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Friday March 7 2025

Preventing unauthorized parties in condominiums: How to anticipate and avoid disruptions

In large condominium buildings, especially in downtown, managing common areas and enforcing regulations are crucial to maintaining harmonious cohabitation among residents.

Recently, in a large downtown Montreal building managed by SolutionCondo, a party that did not comply with internal regulations was successfully anticipated and prevented through proactive management by the team.

Unauthorized events can cause disturbances, compromise security, and create tensions between residents. Here’s a look at the measures taken and best practices to follow.

The challenges of mixed-use cuildings: Owners and tenants

One of the main challenges in managing mixed-use buildings is ensuring harmony between condominium owners and tenant residents while making tenants aware of the condominium regulations. Tenants must be informed of and have access to governance documents and be aware of the rules governing shared spaces.

Clear and regular communication is essential to prevent unintentional violations and ensure the respectful enforcement of regulations.

Differences in access rules and common space usage can lead to misunderstandings or conflicts. As Antoine Portelance, a property manager on Caroline Trudeau’s team at SolutionCondo, explains:

“Some common areas may be exclusively for condo owners. However, in the case we’re discussing today, the building also houses rental tenants who tamper with locks to gain unauthorized access to these spaces.”

This reality requires increased vigilance from property managers to enforce rules that apply to all residents.

Proactive vigilance to prevent incidents

Prevention starts long before an event occurs. In this case, the building’s management team was alerted that a tenant was planning a party in a common area designated exclusively for condo owners. However, the building regulations strictly limit guests to four per unit, ruling out large gatherings.

Upon receiving this information, the management team immediately took several actions to ensure compliance:

  • Identified the resident involved and verified the situation.
  • Coordinated with the security team to increase monitoring at key locations.
  • Inspected access points and discovered that locks had been tampered with to allow entry.
  • Reinforced on-site presence and surveillance on the night of the planned event.

Antoine Portelance emphasizes the importance of quick action:

“As soon as I found out, I immediately alerted the head concierge. He then informed his team, and an additional security guard was deployed to monitor the party location.”

Another key measure was locking common area access points, which required an identification key fob for entry. This not only restricted unauthorized access but also made it easier to identify rule violators. Additionally, an extra security guard was assigned to increase monitoring, and all security staff received strict instructions to remain vigilant.

Baptiste Grézel, another property manager, adds:

“Once informed, we sent an email to the tenant reminding them of the rules and another to the condo owner, notifying them of the situation with a copy of the tenant’s message. The owner appeared to be involved, which I believe helped prevent the party from happening.”

The importance of communication after an incident

Once the situation was under control, it was essential to communicate with all residents, reinforcing the condominium’s regulations. Transparent communication helps prevent similar incidents in the future and strengthens owners’ trust in the management team.

Effective communication also encourages residents to take responsibility and understand the importance of compliance.

SolutionCondo prioritizes proactive communication following such incidents, using the UpperBee property management platform to send reminders to both owners and tenants. This clarifies the rules for using common areas and reinforces the importance of following them.

A successful intervention: stopping a party before it started

Thanks to proactive anticipation and coordination, the event was “neutralized” before it even began. The resident became aware of the measures in place and abandoned the party plan. This highlights the importance of vigilance and swift action in condominium management.

“Our main goal was to ensure this event didn’t take place and to stop it before it could start,” says Antoine Portelance.

Moreover, this incident revealed an ongoing issue: some tenants manipulating locks to bypass restrictions. To counter this, daily checks of doors and locks have been implemented.

“Since then, I do a morning walk-through to make sure everything is locked properly, and I remove tape left on doors that’s used to keep them open,” Portelance adds.

Best practices for preventing similar situations

To effectively manage unauthorized events in condominiums, consider the following recommendations:

  • Clearly communicate condominium rules to ensure both owners and tenants understand space usage regulations.
  • Enforce strict access control by regularly maintaining doors and security systems to detect tampering.
  • Act quickly when an unauthorized event is suspected to prevent escalation.
  • Collaborate closely with security teams to enhance surveillance, especially during critical times.
  • Use educational and deterrent approaches to inform residents of the consequences of violations and applicable sanctions.

The role of digital tools in property management

To better prevent and manage such incidents, digital platforms like UpperBee provide crucial support to management teams by:

  • Sending automated reminders about common area regulations.
  • Managing shared space reservations with clear guidelines.
  • Allowing residents to report issues or irregularities through a mobile app.
  • Tracking security interventions and property issues in real time.

The adoption of digital tools improves coordination between residents, security personnel, and property managers while ensuring better monitoring of access and events.

A recurring issue in large condominiums

This problem is not unique to one building. Many mixed-use condominiums face similar challenges, where differences in property ownership and rental usage create conflicts.

Conclusion

A proactive and well-managed approach to condominium administration is essential for preventing incidents and ensuring a peaceful and secure living environment.

This case from a downtown Montreal building demonstrates how increased vigilance, clear communication, and swift intervention can maintain order and protect residents’ quality of life. Prevention and communication remain the best tools for avoiding disruptions and ensuring condominium security.

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