Creating a Holiday Planning Guide for Your Community

Living in a residential community during the holidays can be an exhilarating experience. However, if you're part of the association’s board of directors, it may feel like there's a lot to manage. Implementing a holiday planning checklist is a strategic way to keep things organized. Here's a breakdown of essential elements to include in your holiday plans.

Budget for the Holidays

Initiating your holiday planning involves allocating a specific holiday budget within your annual financial plan. The festive season can be costly with expenses such as parties, decorations, and other holiday items. Planning ahead can prevent additional costs for residents whenever a special event occurs.

Plan to Decorate

Holiday decorating requires foresight and meticulous preparation. Ensure any decorations from previous years are still stylish and relevant. Taking a few minutes to plan can ultimately save time should anything go awry later.

Secure Your Contractors

If you plan to hire contractors for holiday decorations, start seeking proposals by mid-year, ideally in July or August. This ensures you're not left stranded when these vendors' schedules fill up. Early booking is crucial to securing your spot.

Check Your Holiday Lights

Before installation, test your holiday lights to ensure they're functional. This simple step can save time and reduce installation costs, avoiding unnecessary troubleshooting later.

Prepare to Replace Decorations

Eventually, most decorations wear out and need replacing. Examine your decorations post-holiday season for wear and tear. This timing allows you to take advantage of post-holiday discounts and prevents storing unused items.

Reduce Your Liability

While decorating can be a fun and creative activity, safety should be the priority. With numerous decorating-related injuries annually, it's important to ensure your liability insurance covers everyone involved in decorating efforts. Verify your coverage well before any work begins.

Brace for Packages

The holiday season often comes with a surge in package deliveries. Establishing a Standard Operating Procedure (SOP) for package management helps your team navigate this busy time efficiently. For example, in larger buildings, sorting packages by floor can streamline the process.

Organizing additional storage space for oversized packages can be helpful. Areas like holiday decoration storage rooms, which are likely vacant, can be repurposed temporarily. With limited space, consider preauthorized delivery options or have night staff deliver during quieter hours. As a last resort, set a timeframe for package pickup to manage space effectively.

Send Alerts

In smaller communities, notifying residents of package arrivals might be as simple as door or mailbox notices. However, during the holidays, an electronic alert system is more efficient, enabling quick notifications to residents about their packages, and allowing for follow-ups if needed.

Tracking

With an increase in deliveries, packages can easily go missing. Instead of signing off on bulk deliveries, each package should be individually logged. An internal tracking system and auditing process as part of your SOP can greatly reduce errors and loss.

Thank Your Staff

It's important to show appreciation to staff during the holidays. Some communities establish a gratuity fund that the board can distribute appropriately. This can be paired with a holiday event like a pizza party to celebrate staff contributions.

Enhance Security

Increased traffic during the holidays requires heightened security measures. Ensure guests sign in and adhere to guest policies, and remind residents of their accountability for guests' actions. Verify security equipment is operational, and review policies regarding large gatherings, requiring additional security if needed.

Plan the Holiday Party

The annual holiday party is a highly anticipated event on your checklist. While it's typical for the community manager to attend, it's advisable to keep other staff invitations professional and not attend private parties hosted by residents. Celebrating community spirit is wonderful, but keeping things organized can alleviate the stress of a busy holiday season!