Tag: Eventstrategies4success

Dear Friends and Colleagues,

A dynamic group of young men and women invited me to share insights about my profession and the lessons I’ve gained from working with leaders.

Summarizing my role as a fundraiser and event planner took some time, as I tailored my message for a group of young adults. Still, discussing the lessons I’ve learned from business and organizational leaders required even more thought. With so much to share, I focused on providing information that would inspire them, provoke thoughtful reflection, and add value to their lives

Here are 7 vital lessons I’ve learned throughout my nonprofit journey:

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 appreciate having 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 extra resources are 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

Dear Friends and Colleagues,

Time is moving quickly, and we’re already in the second week of February! At this pace, spring will be here before we know it.

Recently, a member of a community-based organization asked me whether it’s possible to plan a successful fundraising event for May—just three months away. This will be their first major event, and understandably, they’re feeling a bit anxious. The good news is that the date and venue will be finalized this week, which is an important first step.

Answering their question isn’t as simple as a yes or no. As a professional, my role is to outline the necessary steps, develop a strategic approach to ensure a successful outcome, and help set the foundation for future fundraising efforts.

Last week, I met with the organization’s leadership team to better understand their needs. I prepared an agenda and asked targeted questions to guide the discussion, creating a framework for internal conversations and decisions moving forward.

Today, I’m sharing some key takeaways from our meeting. If you find these insights helpful, I encourage you to add them to your toolkit as you plan your next fundraiser.

1. What is your budget for this event? How much money would you like to raise? How much do you need to raise to break even? This will help decide how much to charge for underwriters and lead sponsors, tables and individual tickets.
2. Do you have a list of donors and prospects? If so, what shape is the list in? Is it current? When was the last time it was updated?
3. How engaged are your Board members and stakeholders? Can you count on them to find additional prospects, make appropriate asks and provide their personal financial support? Do you envision a special time before the event so that Board members and organization leaders can personally thank underwriters and lead sponsors?
4. What is your vision for this event? Would you like to host a luncheon or dinner? If you plan to host a dinner, is this a formal or semi-formal occasion?
5. Have you thought about your support team? How will the event be managed and executed? Moreover, to partnering with a fundraising and event management professional, who will help with public relations and communications?
6. What is the call to action? How will you engage supporters in your work after the event? Who will create the follow-up plan?

I will provide the answers to these questions, along with tips on how to plan and executive successful events, in future blog posts. Until then, if you have questions or if I can be of assistance, please contact me at Monique@Eventstrategies4success.com.

With kind regards,

Monique

Dear Friends and Colleagues:

There is one thing special event planners know for sure — the highs and lows of this business are real! One week, we may be celebrating a successful event or product launch. The next week, we could be navigating a plethora of event-related challenges.  What happens when things go wrong?  What safeguards can we put in place?

Former NFL Senior Vice President Frank Supovitz, who is now President and CEO of Fast Track Events and Entertainment, planned Super Bowl XLVII and recalls vividly when the lights went out in the Superdome.  

Today, I would like to share his sage advice on how to manage during a crisis.

Proper Planning Provides Professional Protection

1. Don’t Panic.
   Panicking doesn’t solve anything.  It paralyzes decision-making.  This is your time to Lead.  Even if you don’t quite know what to do, it is important to keep everyone working together for solution.
2. Don’t React.
   This is a time for measured decision-making.  Keep in mind, you are reacting to a symptom of what is wrong, not the cause.  Do Assess What’s Going On.  Avoid paralysis through analysis.  This is a time for rational decision-making.
3. Don’t Get Caught By The Predictable.
   Always think “what if.”  As the event leader, this is the time to play “preventive defense.”  Determine Plan A, Plan B and Plan C.
4. Don’t Walk Alone.
   In order to be successful, you must have a great team in place.  Empower them to make decisions that can help you in your time of crisis.
5. Don’t Be An Information Hog.
   Secrecy has no place during a crisis.  Always communicate with your team and provide updates as frequently and clearly as needed.
6. Don’t Take Your Eye Off The Ball.
   Remember to prioritize.  Don’t spend your time focusing on what happened 2 hours ago.  Try to stay in the moment and manage what is taking place now.
7. Don’t Blame.
   Assessing blame is the last thing that you should do.  After the event is over, you and your team should spend quality time investigating what went wrong so that you can build in contingencies for the future.
8. Take Time to Rehearse.
   Bring together your team and rehearse your event several times before it actually begins.  This process will allow you to build trust and confidence and allows for contingencies.

In closing, I thought you would like to hear from directly from Frank.  Please follow this link to learn more about What To Do When Things Go Wrong At Events.

Happy Planning!

Monique

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Credits:
Frank Supovitz appears courtesy of Event Innovation Forum as recorded by Biz Bash Events and Entertainment – http://www.bizbash.com.

Dear Friends and Colleagues:

Organizations host events for several different reasons.  Some will focus primarily on friend-raising, while other will focus on fundraising.  What I have come to realize is that sooner or later most organizations will need to make the transition from an awareness building event (friend-raiser) to an income generating event (fundraiser). Can this be done?  Absolutely?  However it will require great focus and a shift in attitude to be successful.

Here are 4 strategies that I have used to help guide this process.

1. Begin with a well-designed fundraising appeal.

Very often organizations spend a great deal of time on the logistics and mechanics of an event (which is important) but overlook the fundraising appeal.  Here are some ways to change this dynamic:

• Work with leaders and stakeholders to describe what the organization does to benefit the public.
• Develop talking points so donors will understand how supporting this event will benefit the organization.
• Encourage leaders to practice how to ask for financial support from individuals and corporations.
• Help create a specific “ask.”  Work with the organization to develop an outcome that will be hard to say no to.

2. Remember each donor is different so you must have unique points of engagement.

Be sure to allow time for research and tailor your appeal accordingly. This tailored approach is often referred to as segmenting your donor base.  Here are a few things to keep in mind:

• Donors come from many locations, have many interests and will engage differently around what resonates with them.  Some may gravitate toward an educational initiative, while others would appreciate hands-on service. 
• Always consider the donors’ past history of support.  This includes the size of their gift, upward trends and time of the year they tend to give.
• Make sure that your organization’s appeal is broad enough to keep donors interested and engaged long-term.

3. Create a dynamic communications plan around the event.

Before the event takes place, there are many touch points you can use to engage your donors.  Here are some components to add to your organization’s existing communications plan:

• Online communications and appeals.
• Written appeals in the form of letters, invitations and case studies.
• In-person one-on-one meetings.
• Personal phone calls from organization’s leadership, stakeholders or volunteers making the case for the event and why their support is vital.

4. Help your organization transition from an “attendance-based culture” to a fundraising culture.

Please remember that this step will require the most time and effort.

Some organizations pull back when it comes to focusing on money. This resistance may be due to their comfort with a narrative they have embraced over time, such as “we had a great turnout and the support that we need will eventually show up.” Does this sound familiar?

If the answer is yes, and the organization is truly making a difference and changing lives everyday, why not bring them to the next level? Coaching leaders and stakeholders to ask for the support they need, will allow the organization to produce even more measurable results.

Next Steps

Of course there are many ways to plan events and we read about them daily.  However with an increased need for funding, well-conceived fundraising events are even more important to an organizations mission and programs.  

There are many resources to guide you through this process.  I often refer to the dynamic team at Network for Good for additional insights. The points listed here are grounded in my professional experience and have been openly discussed by many fundraising specialists.

I would love to hear about your experiences.  If you have a moment, drop us a line and tell us about your success stories.

Happy Planning!

Monique