Nothing is impossible as everyone would say. Hence, there is nothing that you can't handle even if you are appointed as the head of a community event's organizing committee or team. You just have to know what the important aspects you have to look out for are and get those things set up before the actual event commences on its stipulated date.

Venue and location

I would suggest that there is no definite or sole location or venue that can cater to more than one type of event or purpose. What location that can meet the demands of a certain purpose is derived from a case to case basis. For example, if you know that the upcoming event has to have big PAs and amplifiers, it is certain that you need a big outdoor space that is situated well away from residential areas – like a field or something that is of course accessible for the masses.

If the main highlight of the get-together consists of a short speech that requires a small stage with less electronics and gadgetry, an indoor auditorium will suffice.

Target audience

So who are suitable to attend your event? That is the question you should ask yourself. Every community definitely consists of a good mix of kids, youths, adults and seniors. Other than just sending out invitations (it is still important), the look and feel of the event should be set up accordingly to whoever makes up a large percentage of the mix. After settling your main priorities, you can add in the remaining elements to balance everything out.

Entertainment

Your guests need to be well entertained. Entertainment wise, the kids that are coming are the ones who need your special attention. Most parents would bring along their kids but have no time to fully entertain them themselves as they might have other businesses to attend to. Hence, always set aside enough space to set up something like a kids' entertainment booth or section where you can include magic shows, a clown who can mingle well with the kids, a jaw dropping performance by a juggler or any interactive games that kids can participate in.

Refreshments

For the food and drinks section, it can be easy. A buffet of a variety of finger food will be enough, even for the picky ones. You can order cordial mixes of different flavors to be set up with convenient and easy to use drink dispensers. There are many catering services that have event packages that you can consider and make sure you set aside a budget for refreshments during your planning phase.

Get an emcee

On the day itself, you may be too busy to address your attendees by yourself. It is a good idea to hire an emcee or host to do that job for you, and just be sure that you relate all the necessary requirements and knowledge that he or she must know in an easy to understand manner. By doing so, you will be able to be involved in checking on the entire event instead of being stuck on stage talking!