Choosing the Best Event for Your Organization
by Linda Saul
It is the end of the year and you have a meeting with your Board and the subject of events for the coming year is on the table. The first word out of everyone’s mouth is: fundraiser! But exactly what kind of event are you looking to create? What is the end result you want to achieve? In creating a special event, it is important that you first decide the objective of the event: fundraising, promotion and marketing of your organization, program education, recruitment of volunteers, committee members, new Board members, or sponsorships. And have you budgeted for any events? Once you decide what you want to achieve, the next step is taking an overall look at where your organization currently stands fiscally, in “name recognition” and what direction the organization is headed. Whether you are a start-up organization or one that will be celebrating its 25th year anniversary, although each has a different agenda, both organizations need a well-thought-out plan and sufficient resources to make it happen.
Selecting Special Events
After you set your objective, brainstorm with staff, volunteers, and Board members for event ideas. Once you have a few ideas assign a member from the events committee to research other organizations that have successfully held similar events. Get their feedback on how much money they raised, why they chose that particular event and the time of year. Performing these preliminary investigations will position your project on a winning track.
After you have chosen a specific event(s)—silent auction, gala, walkathon, etc.; you need to ask yourself the following: How much will this event cost? Can we raise the targeted amount of money? What is the timeline and resources needed for this event? Did I evaluate the risk and rewards of the event? Is there enough public interest in this event? Does this event reflect our mission statement? The next step is creating a realistic calendar that will give you enough lead time. Forward planning is critical to holding a successful event.
Creating a Special Events Calendar
When putting together a calendar it is important that you take into consideration how much lead time you will need to plan for the event; the time of day and time of year you will hold the event; ensuring that the site you want is available (it is important to book early if your event is held at a popular time of year); what other events are taking place in your organization around the time of the event.
Event Fundraising Success
A special event is not just about raising money. Remember that one of the most important reasons to have a special event is to celebrate your organization’s mission and the good you contribute to the community. So take stock of your inventory (staff, volunteer and financial resources); monitor your progress and be willing to make adjustments along the way to reach your goal. And don’t forget to have fun! For more resources on choosing special events visit the the foundation center’s website at www.fdcenter.org
Linda Saul, is a grant writer for Round-The-Clock Nursery, Inc, New York City’s only 24-hour, 7-day a week, NAEYC-accredited daycare.
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