fundraising

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! 

Back to Basics

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Blog Post by: Jennifer Downes

As spring travel is winding down, I sit back and reflect on all the different elements that occurred during the season. Whether it was amazing Shoe Guy fundraising, exploding sponsorship dollars, marvelous Mission Moments, over the top productions, or crazy travel stories, it’s a journey to look at all the pieces.

One of the biggest highlights was experiencing some of our long term partners increasing their overall live auction and cash call revenue lines significantly. To express the joy that occurred with our clients is indescribable. The “secret sauce” to this achievement was that our partners trust us, our coaching, and with that we went “Back to Basics.” 

As we begin the current year’s planning process, we review the prior year’s event and all the different elements. What became apparent with some of our clients was that they had swayed too far from our best practices and needed to reestablish the foundation that was created in year one. And that’s exactly what we did. 

Always keeping our guests’ experience and revenue focus at the forefront, we adjusted and tweaked different areas to ensure our revenue activations occurred in just the right way.

A few examples of elements we adjusted were: narrowing down the revenue activations to only a handful for the entire event, creating the correct flow within the space, and selecting the right individuals to go onstage during the seated program. These are only a few examples of the different pieces we adjusted, but every detail matters as it all adds up when producing high caliber events.

One of the biggest adjustments we made was who would take the stage to conduct the live auction and cash call. Ensuring you have the right person for this piece is incredibly important as this can make the energy in the room either feel awkward if done incorrectly, or it can become a special moment where a community gathers together to support an amazing cause if done right! We worked with our partners to outline the best auction packages, ensure their impact statements were strong, and that our motto remained in the forefront – “Back to Basics”. Guess what?!?! It WORKED!

Whether you’re a Director of Development, CEO, or a volunteer supporting a nonprofit organization with an event, I highly recommend taking the time to evaluate where the event started and where it is now. It is easy to focus on refining and refreshing the guests’ experience, but unfortunately that means that the basics that were created in the beginning years can sometimes get lost. Take some time to compare the growth that has occurred, areas you can adjust, and always keep the guests’ experience and revenue flow at the forefront. Going “Back to Basics” can never steer you wrong. 

Want to learn more about STUDIO 4Forty and how we serve nonprofits across the country? Email me at jennifer@studio4forty.com.