Photo by Jason Gardner Photography

Events are great for raising money for your organization, but are you maximizing the impact of all that hard work? Besides fundraising, events can build awareness about what your organization does, deepen relationships with your donors, and educate the attendees about your organization’s impact in the community. At an event, your donors experience your nonprofit first-hand. So, don’t just view it as a way to make money, but also a way to forge personal connections. 

Think about it: you’re getting hundreds of people to your event — they may be spouses of donors, businesses associates, and friends of your donors — and chances are that many of them don’t know a lot about your organization. Take advantage of the fact that you have an audience in one place as an opportunity to tell your organization’s story. Here are some ideas about how to increase the impact of your fundraising event — before, during and after your event — to educate people about your mission.

Before the Event

During the promotion of your event, take full advantage of all of the “touch points” or opportunities that you’ll have to reach your donors before your event. These can include printed invitations, email invites, social media campaigns, “tell-a-friend” form on your website, and many others. Make the most of these opportunities by clearly stating your organization’s mission, and making it easy for people to forward the information to their friends, colleagues and family members. This is the change to bring new people into your world.

Remember, your event invitation is a marketing piece to promote your organization as well as your event. Every invite is a chance to inform potential donors about your organization, especially for the people who won’t be attending your event, which will be a certain portion of your mailing list. Let’s say you mail invitations to 1,500 people and 300 people attend. This means that 1,200 potential donors will see your invitation and your marketing message, but won’t be attending or interacting directly with your organization. It may make sense to educate people about your organization’s impact and to provide a way for these recipients to donate without attending the event.

Use a QR code to provide a quick link to your event. You may have seen these square pixelated barcodes. They can be scanned by a smart phone and link directly to your website — so there is no need for donors to remember a web address. These can be effective because they can be generated free and placed on your event invitations, brochures, newsletters and direct mail. They’re easy to generate. Just search for “QR Code” and you’ll find websites that will generate the code for you.

During the Event

This is your big opportunity to connect and inform. Look for different ways to engage attendees in various ways throughout the event. Here are several ways to do so.

Make sure they get the message from the moment they walk in. Display large signs for the event at the entrance of the venue, registration check-in, and around the tables. This confirms their attendance, and can also provide visuals to reinforce your branding and messaging.

Invite speakers who have benefited from your services. They can provide effective testimonials for your organization. Provide the speaker with talking points or themes for your organization to include in his or her speech. Help him or her to more fully develop the ideas to really illustrate your points.

Don’t just tell them. Show them. Provide projected still images or video to drive home your message and move people emotionally.

Continue to display your message throughout the event. On the tables you can have table tents, pop up banners or displays, and brochures with information about your organization and how to get involved or donate.

Incorporate technology into your events. There are many creative ways to use technology to accept donations, promote your mission and engage your donors. Eventjournal.com is an online journal, providing a web presence during and after your event. Also, you could consider accepting donations at an event, either via traditional credit card processing terminal, or by using a service such as Square Up to swipe credit cards via smart phone. Organizations are also exploring the text-to-pledge option, allowing attendees to make donations via text message. Something to keep in mind while evaluating any technology is the profile of your target donor, age range and familiarity with using technology.

After the Event

After the event, of course you’ll want to thank your donors. Think of this as another opportunity to tell your story and further develop the relationship. Best would be to make contact within 48 hours of the event. Use multiple formats – for example, an e-mail and mailed letter. Your organization can take the next step further by sending a follow up survey asking for feedback on the event. Whether sent via e-mail or an online service such as Survey Monkey, this shows you care about their opinions, are involving them in the feedback process, and are committed to improving your organization.

Picture what people are saying about your event the next day — are they talking about the food or your how excited are they are about your mission? Imagine a post-event scenario in which your donors clearly understand your organization and are passionate about to telling others about it.

Proper planning can help you turn your event from the only time donors hear from you during the year, to the beginning of a beautiful and fruitful relationship that grows during the course of the year.

This article first appeared in Fundraising Success magazine.

• See examples of Red Rooster Group’s event promotion.
• Contact Red Rooster Group for help with your event marketing or nonprofit promotion.

Charity Event Marketing Checklist

Free Tips for Your Nonprofit Event

In addition to raising money, your event is an opportunity to forge strong bonds with your donors and turn them into advocates for your organization. Here’s how.

1. Turn your donors into advocates for your cause.

Outings, marathons and galas are great for raising money, but if the participants leave without really know much about your organization, you are missing out on an opportunity to have them be talking up your organization to their friends. Use your event as the starting point for creating a dialogue with your donors and in building an online community with them.

2. Use your event as another opportunity to get your message out.

Your event is a great opportunity to promote the valuable work that your organization does and to gain increased visibility and clout in the community. Look for opportunities to align with your mission and promote what you do – for example on banners or having speakers address their remarks to positive impact that your organization is making. This will help donors get the message as well as build clout of your organization to make a stronger case for foundation and corporate support.

3. Distinguish your event from competing events.

With nearly a million nonprofit organizations in the United States, there is no shortage of events competing for people’s attention. In order to attract new donors and make your event stand out, you really need to distinguish your event from your competition. Check out the events calendars at charityhappenings.org to see what other events are being produced by similar organizations or on the same day. And then create a unique theme, message and design to distinguish your event (call us if you need help with this.)

4. Use social media to promote your event and build your donor base.

The tools exist to reach new donors and create a build the relationship, and your event is the perfect opportunity to leap in, if haven’t started with social media yet. Facebook and other social media tools allow you to engage your audience before, during and after the event. Some events are now promoted using only Twitter. So if you are not moving this direction, now is the time to start.

5. Plan for success after your event.

Your event may happen on one day, but think of it as part of a continuous strategy for enhancing your organization’s visibility and donor engagement. To parlay the success of your event beyond the one day, plan for getting good photos and videos at the event. By posting them during and after the event you will bring guest back to your website or Facebook page and continue the dialogue with them about what they care about. You can can then craft subsequent campaigns around those interests.

Red Rooster Group can help you have a more successful event.

Planning an event is a lot of work and we want to help you maximize the return you get for all your effort. So call us. For the past 20 years, we have been helping nonprofits like yours to add more value to their events. We can help to:

1. Promote your event to sell tickets and sponsorship.
2. Promote your organization’s brand through your event.
3. Turn your donors into advocates for your organization.

Specifically, we can:

• Create a theme and design the look of the event.
• Create a promotional strategy to attract attendees and sponsors.
• Design all the materials necessary (invites, emails, journals, banners, etc.).
• Create websites and online promotion – including online registration for your event.
• Develop social media to foster stronger relationships with your donors.
• Take photos and video and handle publicity before and after the event to promote your organization.

LINKS

• Charity Event Marketing Checklist.
• See samples of our fundraising promotion.
• Contact us for help promoting your event.

Red Rooster Group is a New York based graphic design firm that creates effective brands, websites, and marketing campaigns to increase your visibility, fundraising, and communications effectiveness. Contact us for help with your marketing.