How to organize a block party - Sept 14 2018

1. A simple guide to running a
successful annual Neighborhood
Block party
by Councilmember Rishi Kumar, Saratoga
Version: September 14th, 2018

2. Objectives of this deck
• Provide Saratoga neighborhoods the various
options and approach in running a
“Neighborhood Block Party”/ “Meet your
Neighbors party”

3. An amazing thing is happening in our neighborhoods. We are seeing so many block
parties, sometimes up to 5 parties the same weekend. Thank you Neighborhood Leaders!
I am just so enthused to see neighborhoods that are connecting, communicating and
collaborating building upon their Neighborhood Safety Watch program’s success
Saratoga’s community spirit has been rekindled. Some say we are reverting back to
what some call the ‘good ole days’ from the 70s and 80s when Saratogans were so
much more connected and every neighbor knew the other.
Block parties are an excellent way for us to foster neighborhoods that are safer,
stronger and happier. Saratoga’s happiness index goes up!
Saratoga becomes a better city, a vibrant community, with an enhanced quality of life
when we bring our neighbors together.”

4. Why should my neighborhood run an
annual block party?
• An annual “Meet your Neighbors” block party
connects neighbors, and makes the
neighborhood safer.
• Living in a neighborhood is more fun and
joyful when you know your neighbors
• Get integrated with the Neighborhood Watch
program – in case you were left out
• Bonus: Discover the super talents of your
neighborhoods at the block parties

5. Who should lead this effort?
• Neighborhood Safety Watch Leaders can collaborate in
running this
• Highly recommend finding a leadership from within the
neighborhood to run this every year
• You can engage a new leadership team every couple
years, to create newness
– Always announce the party on your neighborhood email
group and request for volunteers, plan a brainstorming
session with the volunteer team, to give it a new flavor
every year
• Important to have a planning meeting, and invite
neighbors to join the “Leadership team”

6. When should we have our block
party?
• Spring or Summer is the best time
– An outdoor block party works best
• Best time to have these parties is between 4pm to 7pm on
a Sunday
– The neighborhood leaders can best decide what will work for
the neighborhood
• Many neighborhoods run their block party the weekend
before schools get back in session i.e late August
– You can check the school calendars here to decide when
students get back to school and run it the weekend prior
• NOTE: These parties will typically get 50% to 70% of the
neighborhood attending; there is no perfect time for a
100% participation

7. Where should we have our block
party?
• An outdoor block party works best
• Do you have a park close by? Perfect place!
• If not, pick a cul de sac.
– You will likely need a city permit. Find the
information here
http://www.saratoga.ca.us/164/Event-Permits
• If you find a willing host – a neighbor’s
backyard – then you don’t need a permit

8. How should I notify our neighborhood
and collect RSVPs?
• We recommend emailing your neighborhood email group about 3
months in advance with a “Block the Date” notice (see sample flyer in
the next slide. Suggestion – keep your block party flyer *simple*)
• Design a flyer, go door to door drop flyers and inform neighbors
– See many more sample flyers at the end of this presentation, keep it simple
– Drive the RSVPs to an online Google form
– Engage Block Captains / neighbors to drop flyers on their own street/ zone
• Post the information on the neighborhood website (optional)
• Collect RSVPs via a Google Form online; two options
– Option 1: Here is the template that you can copy and modify
• www.tinyurl.com/PartyTemplate (Make sure you copy and then modify)
– Option 2: Alternately, you can have your neighbors enter information in this
spreadsheet for planning and head count purpose
• www.tinyurl.com/BlockPartyPlan (Make sure you copy and then modify)

9. OUR NEIGHBORHOOD BLOCK PARTY AGENDA
• MEET YOUR NEIGHBORS – GREAT FOOD, GOOD CONVERSATION
• MEET NEIGHBORHOOD SAFETY WATCH LEADERS, MEET BLOCK CAPTAINS
• MEET YOUR CERT LEADERS
• MEET OUR SHERIFF, ASK QUESTIONS
• MEET COUNCILMEMBER RISHI KUMAR, ASK QUESTIONS
• A REAL FIRE TRUCK FOR KIDSKIDS PLAY GAMES AND WIN PRIZES

10. Flyer: Invite new neighbors to join your
neighborhood email group
(Use the opportunity to add to your email group subscription and create awareness of
neighborhood initiatives, run surveys, get feedback etc)
YOU ARE INVITED
JOIN OUR <NEIGHBORHOOD NAME> EMAIL GROUP
Stay CONNECTED and stay INFORMED via email
With what’s happening in YOUR NEIGHBORHOOD
RECEIVE IMPORTANT INFORMATION DIRECTLY TO YOUR EMAIL INBOX
You can subscribe at http://groups.google.com/group/<NAME>
OR
You can email <Email of email group moderator> to be subscribed into the Neighborhood
email group
FYI we have held a neighborhood meeting on <date> and
launched a NEIGHBORHOOD SAFETY WATCH program
This email group is part of this effort, towards a connected neighborhood
Visit <URL for Your Neighborhood Safety Watch deck>
Our Neighborhood website <URL>

11. A good out reach plan is foundation
for success (Block Captains can get the outreach going
quickly)
• Engage the block captains in the outreach to their
specific zone
– Call a Block Captains meeting or make phone calls to
individual block Captains requesting their help
– Block captains can all pick up flyers from a central zone
(like your porch) and drop flyers/ converse with neighbors
of their own zone
• Request the block captains to use this opportunity to
build their zone directory and engage the rest of their
zone into the Neighborhood safety watch program
– Block captains can visit www.RishiKumar.com/nsw to
download the block captain flyer for this purpose

12. How can our neighborhood block
party committee avoid any liability
issues?
• You should include the terms and conditions to
attend on the RSVP form
– See the sample terms and conditions here
– www.tinyurl.com/PartyTemplate
 It is best to have everyone RSVP online so that
they have seen the terms and conditions.
 Additional layer of protection: Have the terms
and conditions sheet printed out and at the
registration table when folks sign-in, and
explicitly stating that “if you sign-in, you are
agreeing to the terms and conditions”

13. What is a typical agenda for the
annual Neighborhood block party?
NOTE: The first two below are very important
• Meet the neighbors (MOST IMPORTANT COMPONENT)
• Introduce the Neighborhood Safety Watch leadership team
– Connect new neighbors to their Block Captain
• Conversation over food (brunch, lunch, afternoon snacks, dinner
– whatever works for the neighborhood)
• Meet the Sheriff / Fire Marshall, introduce the neighborhood
CERT leader (emergency preparedness leader)
• Introduce neighborhood efforts such as Neighborhood Watch
initiatives,
• Kids games + Ice Breaker games for adults
• Entertainment by neighbors
NOTE: To keep it interesting, have a theme to the party, example A
Neighborhood La Bamba Theme, with Mexican potluck food, pinata, perhaps

14. How to invite the Fire Truck?
– Many neighborhoods hosting their block parties
would like a fire truck present for the kids.
– Here is how:
• Call County Fire at (408) 378-4010 and ask for
Community Education Department, speak with Kristy
Duncan to schedule the Fire Truck visit to your
neighborhood

15. How to invite the Sheriff?
– SHF-WVPSpecialEvents
WVPSpecialEvents@shf.sccgov.org
– Email the date, time and location of the block
party

16. What would make it a more engaging
block party?
• To keep it interesting, have a theme to the party, example A
Neighborhood La Bamba Theme, with Mexican potluck food,
pinata, perhaps a husband-wife mariachi band playing, Mexican
costumes, giving out prizes to the best dressed couple etc.
• A new leadership team every few years will keep it fresh and the
neighborhood engaged to show up
• Engage the families with kids into this block party, by ensuring
there is something for the kids (of all age groups)
• Identify new leaders every year by inviting and having a large
volunteer team
• Get feedback from the neighbors

17. What are the items needed to run this
Block Party?
• Space/ Location
• Paper plates
• Tables (rectangular)
• Round tables
• Chairs
• Kids Games. Rent a few safe but elaborate games that the neighborhood – at
least the kids – can participate into
• Ice Breaker games
• Shaved Ice Machine
• Clown/ Standup / Musician/ Face painting
• Tent canopies (if your area is not protected from the sun)
• Sound system (optional)
• Name tags (Printed name tags with zone number works well
• Registration / Sign-up sheets
Items Needed

18. What are expenses like?
• Some neighborhoods with 40 to 50 homes participating, can
contain expenses to less than $100
• Tip – keep the per family fair share low i.e Keep it simple
• Typical expenses include
– Paper products
– Ice
– Games for kids
– Decoration
– Game rentals
– Shaved ice machine
– Misc. food expense assuming you run a potluck
• The remaining items from the previous slide can be found within
the neighborhood (if possible avoid renting them, keep your
expenses low)

19. What are my options with the location
of this block party?
• Option A
– Cul de Sac within the neighborhood
• Option B
– Neighbor’s back yard
• Option C
– Nearby park or school or neighborhood club house
NOTE: We recommend having your party within walking
distance of your neighborhood, gets a decent turnout

20. Option A: Running it in a Cul De Sac
What do I need?
• You will need a permit from the city
– Residents planning to host a block party should fill out a
Special Event Permit application (above). The $100 fee and
insurance requirement are waived for block parties.
http://www.saratoga.ca.us/thingstodo/event_permits.asp
–Two forms are needed: Fill the Special Event
permit form and Block Party Signature form
• See the previous slide on Items Needed
• Important to have a lane open for emergency vehicles
in case you are blocking the cul de sac
• Alcoholic beverages are not permitted for an event that
is permitted by the city of Saratoga

21. Option B : Running it in a neighbor’s
backyard - What do I need?
• See slide on Items Needed
– No permit is needed
– The host decides any specific restrictions
– Host neighbor gets the help of the neighborhood to run
this party in their back yard
– Follow the RSVP process again and make sure the neighbor
hosting is protected from any liability via the Terms and
Conditions
• NOTE: We have noticed that this model is a bit easier
to execute, and logistics are less demanding. Getting a
host annually every year is difficult, so you can rotate
the party between the cul de sac and a neighbor’s
backyard year to year

22. Option C : Running it off site at a park
or school or your HOA club house
• We recommend running the block party in the
neighborhood
• If you have a park or school in the middle of
your neighborhood, that could be a possible
location too
• Consider booking the park or the school and
playing it by the rules
• Be good neighbors and leave the place better
than you found it

23. What should I expect as
accomplishments from this annual
event?
• Foster friendship amongst your neighborhood
• New families get plugged-in with others/ neighborhood
happenings
• Important to rejuvenate the Neighborhood Safety Watch
program of your neighborhood annually
• Important to introduce the block captains to the
neighborhood. Sometimes neighborhoods have name
tags that identifies neighbors by their specific zone
• Use this opportunity to explain (in brief) some of the
neighborhood initiatives
• Build pride in the community and the neighborhood

24. Grant money from the city
• If you already registered your Neighborhood
Safety Watch (NSW) program you can apply
for the NSW grant funding here
https://saratoga.ca.us/207/Neighborhood-
Watch
• You can use funds towards the block party

25. VERY IMPORTANT: Make sure you host
it every year
• Yes – make it an annual tradition
• And it should not be just an annual
celebration, have smaller zone parties in each
of your Neighborhood Safety Watch zone –
the block captains should initiate that.

32. • AIVER AND RELEASE OF ALL CLAIMS
Version – April 17 2017
◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙ ◙
FOR Attendance/ Volunteering/ Participation <Our Neighborhood Name> Neighborhood Block Party
• Please read this form carefully and be aware that by attending/ volunteering/enrolling you/ your child in the above event you will be waiving and releasing certain
claims
• Our presence at the block party implies acceptance and agreement with below
• ASSUMPTION OF RISKS
◙ ◙
In participating in the above event, I acknowledge hereby, of my own free will and without inducements, promises or statements other than those contained in this
Agreement, I am solely responsible for any certain risks of physical injury;
and I agree to assume the full risk of any nature, whatsoever for any death, any injuries, damages or loss of property, and the person and the property of others,
which me / my child / my extended family may sustain as a result of
attending/ volunteering/participating in any and all activities connected with or associated with such a program.
• Waiver and Release OF ALL CLAIMS
◙ ◙
I for myself, or on behalf of my child and for my heirs, representatives, assigns, successors and administrators, hereby express release and agree to waive and
relinquish all claims I or my child and extended family may have as a
result of my attending/ volunteering/participating at this event, against <Our Neighborhood Name> Neighborhood Block Party Organizing Committee and neighbors
of Block Party location , the party host and its officers, agents, servants and employees from any and all claims from injuries, damage or loss which may have or which
accrue to me or my child on account of attending/
volunteering/participating in the program.
• I also understand that food at this event is pot-luck, and the consumption of such food is based on my desire and inclination. I agree to waive and relinquish all claims
I or my child and extended family may have, as a result of food issues during my attendance, participation or volunteering against <Our Neighborhood Name>
Neighborhood Block Party Organizing Committee and the neighbors of Block Party location , the party host and its officers, agents, servants and employees from any
and all claims from injuries, damage or loss which may have or which accrue to me or my child on account of participation in the program.
• I further agree to indemnify and hold harmless and defend <Our Neighborhood Name>Neighborhood Block Party Organizing Committee and the neighbors of Block
Party location , the party host and its officers, agents, servants and employees from any and all claims sustained by me or my child, arising out of, connected with, or
in any way associated with the activities of the program.
• Any controversy or claim arising out of or relating to this contract, or a breach thereof, shall be determined by arbitration administered by the American Arbitration
Association in accordance with its International Arbitration Rules.
San Jose, CA will be the venue of resolution of all disputes.
• Convenant Not to Sue:
◙ ◙
I agree never to institute any suit or action at law or otherwise against <Our Neighborhood Name> Neighborhood Block Party Organizing Committee and the
neighbors of Block Party location , the party host and its officers, agents, servants and employees, or to assist in the persecution of any claim for damages or any
cause of action which I may have by reason of injury to my person or any property, arising from the attendance/ volunteering/participation at this
event. I further expressly agree that I will never raise any claim against <Our Neighborhood Name> Neighborhood Block Party Organizing Committee, the host and
the neighbors of Block Party location , the party host and its officers,
agents, servants and employees regardless of the nature of the injury or damage. I further agree that my heirs, executors, administrators, personal representatives
and/or anyone else claiming on my behalf shall not institute any suit or action at law or otherwise against <Our Neighborhood Name> Neighborhood Block Party 2017
Organizing Committee and the neighbors of Block Party location , the party host and its officers, agents, servants and employees, not shall they initiate or assist in the
prosecution of
any claim for damage or cause of action.
• I have read the terms and conditions towards my attendance/ volunteering/participation at the <Our Neighborhood Name> Neighborhood Block Party and am in
absolute agreement.
• My presence at the block party implies explicit acceptance and agreement