In our previous post, we talked about the first 5 things you need to do when planning a fundraising event. In this article, you are going to learn more tips on how to successfully plan a fundraising event;
This is the stage where all questions asked, answers provide, expenses budgeted, goals mapped out, plans made and ideas initiated need to be out to action. here , your event staff should plan the event set-up early enough (at least, three months before time).
This means that they should begin to work out where the event will be, the tangible and intangible items needed, venue management, the kind of entertainment in place, the kind and amount of food needed, the itinerary for the event, the marketing and publicity plan to be adopted, among many others. Do you now see why you need an event staff?
Marketing and Publicity
The same way you launch a new product is how you market a fundraising event. The caveat, however, is that you have to be careful how much you spend on marketing and publicity, lest you blow it out of intended proportion. What you basically need, is to convince potential sponsor why your event is worth attending and your project, worth funding.
To achieve this, you need to draw up an entire marketing plan for the event, including publicity strategies (online and offline), networking, mailing, phone calling, branding, etc. This stage should be accorded keen attention because if people don’t attend your fundraising, then it is a s good as a failed attempt.
Now that the puzzle is almost complete, and word about your event is filling the airwaves, you need to determine the mode of attendance and ticketing. If it’ll be an invited event, then you’d need to roll out emails or otherwise to your intended guest. If a public event, however, you can get your event staff to work out a ticketing model of how much each ticket would cost, the ticket classification, (Regular, VIP or VVIP?) and where tickets can be obtained.
To spice things up, you can have it that tickets are gotten according to a corresponding amount expected to be donated by the attendee. For instance VVIPs can be asked to donate the highest funds.
Rehearse! Rehearse!! Rehearse!!!
This is where everyone on your team needs to know their place and what their job is. To be sure, you can plan a simulation or run through of your event before hand working with worst case scenarios like food shortage, blackout or crowd control.
Hold Your Event and Thank Donors Afterwards
So your event has been successfully held using these steps, funds have been collated and accounted for, and your guests expressed excitement. The next thing to do is to extend your gratitude to attendees and donors. You don’t want donors to end up saying; “They never even said ‘thank you.”
To prevent this, you should send ‘thank you” emails to your donors, attendees, event staff, and everyone who got involved in your event, including ticket vendors. If you keep your donors happy, they may come in helpful for your next fundraising event.