28 February, 2013

Time is of the Essence

Time is a funny thing when it comes to nonprofits - we forget it has value and depending how you use it, can have return. 

To be honest, I sometimes cringe when a volunteer, staff member or board member mention their organization is going to have a fundraising event. Now before you start up your comment or email, events ARE a great fundraising and publicity tool for nonprofit organizations. But before digging in too deep, think about a plan first - if the potential return financially and publicity wise compared to not only the cost but the time needed to plan and implement are a positive outcome, go for it! If not...think twice. 

Here's a few pointers when it comes to time and events: 

Don't reinvent the wheel - and when I say that I don't mean to scrap the 5K or silent auction because the other nonprofit down the street is doing it. What I mean is find checklists, ideas, timelines, charts, duties, etc. from other organizations, books, other volunteers and colleagues. Again - all about saving time, and increasing your return for the time you are spending to do the event. There are plenty of resources for finding tools to make your job easier. Check some of the links I have on the blog for resources.

What can you let go of? - if you organization has done a great job of recruiting,training and retaining volunteers, you should have a good core group to help you out. Don't be afraid to delegate and then hold them to it. Volunteers should be realistic what they can do so if you or they feel they can't handle the task, assign it to someone else. Know yourself well - what can be managed by delegating vs. doing the task yourself, in terms of saving time. 

Meeting, smeeting - if you don't need a meeting, don't waste your time and others. Do individual check ins with folks to mark things off your list. When you feel the need for a group powwow, have one. But make sure to have an agenda, keep it to the discussion you need to have and get the work done. 

And just because I want to share, there are three things that either get looked over or are talked about WAY too much - save time, keep it simple and plan well: 

Food - food can 1) make or break your budget and 2) make or break your event. When it comes to budget, pick something that fits any theme you have but make sure your ticket price will make up for the cost. Don't skimp but don't go overboard. Bad food will leave a bad impression. Many people who come to a fundraising event do not come for the food, they come because of your mission or the person who invited them. But there are people who do come for the food - don't turn them off by picking a pasta dish with little to no meat because it saved you $5/person. Otherwise, they may not open up their pocketbooks for your organization.

Keep it fun! - Folks are there for a good time, not hearing someone drone on. If you are presenting awards, keep it fun and interesting - not reading bios word for word that are printed in the program. Fun facts about the nominees might be something to share instead. If its more of a dinner event, maybe with a silent auction, get a very charismatic personality to make statements and presentations. 

Price points are not just for sales - the donors you have in the room will vary in what they give. Offer different sponsorship levels, auction items, suggested donation levels, etc. so those who may give you a $1,000 gift aren't stifled by an auction item that's only valued at $400.

Get people in and out  - The worst thing you can do to your guests is make them wait. Have more volunteers at the check in table and coat check, if you have one. You need your guests in the main event asap and out the door when they want to leave. 

I hope these tips are helpful and save you time! Good luck with your next event. And if you need assistance, don't hesitate to call.
EH