fundraisers

Timing is Everything

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Blog Post by: Ashlee Meier

Is it a good time to chat/learn/commit to something? Isn’t that always the question in our fundraising worlds!

When it comes to hosting a successful event, there’s a saying that certainly holds true: timing is everything! From selecting the right date, to approaching sponsors, to releasing ticket sales and orchestrating the event day schedule, strategic timing plays a crucial role in maximizing both the guest experience and potential revenue. 

Our fabulous Project Manager, Christie Howard, discussed the nuances of balancing communication timing with the start of a new school year in our most recent blog post, Balancing Communications. Today, we’ll dive into the numerous ways that timing can make or break your fundraising event, because it is, indeed, EVERYTHING!

1. Picking the Perfect Date:

Choosing the right date for your fundraising event is paramount. A date that clashes with other major community events, school closings, popular travel weekends or holidays can significantly impact attendance. Research local calendars to ensure your event doesn’t coincide with competing events. Also, consider the time of year – outdoor events may be better suited for mild seasons, while indoor events can thrive in any weather. 

We recently kicked off our fall event season the last weekend in August with 3 events that, although wildly successful, struggled with both ticket sales due to events happening so quickly after the start of the school year, and event day heat for outdoor elements. Avoid that when selecting your event date if at all possible! 

2. Sponsorship Outreach Timing:

Securing sponsors is a pivotal part of fundraising events, and timing plays a vital role in this process. Reach out to potential sponsors well in advance of your event date, giving them ample time to consider your proposal and allocate funds. Aim to approach sponsors when they’re finalizing their budgets for the year or quarter and build in plenty of runway for follow up. 

3. Ticket Sales Timing:

Releasing ticket sales at the right time can make a significant difference in maximizing ticket purchases and event attendance. Launch ticket sales when there’s enough excitement around the event without getting lost in the shuffle of other activities, travel or holidays. Create a sense of urgency with strategic pre-sales and limited offerings of VIP or table packages. 

4. Curating the Ideal Event Day Schedule: 

The flow of your event day (or evening) can have a huge impact on guest engagement and revenue generation. There is a delicate balance between having enough time to enjoy all the elements and having too much time, giving guests space to warm to the idea of participating, while focusing them on key activations. You’ll want to ensure the big picture event schedule is structured strategically, and that the Run of Show and/or speaking elements fall within the window of critical mass. High-energy segments, such as live performances or auctions, are best placed when attendees are at their peak enthusiasm.

5. The Fundraising Focus:

While it’s important to create an enjoyable experience for your guests, don’t lose sight of the ultimate goal – funding your incredible work! Strategically time moments throughout the event when you’ll make fundraising appeals. Placing revenue activations thoughtfully in your space layout so guests experience them in the proper timing is key, along with the placement of live auction and paddle raise within your show flow. 

6. Post-Event Follow-Up:

Timing doesn’t end when the event wraps up. Within a day or two after the event, send out thank you emails to attendees, sponsors, and volunteers. Include a recap of the event’s success, the total amount raised, a link to event photos on your social media site, and how the funds will be used. This swift follow-up reinforces the impact of their participation and keeps your cause top of mind. Better yet, start solidifying commitments for next year’s event while they are still enjoying the after event glow!

Mastering the art of timing is a crucial factor for the success of events. From selecting a date that avoids competition, to approaching sponsors at the right moment, timing can determine the level of engagement, attendance, and ultimately, the funds raised. By paying attention to these key timing considerations, you can create an event that not only captivates your guests, but also drives significant support for your cause. Remember, it’s not just about when you hold your event, it’s about making every moment count!

Our team at STUDIO 4Forty are pros on all aspects of event timing and would love to help you increase your impact through one of our signature fundraising events. Contact Kim Perry to learn what’s available in your market! 

Influencers

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Blog Post by: Allie Duggan

Influencer is no doubt a term you have heard a lot lately, and in my mind it is not something I initially associate with nonprofits or fundraising, but it is an association we should begin to make. With the next generation being the future of fundraising, influencers represent a key aspect of continued philanthropy for your nonprofit. 

The Role of Influencers in Nonprofit Fundraising

Influencers can play a significant role in nonprofit fundraising by leveraging their large social media followings to promote your mission. This is the perfect opportunity to promote your campaigns and events, encouraging their followers to become donors and attendees of your cause.

Working with influencers can also help you to reach a new audience that you may not have been able to reach otherwise. Influencers cast a wide net with their audience and typically have followers from a diverse range of demographics, allowing nonprofits to reach a bigger audience.

Nonprofits can also use influencers to reach younger donors. Many influencers have a significant following among younger audiences, who are often less likely to donate to nonprofits, especially without being introduced to them in some sort of social way. By partnering with influencers, you can reach these younger audiences and encourage them to support your causes and steward them to become life-long donors.

How Nonprofits Can Work with Influencers

Nonprofits can work with influencers in several ways to promote their causes and raise funds for their organizations. Here are a few ways you can collaborate with influencers:

  • Sponsored posts – Nonprofits can partner with influencers to create sponsored posts promoting their cause or event on social media. These posts can include a call-to-action for followers to donate or purchase tickets to attend their event.
  • Social media takeovers – Nonprofits can have influencers take over their social media accounts for a day or a week. The influencer can promote your cause and give their following a closer look into how they can help support your mission and impact their community.
  • Event hosting – Nonprofits can invite influencers to host events promoting their cause. This would be a great opportunity for committee recruitment. Not only are you building your committee, but you would be broadening your donor base as well. 
  • Event personality – Nonprofits can invite an influencer to attend or even emcee their fundraising event. Aligning your organization with a familiar face in the community can bring a fresh new aspect to the event.

Working with an influencer brings a fresh approach to donor procurement and can open a lot of new doors for a nonprofit. Jump on social media and see who is making an impact in your community, they just might be a perfect fit to partner with you!

What to Look For In An Event Software

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Blog Post by: Krista Elmore

You’ve made your preparations, carefully strategized ticket prices, and are ready for an incredibly successful event day. So the big question is, how will you capture all of your event sales quickly and efficiently?

Ideally, you’ll have an event software that can capture all of your pre-event and event day sales in one comprehensive system. As you’re exploring different platforms, I’d suggest considering the following:

  • Donor Software Integration – Does it easily integrate with your donor software system? Many programs do not necessarily automatically integrate with your donor software system, but they will allow you to capture the same information, export the data, and import it into your donor software with minimal disruption.
  • Ticketing – Be sure to select a system that allows you the flexibility to create different ticket types at different price points, has a user-friendly interface for guests when purchasing those tickets, and will allow you to capture the necessary contact information for each guest.
  • Revenue Packages – Is it easy to add all of your event revenue packages, from sponsorship levels with their associated ticket allocations to raffle and auction packages? How easy is it to track and add those sales on the day of the event? 
  • Bid Numbers – We’re big fans of bid numbers per guest/couple over here at STUDIO 4Forty. Does your software system allow each guest or household to have their own assigned bidder number? How easy is it to assign that during registration?
  • Mobile Bidding – While using mobile bidding for silent auctions was growing in popularity already, the pandemic really made mobile bidding a necessity. Now, many nonprofits implement this fundraising tool to great success. Is mobile bidding offered through the software, and if so, can you send text messages directly to your guests to encourage them to bid?
  • Registration & Check Out – Take a tour of the user interface for registration, entering sales, and check out to get a feel for how user-friendly it is. You’ll likely have volunteers of various skill levels and familiarity working registration and check out at your event, so be sure that your chosen system is easy to navigate. We want the registration and check out process to be as quick, simple, and efficient as possible. 
  • Keeping Credit Card Info – This goes along with the necessity of bid number association. Make sure your event software can swipe a guest’s credit card at registration and keep it on file (securely) throughout the event duration. This will make entering sales quick, will allow guests to purchase or bid without having to pull out their credit card each time, and will expedite your post-event sales batch to close out your event.

Want to know our favorite event software? Email me at krista@studio4forty.com and I’ll connect you to the best!