Category: Event planning tips

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Crafting Your Signature Event for Maximum Impact

Dear Friends and Colleagues, 

In the dynamic world of nonprofit fundraising, the decision to host a signature event often marks a pivotal moment. It’s a choice that can propel your organization forward, creating unparalleled opportunities for engagement and growth. But with such potential comes a myriad of questions and considerations. How do you navigate these decisions to build an event that resonates with your mission and leaves a lasting impact?

You have probably heard enough opinions about the practicality of hosting special events to make you reassess everything you believed about the process.

As you weigh the pros and cons of entering the nonprofit event arena, you will encounter those who will say, ‘Let’s get started already!’ And they put all their energy towards helping ensure a successful outcome.

However, you will also need to weigh the opinions of your skeptics, who will say, ‘Let’s pass,’ for they believe focusing on top donors will be more fruitful. As you are reading this, you may feel the same way.

So, what should your strategy be?

A group strategizing on their organization's first or next special event fundraiser.

Whenever I consult with nonprofit leaders, I advise them to consider their options. While special events are essential to an integrated fundraising strategy, you must be prepared before committing.

The revenue can be impressive and impactful for your organization. However, it would be best if you did not pursue events at the expense of other revenue streams.

After thorough discussions with your board and colleagues, you’ve decided to proceed with your signature event.

What happens next? What should you prioritize?

Here are some non-negotiable items to consider:

  • Carefully assess your resources to determine if you can afford to host this event.
  • Plan an event that is within your means.
  • Consider the event’s impact on your staff while they continue to manage their contractual duties.
  • Determine how this event will increase your visibility and generate support.
  • Take time to assess the ROI for your organization correctly.

The journey to creating your signature event is as unique as your organization itself. By carefully weighing your resources, understanding your team’s capabilities, and focusing on the potential impact and ROI, you can craft an event that captivates your audience and significantly bolsters your cause.

Parting Thoughts

Remember, the success of your event lies not just in its size and splendor but in its ability to represent and advance your mission authentically. Here’s to crafting an event that embodies the spirit of your organization and leaves a lasting impression on all who attend.

Fondly,

Monique

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Celebrating New Beginnings

Dear Friends and Colleagues,

As we at Event Strategies For Success bid farewell to the old year, we warmly embrace 2024 with hope, renewed energy, and great expectation.

The past year has been remarkable, filled with moments that challenged and inspired us. We’ve supported our clients through societal challenges, raising funds for critical initiatives. These efforts have sparked urgent conversations and meaningful actions in higher education access, healthcare delivery for underserved communities, and broader community development. We are honored, and humbled, to be a part of these efforts.

Looking ahead, we have enhanced our services and offerings and are excited to share them with you. We have refined our blog and are pleased to introduce ‘The Event Success Chronicles‘ as a new platform for interaction. Come spring, our revamped Signature Series Masterclass will debut, offering fresh insights and strategies.

In the works is our ‘Event Strategist Handbook,’ which is set to provide a comprehensive resource with eBooks and guides to inform and inspire your event planning endeavors.

Our commitment to growth and learning in event strategy remains steadfast. Most importantly, we eagerly anticipate continuing this journey with you.

Happy New Year!

Fondly,
Monique

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The Nonprofit Event Ecosystem: Collaborations that Amplify Impact

Dear Friends and Colleagues,

In the nonprofit sector, organizing an event requires considerable thought and planning. In most instances these events are not solitary ventures; they thrive within a dynamic ecosystem where collaboration is essential for success. When the host organization partners with businesses, community organizations, and fellow nonprofits, they significantly enhance their impact, expand their reach, and create events that forge a lasting legacy.

The Synergy of Collaboration

Nonprofit collaborations with various stakeholders unlock a treasure trove of resources, expertise, and perspectives, leading to innovative and meaningful event experiences. For example, business partnerships give nonprofits access to marketing acuity, financial support, and technological insights. In contrast, community organizations offer a wealth of shared knowledge, diverse viewpoints, and the potential for pooling resources for more substantial outcomes.

Partnerships in Action: Inspiring Examples

Several nonprofits have leveraged the power of collaboration to orchestrate remarkable events:

  • The American Heart Association and Target: Their partnership produced the “Go Red for Women” series, raising awareness and funds for heart health.
  • The National Park Foundation and Subaru: This collaboration culminated in the “Subaru Share the Love Event,” supporting conservation efforts in U.S. national parks.
  • Habitat for Humanity and Lowe’s: Their joint efforts have led to numerous community-building projects, with Lowe’s supplying volunteers, tools, and materials.
  • The American Cancer Society and the African Methodist Episcopal Church: These organizations joined forces to address cancer-related issues, focusing on outreach, education, and the “80 by 2018 Colon Cancer Campaign.”

Cultivating Meaningful Collaborations: Action Steps

Organizations can enhance their event impact by adhering to these principles:

  • Identify Shared Goals: Align on objectives that resonate with all parties, like a nonprofit focusing on youth education teaming up with a corporation committed to STEM to boost access to STEM education in underserved areas.
  • Mutual Respect and Trust: Start the relationship by building a foundation with open communication. Regular check-ins allow nonprofits to share community insights, equipping corporations with the information they need to develop relevant, impactful funding strategies.
  • Defined Roles and Responsibilities: In a collaboration between a health-focused nonprofit and a pharmaceutical company, distinct roles like community outreach for the nonprofit and resource provision by the company prevent overlaps and leverage each partner’s strengths.
  • Effective Communication and Collaboration: Utilize shared digital platforms for updates, idea-sharing, and coordination. Regular meetings, whether virtual or in-person, sustain a robust collaborative relationship.
  • Continuous Evaluation and Improvement: Post-event, conduct joint surveys to gather feedback. This collaborative review can pinpoint areas for enhancement, guiding future strategy adaptations.

Parting Words

Nonprofit and for profit community partnership

Collaboration in the nonprofit event sector goes beyond strategy; it embodies a philosophy of unity. Embracing partnerships transforms events into more than just fundraising opportunities; they become platforms that inspire, educate, and empower. This spirit of collaboration transforms nonprofit events into catalysts for positive change, leaving a lasting impact on our world.

Fondly,

Monique

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Elegant Celebrations: Creating Memorable Holiday Moments

Dear Friends and Colleagues:

As an event planner and avid aficionado of the holiday season, I am delighted to share I’m thrilled to share insights on creating inviting spaces for unforgettable gatherings. Whether it’s a grand holiday party or an intimate dinner, the magic often begins at the dinner table.

My journey in tabletop design has evolved from timeless classics to a blend of deep colors, textures, and classic settings. I am pleased to share how my creativity has evolved with time.

Celebrating The Holidays at Home

Elegant Tabletop Tips

For those with a penchant for traditional settings and seeking fresh ideas for this holiday season, consider these thoughtfully curated tips:

  • Start with a Neutral Base: A classic white or ivory tablecloth sets a versatile stage.
  • Incorporate Luxe Textures: Velvet, linen, and lace add depth and luxury.
  • Embrace Metallic Accents: Gold or silver elements bring a festive sparkle.
  • Incorporate Natural Elements: Fresh flowers and greenery invite nature’s charm indoors.
  • Personalized Touches: Name cards and handwritten menus add a personal feel.
  • Lighting: Warm lighting from candles and fairy lights creates a cozy ambiance.
Image courtesy of Dall-E

Holiday Beverages

The highlight of any holiday celebration is often the toast. While there are many choices, Champagne holds a special place in my heart. Here are a few tips for the perfect Champagne experience:

  • Choosing the Right Champagne: Brut is timeless, while rosé adds sweetness.
  • Serving with Style: Chill to the ideal temperature and serve in elegant flutes.
  • Champagne Cocktails: Consider a Kir Royale or French 75 for a festive twist.
Photo by Subbotina Anna via Shutterstock.com

The Menu

Now, let’s talk about the heart of the gathering – the menu. Here are some simple yet elegant ideas:

  • Entrée: Herb-Crusted Roast Chicken, a universally loved dish, or Stuffed Bell Peppers for a vegetarian delight.
  • Sides: Roasted Root Vegetables for color, Garlic Mashed Potatoes for comfort, and Green Bean Almondine for crunch.
  • Dessert: Chocolate Fondue with fruits and marshmallows, and Mini Pavlovas for a sweet finish.
Photo by Zazarmora on Shutterstock.com

Wine Pairings

  • With Chicken: A light Sauvignon Blanc or Chardonnay.
  • With Vegetarian Dish: A Pinot Noir or a refreshing Rosé.
  • For Dessert: Sweet Moscato or a dessert wine like Port.

These dishes are not only delicious but also pair wonderfully with Champagne, ensuring your holiday meal is as memorable as it is flavorful.

luigi giordano via Shutterstock.com

Parting Thoughts

Creating an elegant holiday gathering is all about blending style, simplicity, and a touch of personal flair. I hope these ideas inspire you to create your own festive and unforgettable holiday experience. Cheers to a season filled with warmth, elegance, and joy!

Fondly,

Monique

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Positioning Your Organization to Host 7-Figure Events || Collaborating with Corporate Honorees

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Dear Friends and Colleagues,

Welcome to the Positioning Your Organization to Host 7-Figure Events™ series created to serve as a resource for non-profit leaders looking to host their first special event fundraiser, or reinvigorate a dormant event, but are overwhelmed by the steps involved.  In my previous article, I discussed Ways to Involve Donors When Making the Case For Support, which can be accessed by following this link.  As you and your team work to ensure dinner leadership and strategies are in place to strengthen your fundraising efforts, one of the most exciting moments occurs when a corporate chairman or CEO accepts your invitation to be honored.  

Collaborating with an industry leader, who understands the importance of positioning your organization in the philanthropic marketplace, can have a tremendous impact on fundraising efforts.  Your team is excited and ready to spring into action.  Before you leap, corporate honorees will need to balance your organization’s needs with the corporation’s social responsibility agenda.

Today, I am pleased to share some insights to consider when Collaborating with Honorees on your signature fundraising event. 

1. Corporate honorees have influence but do not have an open checkbook.  The good news is you are working with proven leaders.  Once they have a clear understanding of your needs and commit to the fundraising campaign, you will receive great support.

2. Corporate support may take many forms.  Do you make it easy for others to support your work?  Here are some options you can consider when seeking corporate support: (a) a one-time lead gift to fund a program area (b) a multi-year commitment to launch a new initiative, (c) a one-time lead gift to support the event coupled with a pledge to secure additional funding from their network.

3. Corporate honorees are careful with their investments.  CEOs take pride in knowing their resources (time, money, key personnel) add value to your organization’s bottom line.  At the same time, they take comfort in knowing your team will take an active role in fundraising efforts. 

4. Corporate communication generally takes place via a member of their executive team. Traditionally, this person will be a senior-level manager designated to assist you and update the honoree.  Please honor and work within this structure.

5. Business etiquette goes a long way.  Your organization liaison should have great interpersonal skills and be able to communicate with business leaders with professionalism and tact.  This will help build a lasting relationship long after the event is over.

In addition to raising funds for your organization, high-level events are a great way to solidify relationships for the future.  While there are many steps involved, with the right strategies in place, you will be able to plan with precision and execute with excellence.

If I can support your efforts please contact me at Monique@Eventstrategies4success.com.

Here’s to your success!

Fondly,

Monique

#philanthropy #nonprofitleaders #specialevents #specialeventfundraiser #nonprofitevents #galas #fundraisers

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Positioning Your Organization to Host 7-Figure Events || Ways to Involve Donors When Making the Case for Support

shutterstock_307422212-2.jpg - July 16, 2018

Dear Friends and Colleagues,

Welcome to the Positioning Your Organization to Host 7-Figure Events™ series created to serve as a resource for non-profit leaders looking to host their first special event fundraiser, or reinvigorate a dormant event, but are overwhelmed by the steps involved.  In my previous article, I shared strategies you can use to Create Momentum for Your Event, which can be accessed by following this link.

If you have been looking for unique opportunities to involve your most generous supporters, why not start with your event? Today I will share ways you can Ways to Involve Donors When Making the Case for Support.

1. Ask donors to collaborate. 

For donors with C-suite connections, invite them to help create strategies for soliciting contributions from others within this circle. Their insight can ensure your appeal is best positioned for a positive outcome.

2. Ask donors to lead.

For donors who enjoy the allure of events, and have the time and resources to ensure successful outcomes, invite them to take a leadership role on the fundraising committee. Excited and engaged donors are vital to your success.

3. Ask donors to host.

For donors who have access to networks critical to your organization’s long-term success, but cannot commit to a lengthy fundraising campaign, invite them to sponsor a pre-event activity or host private a reception to provide honorees with a more personal look at your organization.

4. Ask donors to mentor.

For donors who have served as ambassadors, but shy away from formal committees, invite them to mentor key team members and accompany them on in-person visits with prospects and community stakeholders.

When making the case for support, involving donors is key. With proper planning and patience, well-planned events can set the tone for six-or-seven-figure fundraising success.

If I can support your efforts, please contact me at Monique@Eventstrategies4success.com.

Here’s to your success!

Fondly,

Monique

#philanthropy #nonprofitleaders #specialevents #specialeventfundraiser #nonprofitevents #galas #fundraisers

 

 

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Positioning Your Organization to Host 7-Figure Events || Setting the Stage for Success

Dear Friends and Colleagues,

Welcome to the Positioning Your Organization to Host 7-Figure Events™ series I created to serve as a resource for non-profit leaders who are interested in hosting their first special event fundraiser, or reinvigorating a dormant event, but may feel overwhelmed by the process.

One of the first things you must do is obtain buy-in from members of your leadership team, the board of directors and a small circle of influential donors – who will each play an important role in the fundraising campaign.  However, without a blueprint to follow, where will you begin?

Today I will share 5 essential questions to help inform your discussions with these key stakeholders.

1.  Why are you hosting this event?

There are many reasons why you have decided to host your signature event, chief among them is to generate income from table and ticket sales. That said, you should be able to clearly articulate how you will use the proceeds.  Will you add new programs and services, or enhance ones that already exist?  Will you participate in executive level training to further develop your leadership skills?  How will you invest in your team?

2.  Can you afford to do this?

Planning and executing large events can be expensive, and many unexpected costs will come up along the way.   You must honestly assess how much you can invest, set a budget and determine the impact of these expenses on your day-to-day operations.  Equally important, you must decide if you have enough cash on-hand to sustain the organization until the fundraising campaign generates income.

3.  Do you have sufficient resources?

Please keep in mind, this event will unfold as you continue to manage your daily responsibilities. You must continue to serve your beneficiaries, collaborate with stakeholders and manage your team. Therefore, you should carefully determine how you will manage the interruptions that generally accompany events of this magnitude.  Do you expect staff to shoulder the additional responsibilities or will you hire a professional team to provide assistance?

4.  How will you engage your supporters?

Some organizations are challenged around ways to keep donors informed and engaged after the event.  As you work to build your financial future, the quality of your interactions will be key.  Among the high-level touches sophisticated donors will expect are invitations to curated cultivation and scholarly events, in-person updates on your beneficiaries progress and where you see them in your organization’s future.

5.  How will you tell your hero stories?

If you showcase your beneficiaries during the event, you must do this in a way that honors them and presents their accomplishments in the best light.  Remember everyone will watch how you treat those you have pledged to serve.

Hosting your first signature fundraiser is not easy. However, once your event is fine-tuned, and enjoys a loyal base of committed supporters, it will prove to be profitable for your bottom line.  With proper planning and patience, you will be positioned to achieve six-or-seven figure event success.

If I can support your efforts, please contact me at Monique@Eventstrategies4success.com.

With kind regards,

Monique

 

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The Honoree/Organization Balance

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©shutterstock

Dear Friends and Colleagues,

As a fundraiser and event planner, one of the most promising moments comes when a client secures a corporate honoree (Chair and Chief Executive Officer of a global corporation). With this development, the organization is ready to implement a strategic fundraising campaign to meet, and exceed, the income goal.

Throughout my career, I’ve learned there is a delicate balance that must be maintained when working with a corporate honoree. It is equally important for organizations to acknowledge honorees also have expectations. This unique partnership can benefit both parties now and in the future. Today I am pleased to share some additional insights to add to your toolkit:

  1. Corporate honorees have great influence but do not come with an open checkbook. As leaders, they understand what is needed and are committed to supporting the fundraising campaign. As you enter into this process, please keep in mind support can take many forms, among them: (a) a one-time lead gift, (b) a multi-year sponsorship or (c) a one-time lead gift coupled with a pledge to secure additional support from their networks.
  2. Corporate honorees are careful with their investments; they take pride in knowing their resources (time, money, key personnel) add value to the bottom line. Corporate leaders will expect the organization to remain true to its mission, deliver on its promises and take an active role in fundraising.
  3. Corporate honorees are busy and their time is limited. Communication generally takes place via the honoree’s designee; an executive-level manager who works closely with Chair and Chief Executive Officer. Please honor and work within this structure.
  4. The organization should always work to strengthen its relationship with the corporate honoree. When appointing a staff member to work with the honoree’s designee, please select a senior manager who has good interpersonal skills and understands corporate etiquette. This will go a long way to building a lasting relationship after the event.
  5. The organization must be quick to say thank you and acknowledge all gifts, large and small, that come from the honoree’s efforts.

As always, I am here to support your efforts in any way that I can. For information, please visit http://www.eventstrategies4success.com. If I can be of assistance, please reach out to me at monique@Eventstrategies4success.com.

With kind regards,
Monique

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Creating an Event Budget to Ensure Success

shutterstock_211973863Dear Friends and Colleagues,

Fundraisers and event planners know the important role budgets play when working with business and organization leaders. The event budget serves as a guide when hiring vendors, can serve as an effective negotiating tool and will help keep track of expenses. While this process can be layered, and usually requires several revisions, it cannot be minimized. Today I am sharing some insights into the expense budget planning process. I will discuss how the expense budget impacts fundraising goals in future posts.

Over the years, one technique I have found to be helpful is to group expenses into categories. This is a quick way to compare items from multiple vendors and make adjustments as needed.

THE VENUE
Selecting the perfect venue gives leaders an opportunity to impress donors and stakeholders. When reviewing options, comparing the cost of each venue is key. Here are some items to examine:

  1. Venue (Room rental fee)
  2. Venue (Room taxes)
  3. Venue (Additional set-up time)
  4. Reception (menu)
  5. Reception (beverages)
  6. Reception (premium bar service)
  7. Reception (limited bar service)
  8. Dinner (menu)
  9. Dinner (wine and beverages)
  10. Speciality Dessert
  11. Catering Service Charge (ranges from 18 to 21%)
  12. Food & Beverage Tax (waived for non-profits)
  13. Tasting Fee
  14. Additional insurance usually in effect the day of the event and for a few days after

SAVE-THE-DATE NOTICE, THE FUNDRAISING CAMPAIGN & INVITATION
Once the venue is confirmed, the next step is organizing the campaign for support. I realize we live in a time where e-mail and social media are heavily used, I have come to realize many corporations, foundations and donors require – and appreciate – written requests for support. Social media and e-mail outreach can be used as a follow-up to a written request.  Here are some items to include:

  1. Save-the-date card (designer fee)
  2. Save-the-date card (printer fee)
  3. Fundraising package (designer fee)
  4. Fundraising package (printer fee)
  5. Invitation package (designer fee)
  6. Invitation package (printer fee)
  7. Postage
  8. Messengers and/or overnight delivery
  9. Programs and journals to be distributed at the event (designer fee)
  10. Programs and journals to be distributed at the event (printer fee)

COORDINATING THE PARTS
As we know, large fundraisers involve many moving parts. For events with a 7-figure fundraising goal, and an attendee goal of 750 -800 guests or more, the organization’s mailing list will need to be in the thousands. Coordinating these items before they are mailed requires hours of preparation. If in-house resources are not available, hiring an outside vendor is critical. Here are some line items to include in the budget:

  1. Mailing list preparation (includes bad address removal and updates)
  2. Fundraising package preparation
  3. Invitation package preparation

CREATING THE VISION FOR THE EVENT
This is where leadership and the dinner team work with the event decorator to plan the look of the room, signature colors and the impression they want to make on donors and supporters. Here are some items to include in the decor budget:

  1. Linen
  2. Chairs
  3. Chair cushions
  4. Centerpieces
  5. Stage decor
  6. Step and repeat banner
  7. Speciality lighting package
  8. Speciality lighting (delivery, installation and breakdown)
  9. Fee for the delivery and pick up of all rental items
  10. Ropes and stanchions
  11. Pipes and Drapery
  12. Plants to use in key areas

THE PROGRAM
Once guests have been seated, its time for the show to begin. Think of how embarrassed the President or Board chair will be to learn his/her remarks can’t be heard? If a video is planned, the playback must be exceptional. Here are some items to include in your budget to ensure a professional presentation:

  1. Podium
  2. Wireless microphones
  3. Teleprompters
  4. Video screens
  5. Video recorders
  6. Audio-visual technicians
  7. Video playback units
  8. Program producer
  9. Floor manager
  10. Floor assistants
  11. Entertainment/Musicians
  12. Entertainment/Instruments
  13. Professional photographer
  14. Stage construction

A FEW ADDITIONAL IMPORTANT ITEMS
From special gifts of appreciation to honorees and guests, to saying thank you to dinner chairs and key staff members, planning for these items early in the process will ensure no one is overlooked. Here are some items to add to this category:

  1. Gifts and giveaways for guests
  2. Special awards for honorees
  3. Honorarium for emcee and keynote speakers
  4. Transportation for emcee and keynote speakers and other VIPs
  5. Transportation incurred for key staff participating in monthly planning meetings
  6. Hotel accommodations for emcee, keynote speakers and other VIPs
  7. Thank you gifts for dinner chairs, volunteers and key staff members who worked on the event
  8. Refreshments provided at monthly planning meetings
  9. Miscellaneous office supplies
  10. Delivery costs to send items to the venue on the day of the event

MANAGING ALL OF THE DETAILS
As my colleagues will attest, planning a fundraiser of this size requires great skill and coordination. Many organizations will look to a professional event planner to ensure the careful management and execution of details. Here are fees you should incorporate into your budget:

  1. Event planner fee
  2. Event planner overhead/administrative costs
  3. Event planner out-of-pocket expenses

Thank you for spending a few moments out of your day with me. I hope today’s post has been helpful to you. If I can be of assistance, please contact me at Monique@Eventstrategies4success.com.

With kind regards,

Monique

 

 

 

 

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Lessons Learned From Leaders

shutterstock_128200328Dear Friends and Colleagues,

A dynamic group of young men and women have invited me to discuss my profession and the lessons I’ve learned from working with leaders.

As expected, summarizing my role as a fundraiser and event planner required some time as I am addressing a group of young adults. However describing what I’ve learned from business and organization leaders took a little longer than I expected. With so much to share, I wanted to provide information that would be useful, cause them to think and enhance their lives.

Here is my short list:

  1. Leaders value partnerships. While a large part of my job is to identify needs, assess risks and organize talent, I am signing onto the organization’s mission. I am wedded to its success.
  2. Leaders value time. I always plan to be on time and make the most of every minute we have together.
  3. Leaders value preparation. I always prepare an agenda for it shows I am paying attention to the organization’s needs.
  4. Leaders value professionalism. My skills, attitude and enthusiasm are always on display.
  5. Leaders need time to adjust to new partnerships. When working with a new client, I always allow extra time to build rapport.
  6. Leaders value flexibility. During meetings, I understand that the agenda serves as a guide, fundraising objectives may change and each team member learns at a different rate. As such, I must be prepared to make reasonable shifts when needed.
  7. Leaders value the bottom line. I am transparent about all costs, why additional resources might be needed and how the investment will add to the success of the project.

Thank you for spending a few moments out of your day with me. If I can be of assistance, please contact me at Monique@Eventstrategies4success.com.

With kind regards,

Monique