🎃 Hosting a Successful Trunk or Treat
A Trunk or Treat event might look like a simple seasonal celebration…
But for the modern commercial property manager, it’s also a:
✅ Tenant retention strategy
✅ Property branding opportunity
✅ Leadership visibility moment
✅ Low-cost, high-reward community-building play
In a time when companies are rethinking their office footprints, property teams that deliver exceptional tenant experiences stand out. And few things make an impression like inviting families and children to safely enjoy the place where parents work.
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Strategic Planning Essentials
Before You Start:
✅ Define your audience (tenants only vs. open to public)
✅ Clarify goals (retention, brand visibility, community building)
✅ Secure ownership approval with a one-page proposal
✅ Estimate budget
🎯 Pro Tip: Present this to ownership as community programming with measurable goodwill, not just a party.
📍 Location & Safety Protocols
Ideal Setup:
Surface parking lot or closed-off garage level
ADA accessible route from building
Clear egress routes for emergency access
Safety Must-Haves:
Close all vehicular traffic 1 hour before event
Use cones, barriers, or fencing for people/vehicle separation
Onsite fire extinguisher, first aid kit, and lighting
Emergency contact list at check-in
At least one staff member CPR/first-aid certified
Radios or walkies for on-site communication
Security or engineer on standby
Insurance Tip: Request COIs from any third-party vendors (food trucks, face painters, etc.)
🚗 Trunk Setup & Tenant Participation
3–4 weeks out, send a Trunk Participation Packet to tenants that includes:
Event Map
Setup timeline (usually 60–90 mins before start)
Family-friendly décor guidelines
Allergen-safe candy reminder
Prize contest information for Best Trunk or Most Creative Theme
💡 Incentive Tip: Offer $25–$50 gift cards or office lunch for top winners.
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Event Add-Ons That Work at Office Properties
🎭 Mini costume parade with music
🎨 Pumpkin painting or sticker craft table
🧃 Apple cider or hot cocoa station
📸 Halloween photo booth
🎶 Kid-friendly Halloween playlist on portable speakers
Keep it simple, safe, and family-focused. Activities should require minimal setup and supervision but still feel thoughtful.
📢 Communications Timeline
4 Weeks Out: Save the Date + Trunk Signup
2 Weeks Out: Activity preview + Last call for trunks
48 Hours Out: Reminders, final map, logistics, safety info, weather update
During the Event:
Use branded signage for easy passive communication
Post directional signs in lobbies and elevators for restrooms, food, etc.
Have staff wear event T-shirts or matching vests for visibility
📅 Day-of Execution Checklist
✅ Trunks arrive 60+ mins before guest arrival
✅ Check-in table staffed for wristbands or name tags
✅ Trash/recycling bins at event perimeter
✅ Radios tested and on correct channel
✅ Extra candy reserve for low-stock trunks
✅ CPR-certified staff member onsite
✅ Staff or vendor takes event photos
✅ Post-Event Wrap-Up & Ownership ROI
Send a thank-you email to all trunks + attendees
Share 3–5 great photos and announce contest winners
Email ownership with a one-pager recap
Archive trunk assignments, signage files, and checklist for next year planning
Why This Event Actually Moves the Needle
Tenants don’t always notice new boiler valves or improved condenser pumps. But they remember when their kids got to trick-or-treat at Mom or Dad’s office.
And that experience translates to:
Higher tenant retention
More positive broker and ownership feedback
Greater team cohesion internally
In short, when you build community, you build asset value.
🚀 Ready to Run It?
Your Immediate Next Steps:
Choose a tentative date and location
Draft a one-page proposal with safety + goals
Identify tenants to sponsor trunks
Assign roles within your property team (marketing, ops, safety lead)
Schedule your first planning check-in
