How do you balance participation and control when facing special events within a community scheme?

By Prof. Graham Paddock

As we approach Halloween on 31st October, many community schemes will be gearing up for the festivities. While these occasions, such as Halloween, Diwali, and New Year’s Eve, bring joy and foster community bonds, they can also create friction if not properly managed. Celebratory and life events, including bar mitzvahs, 21st birthdays, weddings, and even funerals, may impact resident privacy, quiet and use of common areas. Schemes should strike a careful balance between promoting inclusivity and maintaining control, ensuring that the interests of all residents are respected.

Some of these events can attract large crowds, misuse of common areas, and cause noise disruptions, which also challenge scheme security and resident privacy. Should schemes allow events to proceed freely, encouraging inclusivity? Or should they organise and control the events with guidelines that respect everyone’s interests?

Participation: Not all residents may wish to take part in certain cultural or festive events, such as Halloween or Christmas carolling, and private life events such as weddings or funerals may require different levels of respect and discretion.

Security and Safety: Celebrations like Halloween may attract uninvited guests, such as older teenagers or young adults, which can create security risks if access control is relaxed.

Noise and Disturbances: Celebrations often involve fireworks, parties, or carolling, all of which can disrupt the peace if they continue for extended periods or beyond reasonable hours.

Common Property Use: Large gatherings can lead to unregulated parking, overcrowding, and conflicts over the use of common property, particularly when residents and guests congregate in high-demand areas such as clubhouses, restaurants or communal gardens.

While these challenges are common, they are not insurmountable. Trustees and managing agents can implement six practical measures that allow events to be enjoyed without undermining the community’s harmony.

  1. Voluntary Participation Markers: For events like Halloween or Christmas carolling, residents who wish to participate can display a marker, such as a balloon, ribbon, or wreath, to signal their involvement. This allows residents who do not wish to participate to avoid unwelcome disturbances.
  2. Controlled Access and Registration: For large-scale events such as organised Easter egg hunts or Halloween trick-or-treating, schemes can issue special bags or tokens to children in advance. 
  3. Designated Common Areas: For celebrations and key life events that may involve large groups using common property, consider designating specific common areas for use, such as clubhouses or communal gardens. This avoids overcrowding in residential spaces and helps contain noise to a defined area.
  4. Time Restrictions: Setting clear time limits is essential—whether it’s fireworks on Diwali, New Year’s Eve parties, or a 21st birthday bash, knowing when the noise will die down reassures everyone that peace is on its way!
  5. Parental Supervision and Security Patrols: For events involving children, such as Halloween or Easter egg hunts, encouraging parental supervision ensures safety and proper behaviour. In addition, schemes can increase security patrols during events to monitor activity and respond quickly to any issues that arise.
  6. Pre-Event Communication: Transparent and broad communication is key. Schemes should inform residents well in advance about upcoming events, outlining rules and providing tips for managing any disruptions. This gives residents time to prepare or raise concerns before the event, preventing misunderstandings or last-minute issues.

By adopting these thoughtful, balanced measures, community schemes can ensure that festive and life events contribute positively to communal living, while safeguarding residents’ rights. Wishing you all a safe and enjoyable Halloween!

Article reference: Paddocks Press: Volume 19, Issue 10.

This article is published under the Creative Commons Attribution license.

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