KEY TAKEAWAYS:
✔ Block parties are a Canadian tradition that help build community and friendship.
✔ Budgeting is the No. 1 job when you’re the party organizer. Be sure to write down everything - and plan for the unexpected.
✔ Great parties involve everyone. Gather neighbourhood volunteers to help make food, share furniture, or take part in planning the event.
The sun is shining, the weather is good, and it’s a great time to connect with your neighbours. One fun way to get to know each other and make new friends is to organize a neighbourhood block party. You can get involved in many ways, either by organizing it yourself or by sharing the effort and costs with your street-mates.
Can you afford a clown to make balloon animals for the kids? Is a no-frills barbecue or potluck more your speed? You won’t know until you prepare a detailed budget. This is the No. 1 priority if you want to manage costs and not overspend.
The first step is to imagine how the day will unfold. Estimate how many people will be there. How long will the party last? Where will it be located? From music to paper plates, to coolers and bags of ice, list everything you think you’ll need, big and small. Then start to estimate all the costs, beginning with the most important things, like food, equipment and entertainment. It’s easier to write ‘$0.00’ next to an item you ultimately didn’t need, rather than try to make room for an item in the budget at the last minute!
Organizing and early planning are key to staying within the budget and creating a party everyone will rave about. Here’s a list of items to help you get started with the party planning:
What you’ll need:
Most block parties take place within walking distance for most people, so let everyone know what they need to bring for their comfort. Start your list with these common items.
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Food: Going potluck (where people help by making the food) is a great way to get everyone to participate in the planning and share the costs. Create a sign-up sheet to make sure you know what people are bringing and whether there will be enough food to go around.
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Tables and chairs: Avoid rental fees by asking guests to bring their chairs. Ask around to see if anyone may have a picnic or folding table they could lend for the night.
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Music: Music is a personal taste. If you invite people to bring music they can play over speakers, consider giving them a little guidance on what’s appropriate for your neighbourhood and the time of day. Be respectful of noise curfews and bylaws.
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Street closure permit: If you are planning on closing down the street, most municipalities require a permit. You’ll need to plan ahead to get approval as well as budget for this expense.
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Plan for weather: You may need to rent a party tent or canopy in case of bad weather or if you need a shady area. Be sure to get volunteers to help with the setup.
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Signage: If you’re closing your street for the party, you’ll need some large signage for guests and drivers. There are lots of low-cost options so plan and ask for design help.
Tips to manage the budget so you don’t go over:
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Account for fees: Don’t forget to factor in the taxes, or delivery fees on top of the cost of the item when you are estimating the price of things for the party.
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Estimated vs. actual costs: Stay on budget by updating your estimates with actual costs as soon as you know what they are. Ask your vendors for a quote in writing, and if you are asking others to chip in for the costs, keep receipts for everything.
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Cancellation fees: Hopefully you’ll have perfect weather and full attendance at your block party. But if you do need to cancel, you may be on the hook for cancellation fees. Always ask vendors for their cancellation policy.
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Pad the budget: Just like a personal budget, it’s best to be prepared for unexpected expenses. Plan for this by setting aside 15% of the total budget for emergency, miscellaneous, or last-minute expenses.
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Avoid using your rainy-day fund: You may be tempted to use your emergency fund to add something extra to your party. However, dipping into your backup funds means you won’t have that money should something unexpected happen.
With a little bit of planning, sharing some of the expenses and staying true to the budget, you’ll be able to relax, have a ton of fun, and let your block party be the highlight of the neighbourhood!
This content is intended for informational purposes only and does not constitute financial advice on any subject matter.
