Special Events: Do's and Don'ts

Back by popular demand…Changing Our World’s event planner extraordinaire, Bridget Baughn!  Bridget recently explored important questions for any nonprofit staff to consider before planning an event.  Today she shares the do’s and don’ts of fabulous fundraisers.

Don’t
•    Use balloons unless it is a children’s event or birthday party.
•    Serve chicken to guests who have paid good money for their meals.
•    Have over ten live auction items unless your whole event is a live auction.
•    Have auction items that your guests can get for free in their daily lives (through work or friends and family).
•    Comp so many VIPs or celebs that your organization is in the hole.
•    Have a cash bar if your guests have paid over $100 per ticket.
•    Expect your guests to stay past 11:00 pm on a week night.
•    Expect your guests to sit through an hour of speeches – it is painful and boring…no matter what the message is!
•    Automatically pay full price for services – ask to have them donated.  And remember – if you are a tax exempt organization, you do not pay tax!
•    Assume everyone that says they will help out is doing so for free.
•    Forget the focus of the event.
•    Forget to send thank you letters and notes after the event!

Do
•    Sell sponsorships.
•    Get items and services donated.
•    Plan out a detailed budget.
•    Get your Save the Dates out as soon as possible!
•    Have a well-planned theme that is carried throughout the event in a classy way.
•    Communicate with your Board members and get them involved!
•    Have goody bags or goody items that are meaningful to the organization and make sense with the mission.
•    Remind guests why they are there – through short but compelling power point presentations, videos, or live testimonials.
•    Have a photographer or videographer to capture special moments for your files and for possible media opportunities.
•    Have a detailed “run of show”.
•    Make your event look seamless.
•    Get volunteers.
•    Double-check all invoices.
•    Try to collect on outstanding pledges as soon as possible.
•    Make sure your guests have a great time while having no idea how hard it was to plan!

Hey FLiPs, did we miss anything? What are some do's and don'ts that you've learned?

Comments

[Will Schneider]

I've got one... Don't forget about all the work that comes after the event. After they meet you, and hear about your mission, it could be a great time to schedule a personal visit.

[US Navy seal stephen r. reed]

philanthropy day at long island marriott was a well-planned philanthropist day. all the vendor's & corporation rep. was ready to answer all question&concerns that was asked of them. lueche2006@aol.com/SRR

[Akira]

I agree with Will, shortly after the event is an optimal time to pursue prospects. I would suggest in additon to thanking guests, thanking sponors and sending photos if possible and making note of your guests demographic info. You'll be glad you did when soliciting sponsorships and auction items for the next event!