Many attend events without realizing all the work that went into putting them on. A fancy gala or charity event doesn’t happen overnight. Creating a spectacular event that people remember for the right reasons takes months of planning.
If you need help planning your fundraiser, professionals are available. However, anyone working with them should know the steps involved. With this information, they can help ensure the event’s success.
Why Fundraisers are Needed
Seven of ten nonprofits get most of their operating funds from events. A gala can raise tens or hundreds of thousands of dollars. When people enjoy a fundraising event, they are more likely to donate to the organization in the future. Focus on the small details to ensure the guest experience is outstanding and they can’t wait for the next event.
Planning
Planning is essential for a successful event. The organizer must determine the event’s goals, choose a date, and establish a team to oversee the process. Experts recommend setting the fundraising goal 30 percent higher than the amount the organization needs to raise.
When the date has been selected, it’s time to set a budget and find a venue. Without a venue, the event cannot occur. Plan for a weekend to draw more people in. Once the venue and date have been confirmed, it’s time to adjust the budget. Always reserve 20 percent of the funding for unexpected costs. Experts recommend setting aside 30 percent of the budget for the venue, 20 percent for catering and miscellaneous expenses, 15 percent for marketing, and 10 percent for entertainment.
Choose a Theme
Every event needs a theme. This theme should help deliver the desired message and resonate with the audience. A classic theme may be considered, or the organization might feel a modern theme better suits the occasion. The right theme can increase attendance by 65 percent and guest engagement by 30 percent, so this step should not be overlooked.
Attracting Donors
Event organizers must attract major donors and notable guests who motivate attendees to give. The organizer should personally contact these celebrities and offer incentives to draw them in. These incentives might include a tour, a pre-event meal, or a VIP reception. Strong sponsorship packages also encourage donations from attendees.
Event Logistics
Finding the perfect venue is only one aspect of event logistics the organizer must oversee. They must also find a caterer and choose entertainment for the occasion. Security and liability issues must be considered, and the planning team needs to look into insurance. If something goes wrong, the insurance policy will cover the expenses, so the organization won’t have to turn over any funds collected during the event.
Post-Event Follow Up
The last thing event organizers should do is thank donors for their support. Send these messages immediately following the event and share how it helped the organization achieve its goals. Successful events can increase donations by 25 percent, and regular contact with donors can boost their involvement by 50 percent.
Nonprofits need operating funds to raise awareness and support while fulfilling their goals. To keep people engaged, events must evolve. An organization might want to mix virtual events with in-person ones or try new ideas. Successful events also help build community and increase trust in the organization. However, an event must be engaging and enjoyable, or the benefits will not be seen, and the organization will have wasted its time—nobody wants that.
