Event Planning - Nonprofit Hub.com

Special events can be an effective means of raising funds and building word-of-mouth for your organization. For nonprofits that work locally or have a large number of local offices, a banquet, fashion show, auction, rummage sale, or other activity can bring out many members of the community to participate, potentially bringing in much more money than such an event will cost.

An athletic activity, such as a road race or a basketball tournament, can also be a useful tool. In a race or a walk, participants will ask friends, family, and coworkers to contribute a set amount for each mile or kilometer that they travel. A tournament can raise money through registration fees for competitors and tickets sold to spectators. Organizations that don't have the funds or the organizational apparatus to arrange an independent event can sometimes partner with another organization or make arrangements so that participants in an existing activity raise money through their involvement.

Hosting an event can be a major undertaking both financially and in the amount of work required, but careful planning can reduce both costs and stress levels. First, choose an event that’s right for your organization; if you run an animal shelter in a rural area, your supporters may not have much interest in a fashion show, but a children’s carnival with animal-themed activities may be right up their alley.

Then you must set a realistic budget for your event. Consider all the expenses that are likely to come up, and get quotes from different suppliers, caterers, entertainers, or whatever other contractors you’ll need. Be realistic about how much you can afford to spend and what the actual costs are likely to be, and figure in a little extra for those unforeseen emergencies.

Once you’ve decided what you’d like to do and set your budget, find a venue that’s appropriate and affordable – and remember that the rule of real estate applies here: location is a key factor in the success of your event. Don’t choose a banquet hall far away from the homes of your donors just because it’s half the cost of one more centrally located. You may find that the management of your ideal location is willing to offer a lower rate to charities, or that it’s desperate to book an event for a certain date due to a cancellation.

Before you begin to promote your event, make sure that you have signed contracts from the venue management and all contractors who will be working at, or in preparation for, the event. If you make a promise that you can’t deliver on, it may tarnish your organization’s image for years to come, even if it’s not your fault.

Once you’re ready to promote your event, go all-out! Send announcements to everyone on your mailing list, post flyers or hand out cards in the appropriate places, take out advertisements in your local paper, and send a press release to every news organization within 50 miles. A well-written press release can get your event into the local paper or on the evening news, bringing your organization into thousands of homes for free. This is your chance not just to attract people to your event, but also to let them know that your organization is out there. One of the best features of a special event is the extra attention it can bring for little or no cost. And the word can spread quickly – people who attend will probably bring a spouse or a friend with them and will likely tell family, friends, and coworkers about the event.