Planning and executing a successful non-profit event requires several critical steps, Station Avenue Productions reports. Theme, branding, sponsor relationships, creative entertainment, targeted auction items and details ranging from the look of the invitations to the type of frosting on the gourmet dessert cupcakes all make a tremendous impact on a non-profit event's delivery.
"One thing to keep in mind for all non-profits is the absolute need for event sponsors," reports CJ DiRoma, President of Station Avenue Productions, a division of The asterism* Group. "Without sponsors there is no event. Continuing strong relationships with sponsors and creating new affiliations with sponsors within the business and philanthropic community is crucial to any non-profit."
Station Avenue Productions offers these key tips to non-profit event organizers.
* Sponsor Success - Build and maintain active and positive relationships with a sponsor community that understands the goals and mission of your endeavor.
* Create Realistic Goals - Early in the event planning stage, create a working list of goals for the event covering all the categories of importance, including sponsor activity and sponsor recruitment, dollar goals for the event itself, and understanding of the demographic of event sponsors and event guests, entertainment opportunities, auction goals, venue opportunities, promotional and marketing plans and more. Consult local experts in public and media relations, marketing and branding, event planning and promotional outreach campaigns to provide superior expertise.
* Dealing The Demographic - Take the time, early on, to scrutinize the demographic for your non-profit event. Who are the targets in terms of invitations? What should your audience be comprised of, in terms of regional or statewide business leadership, political support and philanthropic influence? Who are your best candidates for media partnership? Once, determined, your demographic goals become your platform on which all other critical elements can be built.
* It's Who You Know - Who do your sponsors know that can volunteer time, support, expertise, professional services to assist your non-profit event? Never fail to connect the dots! One of your board members or professional consultants could have a brother-in-law who is a professional sports announcer or television personality. Someone on your event planning committee could be college buddies with a senator or other political figure. You never know who someone may know. Keep communications open and proactive during the event planning process to reveal any connections that may become beneficial.
* Book Your Entertainment Early - Entertainment can truly make or break an event! Do not delay in scouting available entertainment to create the perfect vibe for your event. Depending on your guests, their affluence, their age and even the time of year your event is targeting, the entrainment provided can elevate your event to champion levels of success. Do not wait for the last minute to book your entertainment, start EARLY! Six months out from your non-profit event is TOO LATE! Book your entertainment early, promote your entertainment early - or you may end up with a band you did not want to book or a comedian that is too offbeat for your audience. Selecting goals for your entertainment early enough can result in a sponsor - early in the process - supporting your dreams for the best entertainment for your event!
* Build Your Theme - Your event should maintain a theme, a personality, from start to finish. This theme will be reflected in the venue you select, the entertainment you present, the food and beverages you serve and more. Get creative. BE CREATIVE. Do not be afraid to merge the conventional and the nonconventional in terms of creating a memorable event. Ask your board of directors or volunteer committee members their thoughts on ways to create an outstanding event. Your volunteers are crucial and, guess what, they have IDEAS! Your volunteers are not there simply to assist you in organizing your event, they are there to also assist you in THINKING about your event. Tap into this think tank and allow yourself, and your volunteers, to be creative partners in building a theme that delivers!
* Don't Forget The Cupcakes - Did you know that food trucks and cupcakes are the leading trend in non-profit today and, frankly, any type of non-profit event in the past few years. Cupcakes, especially, remain a growing trend in signature desserts. Keep the creative juices flowing and create a customized cupcake that displays the colors of your event! You may be able to enlist a Cupcake Sponsor to support the creation and display of a beautiful cupcake stand decorated top to bottom with the theme, colors, logos and decorations reflecting your overall event.
