Watching a Christmas tree light up while neighbors stand together and kids hold hot cocoa is one of the simplest joys of the season. For many boards, though, planning HOA holiday events feels like a lot of pressure.
The good news: a Christmas tree lighting does not have to be complicated. With a clear plan and a little help from residents, it can become one of the easiest and most meaningful HOA community celebrations you host all year.
1. Start with the Big Picture: Purpose, Budget, and Timeline
Before you pick a tree or buy lights, decide what you want this event to accomplish and what you realistically have capacity for.
Start with the purpose. Are you trying to help neighbors connect, mark the start of the holiday season, support a local charity, or thank volunteers and long-time residents? Choose one or two priorities to guide activities and messaging.
Next, sketch a simple budget. Consider the tree (live or artificial), décor and lighting, electrical access, music or sound, refreshments, and security. Decide what the association will pay for and where sponsorships or donations can help.
Finally, set the date and time, choose a backup plan for bad weather, and assign roles. You will usually need an event lead, someone to coordinate volunteers, a décor team, and a “host” to welcome residents and lead the countdown. If you work with an HOA management company, loop them in now so they can help with vendors, insurance questions, and communication.
2. Design the Experience: Location, Tree, Décor, and Safety
Once the basics are in place, design the experience residents will have when they arrive.
Choose a spot that is visible, accessible, and safe, such as near the clubhouse or a central green space. Make sure there is enough room for the tree and a crowd, and that the area has power for your Christmas tree lighting and any sound equipment without running cords across walkways.
Select a tree that fits both the space and your budget. A live tree in the ground can become a year-round focal point, while a cut or artificial tree is easier to size and reuse. Aim for a height that feels special but is still safe and manageable for decorating and maintenance.
Décor is where your community’s personality can show up. Pick a simple theme and use durable, weather-resistant ornaments outdoors. Invite residents, especially kids, to contribute ornaments so they feel personally connected. Mix in neutral winter elements like snowflakes, stars, and greenery so the tree feels welcoming to everyone.
Build safety into your setup from the beginning. Use exterior-rated LED lights and outdoor-rated extension cords, avoid overloading circuits, and keep walkways well-lit and clear of tripping hazards. A short safety walkthrough a few days before the event lets you fix loose cords, dark corners, or confusing traffic patterns before residents arrive.
3. Bring the Community Together: Activities, Volunteers, and Promotion
The tree and lights create the backdrop; simple programming and clear communication turn the evening into a shared memory.
Keep activities focused and manageable. A short welcome, a countdown and “switch on” moment, and a few extras that match your goals are enough. You might add caroling or a holiday playlist, hot drinks and cookies, a kids’ craft like ornament decorating, or a small toy or pantry drive for a local organization. It is better to do a few things well than try to run a full festival.
Ask for volunteer help early so the work does not fall on one or two board members. Create short, clear shifts for set-up, welcome, refreshments, kids’ activities, and clean-up. Give volunteers clear instructions and thank them during and after the event. A positive experience here can encourage residents to step up for future HOA community celebrations.
To get a strong turnout, use the channels your community already relies on. Share the basics, date, time, location, what to bring, and what to expect, through community emails, your HOA website or portal, and any social media groups residents follow. As the date gets closer, send a reminder and invite residents to RSVP if possible so you can plan refreshments and seating.
On the day of the event, ask a resident or hired photographer to capture a few photos, or set up a simple photo spot near the tree. Afterward, share a handful of pictures in your next newsletter or on your community site (with permission) so neighbors can revisit the moment.
Turning One Night into a Lasting Tradition
Planning a Christmas tree lighting may feel like “one more thing” on the board’s to-do list, especially at the end of a busy year. With a clear purpose, straightforward plan, and a little help from residents and your management team, it becomes much more than a single evening. It sets the tone for your HOA holiday events, helps neighbors feel seen and connected, and builds pride in the place they call home.