How to Increase HOA Annual Meeting Attendance and Why It’s Important

Homeowner associations (HOAs) are created to help communities manage shared amenities, maintain common areas, and promote a sense of community. One of the most important events for any HOA is the annual meeting, where members can discuss important issues, vote on proposals, and elect new board members. However, nothing can be voted on and passed without establishing a quorum (defined in your governing documents). Getting homeowners to attend the annual meeting and establish a quorum can be a challenge. We’ll discuss some effective strategies for establishing a quorum and increasing HOA annual meeting attendance.

1. Host the meeting at a convenient time and place

Choose a location that is convenient for the majority of homeowners. This could be a community center, local school, or other public facility. Make sure the location has ample parking and is easily accessible by public transportation. Consider hosting the meeting at different times of the day or week to accommodate different schedules.

2. Use technology to your advantage

In today’s digital age, there are many ways to use technology to increase HOA annual meeting attendance. For example, you could create an event page on Facebook or use a tool like Eventbrite to manage RSVPs. You could also create a webinar or video conference option like Google Meet or Zoom for homeowners who can’t attend in person. Make sure to advertise these options in advance so homeowners know how to access them.

3. Send out reminder notices early and often, and include proxy forms

The key to increasing HOA annual meeting attendance is to make sure that homeowners know about the meeting well in advance. Send out reminder notices at least a month before the meeting and then follow up with additional notices as the date approaches. If they cannot attend, it’s critical for them to complete and submit a proxy form so their attendance and vote can be legally accounted for. Use a variety of channels, including email, social media, and physical mailings, to reach as many homeowners as possible.

4. Make the meeting engaging and interactive

Make sure the annual meeting is engaging and interactive. Consider inviting guest speakers or hosting a Q&A session. Encourage homeowners to share their ideas and opinions, and make sure that everyone has a chance to participate.

5. Be mindful of time (include an end time)

If you’re trying to improve attendance at HOA annual meetings, it’s beneficial to include an estimated end time in your invites and notices. That way, you set expectations while also reassuring homeowners that it won’t be an endless meeting. Going a step further, attendance generally goes up if meetings are expected to only last an hour. One of the best ways to keep a meeting on time is to timebox each topic, especially comments from homeowners.

Finally, increasing HOA annual meeting attendance requires a multi-faceted approach. By sending out reminder notices, hosting the meeting at a convenient time and place, using technology to your advantage, making the meeting engaging and interactive, taking homeowner concerns seriously, and being mindful of time you can create a more appealing event that homeowners will be more likely to attend. Remember, the annual meeting is an important opportunity for homeowners to come together and make decisions about their community, so it’s essential to make sure as many people as possible can participate.

If your community is considering HOA management providers in the Park City area and along the Wasatch Back, contact us today! Sea to Ski has been managing homes and HOAs in and around Park City, Utah for two decades. We provide high-touch client communications, premier services, and customized care. Our team of dedicated HOA Managers, Accountants, and Maintenance Technicians, alongside our highly-rated preferred vendor partners, help our clients enjoy their community year-round.