT SITE, INCLUDE ADDITIONAL NEEDS HERE! FOOD AND BEVERAGES DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED FOOD SUPPLIES

Plates Eating and serving utensils Napkins Paper towels Aluminum foil Serving plates Buckets Sponges Bleach Thermometer Hair nets or hats and gloves for people serving and cooking Warming trays Coolers Grills ADVANCE PREPARATION FOOD AND BEVERAGES CONTINUED DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED DISTRIBUTION OF LEFTOVERS

TOTAL COST FOR FOOD AND BEVERAGES: $______THINK ABOUT WHAT YOU'LL NEED FOR FOOD, INCLUDE ADDITIONAL NEEDS HERE! COMMUNICATION AND PUBLICITY DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED CREATE FLYER

SPECIAL INVITATIONS (I.E. CITY OFFICIALS ETC) INVITATIONS Emails Newsletter Facebook NextDoor Other social media

OTHER MARKETING Realtor style signs Post flyers

DAY OF THE EVENT Welcome signs Activities signs Sponsor recognition Photographer for the day

TOTAL COST FOR PUBLICITY AND MARKETING: $______

THINK ABOUT WHAT YOU'LL NEED FOR PUBLICITY AND MARKETING, INCLUDE ADDITIONAL NEEDS HERE! ACTIVITIES AND ENTERTAINMENT DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED MUSIC Speakers Electricity Sound System DJ

GAMES

PRIZES

SPECIAL PROVIDERS Red Cross Police Department Face Painters Library

SCHEDULE OF ACTIVITIES

SET UP

TEAR DOWN AND PACK UP

TOTAL COST FOR ACTIVITIES AND ENTERTAINMENT: $______THINK ABOUT WHAT YOU'LL NEED FOR ACTIVITIES AND ENTERTAINMENT, INCLUDE ADDITIONAL NEEDS HERE!

EQUIPMENT AND SUPPLIES DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED ORGANIZATIONAL Name tags Neighborhood organizations information Sign in area

EQUIPMENT AND SUPPLIES CONTINUED DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED SITE 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

TOTAL COST FOR EQUIPMENT AND SUPPLIES: $______

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

VOLUNTEERS DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED DETERMINE SPECIFIC NEEDS AND DUTIES, LENGTH OF SHIFTS, TOTAL NUMBER NEEDED VOLUNTEER RECRUITMENT VOLUNTEER SIGN IN AND ASSIGNMENTS

THINK ABOUT WHAT YOU'LL TOTAL COST FOR VOLUNTEERS: $______NEED FOR VOLUNTEERS, INCLUDE ADDITIONAL NEEDS HERE! AFTER THE EVENT DATE ITEM/ASSIGNMENT PERSON RESPONSIBLE COST COMPLETED 2 WEEKS AFTER - SCHEDULE POST EVENT MEETING Submit requests for reimbursement Have chairs prepare write- up on the event THANK YOU'S TO SPONSORS AND DONORS INCLUDE EVENT WRITE UP IN SOCIAL MEDIA POSTS, NEWSLETTERS, ETC.

TOTAL COST FOR AFTER EVENT ACTIVITIES : $______THINK ABOUT WHAT YOU'LL NEED FOR AFTER EVENT ACTIVITIES, INCLUDE ADDITIONAL NEEDS HERE! TOTAL COST FOR EVENT: $______EVALUATION OF EVENT THINGS THAT WENT WELL THINGS THAT NEED IDEAS FOR NEXT YEAR IMPROVEMENT