Think of it as your mission statement. When you know exactly what you want to do, it’s a lot easier to do it!
Think of the top three things you wish would happen as a result of this event and concentrate on them becoming a reality. Maybe one goal is financial, one is social, and one is personal. It’s up to you (or your boss!)
Fundraising events work best as formal dinners so your guests feel like they are appreciated for their time. Holding an event to thank your volunteers might work best as a potluck party where everyone brings their own dish. Casual auctions are nice for small fundraisers to spur guests into donating. Virtual meetings are great for guests who are spread all across the country or the world.
If you’re holding a fundraising event for an environmental agency, your theme might be cleaning up the watershed. If you’re holding a corporate event to thank your shareholders, the theme might be profitability.
Your “community” may be different based on what type of event you’re running. If it’s for your workplace, it could be your coworkers; if it’s for your church, it might be the congregation. If you aren’t in a situation where finding volunteers is feasible, hire a crew! It all depends on the type of event you’re organising. The venue may be able to provide you with one or you can go through a third-party staffing agency.
You can break up your team into smaller teams if you’d like certain people to focus on specific tasks. For example, you can put 1 person in charge of decorations with 2 other people helping them. Then, you can have another person in charge of the silent auction with 1 to 2 others helping them. Delegating tasks will make it much easier on you so you don’t have to do all of the work.
Consider putting everyone on the team on a mass email or texting list so you can reach them all at the same time.
It can be tempting to try and take the photos yourself, but you’ll probably have a lot on your plate. Ask a volunteer or a professional to handle photos for the day while you run around busy with other things. If the event is super formal or you need high quality photographs, it’s better to go with a professional photographer.
You may also be able to collect money from donations. Find ways to keep costs low. Consider cheaper venues (like someone’s home). Remember: a small, simple gathering that goes well is always more impressive than a party thrown to the nines that’s a flop.
This is especially important if you’re getting reimbursed at the end of the event!
Some speakers may not be available during the time you want to host your event, so make sure you have backups. Popular speakers can really draw people to your event, so choose them wisely!
Most catering companies need at least an hour before the event to set up and warm up the food. If you’re planning a potluck, create a signup sheet where guests can sign up for which dish they’d like to bring.
You can auction off gift baskets, gift cards, coupons, vacation packages, or art pieces.
Check your community’s calendar and consider your audience. If you’re working with a bunch of stay-at-home moms, during the day and in the neighborhood is your best bet (maybe with some babysitting offered, too). If you’re channeling students, do a weeknight downtown. If you can, go where they already are.
You may have to put a deposit down to hold your spot at the venue. Try to pick a central location so your guests can get there easily.
Permits usually aren’t expensive, but the cost does vary based on where you are located. Public parks often require permits to host events.
The amount of seating you need depends on the number of guests you’re going to have. While this can be tough to estimate early-on, you should try to get a good read on how many people might attend as it gets closer to the date of the event.
Make sure you can print out physical copies to hand out around town as well.
In the age of technology, social media is the best way to reach the most amount of people. You can use Facebook, Instagram, and even Twitter. To reach more people on social media, consider running an ad campaign.
People who are on an email list are interested in knowing more about your company and events, so they’re more likely to go.
For example, you could make a countdown timer on Instagram a few days before the event. Or, you could post the link to buy tickets at 50% off 1 to 2 days before the event.
Make sure the organisers are wearing a distinct badge or some other noticeable implement so that participants can find help if needed.
Welcome banners and other info in front of the building will be especially useful. You want people to be able to see from the street that that’s the place they should be. No questions about it! Make a reception and registration counter. When guests walk in the door, they should see exactly what they need to do. Put on some music! It can kill any awkwardness that otherwise might be flitting about.
Check to make sure nothing valuable has been left behind, and if so, form a lost and found. If you have damaged something, let the venue’s contact person know. It’s best to be honest and forthright.
Thank all of the team members, especially sponsors and volunteers. You couldn’t have done it without them! Finalize and settle the accounts. This should be done as quickly as possible. The fewer loose strings, the better. Distribute any souvenirs or other publications to relevant people. Deliver the receipts to sponsors and others. Post the photos on your event website.
