Event Planning: Ensure you maximize resources and have a lasting impact

Too often nonprofits become enslaved to their traditional events, saying “This is how we’ve always done it,” or “We’ve always used that company as our [printer, video, caterer, venue].” Yes, traditions are important to establish longevity, reputation, and stability within the community, but with your loyalty to those vendors, have you received loyalty in return?

Events are a fun way to celebrate with funders, say thanks to constituents, and enjoy the fruit of your labor. When expenses are mounting and the event lacks excitement, what are you willing to do? How can you turn routine into innovation? Consider the following practical steps to plan an annual event as part of your fundraising efforts.

1.Define purpose.

? Determine if your event is relevant. What value does this event bring to the community? Does it help accomplish your fundraising goals or does it serve as a public relations opportunity? How many man-hours does it take to put on the event? What is the cost-benefit ratio and is that ratio acceptable?

2.Cut costs.

? Vendors are out there, waiting to give you more service than you actually need. Organize an event committee with name recognition, allowing for in-kind services for many of the items you normally pay out of pocket. Does the event showcase your organization’s impact and speak to the things your crowd considers important?

3.Use volunteers.

? You need to free up staff to handle guest relations and give them a chance to talk about their work. Recruit volunteers to help with logistics. The key is finding folks who will actually work. Make friends with your local universities or schools. Get some young blood that is simply happy to be there and work with a professor to provide extra credit or some other kind of incentive. Select a lead volunteer that will manage other volunteers, freeing staff to focus on the event itself.

4.Leave a lasting impression.

? At times, nonprofits are so busy planning all the details that the event doesn’t accomplish the goals it has set. Ask yourself the following questions:

?What will the attendees take away from this event?
?Will they learn more about your organization or will they simply be entertained?
?Does everything you do tie into the mission of your organization?
?Will guests walk away motivated to get more involved in your work?

Value the tradition of your event, but don't let it drive your planning. It is important to make sure that your event has purpose and uses resources wisely. A GuideStar USA, Inc. report stated that nonprofits spend on average 50 cents per dollar raised; it’s the highest cost per dollar than any other fundraising strategy. Keeping events in perspective and making certain they are still relevant allows you to focus on other areas of contributed income that highlight the true nature of your work and engage the community.

Author:  cnmdallas.blogspot.com

Reported by:  cnmdallas.blogspot.com