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Nonprofit events are crucial for raising funds, spreading awareness, and building strong donor relationships. Crafting a solid fundraising event plan is the key to an unforgettable experience that leaves a lasting impact on your donors.
Our comprehensive guide to nonprofit event planning will walk you through every step, from setting goals to promoting a successful event effectively. Here, you can explore tips and strategies for ensuring that your nonprofit event is a resounding success that resonates with your supporters. Download our complete checklist for your next event.
Why Should You Host Nonprofit Events?
Before you even get into the planning stage, you might stop and think - what’s the point of all this anyway? Like, is it really that big of a deal to organize a fundraising event? The fact is, these types of events actually come with several advantages. For starters, they help bring people together and open the door to real connections with folks and groups in your area. Let’s break it down a bit more.
Greater awareness of your mission
Throughout the event, you’ll promote your nonprofit's goals and initiatives, which will increase awareness about your mission. Events provide a platform to educate attendees about your cause through speeches, videos, and interactive experiences.
Not to mention, a well-executed event will leave a lasting impression, which will encourage attendees to share your message within their networks. Additionally, the media coverage, social media buzz, and word-of-mouth promotion you generate with your successful event can significantly expand your reach.
Larger supporter base
The well-planned and executed fundraising event attracts new attendees who may not have heard of your nonprofit before. Engaging presentations, success stories, and networking opportunities can inspire first-time attendees to become long-term supporters.
Then, when your guests have a positive experience, they’re more likely to spread the word within their communities. They’ll even encourage their friends, family, and colleagues to get involved. Furthermore, a well-planned fundraising event offers a unique opportunity to engage younger generations who are passionate about social causes and eager to contribute.
Stronger donor relationships
Organizing a fundraising event for your nonprofit gives your team and donors a chance to connect and build relationships. You can even personalize engagement by:
Thanking donors in speeches
Offering exclusive event perks
Hosting VIP receptions
Going the extra mile in this way makes major donors, guest speakers, and other volunteers feel valued. You’ll foster emotional connections that will strengthen donor loyalty and increase the likelihood of recurring contributions.
Fresh sponsor partnerships
In most cases, you’ll want to generate the majority of your fundraising target through sponsorships. Why? A fundraising event is an excellent opportunity to attract business partners willing to support your cause in exchange for exposure. You can offer sponsors prominent branding opportunities, like;
Logo placements
On-site booths
Social media recognition
These will increase their incentives to collaborate. Additionally, maintaining strong sponsor relationships can lead to long-term partnerships, ensuring your organization has financial stability.
To secure corporate sponsorships for your upcoming event, reach out to potential partners who align with your mission. A great example would be a nonprofit working to reduce food insecurity that could seek food manufacturers for a strategic partnership. Growing these relationships is a critical part of your planning process.
Higher donations and revenue
A successful event can significantly boost donations, not just during the event but over the long term as well. Auctions, raffles, and donation drives create multiple avenues for attendees to contribute. Also, the excitement generated by a well-planned fundraising event can lead to increased online donations and future financial commitments.
With so many potential benefits, organizing an event is essential for nonprofits. To execute one successfully and maximize these advantages, invest your time in thorough event planning, clear goal-setting, and strategic marketing efforts.
Why Should You Create a Nonprofit Event Plan in Advance?
In general, we recommend beginning your nonprofit event planning checklist at least a year in advance of the actual event. Figuring out how to organize a fundraising event takes time. Why is it important to get started so far in advance?
You’ll build a concrete idea
An advanced event plan will give you a clear picture of your event. You can chalk out actionable steps to turn that idea into reality with a successful event.
You’ll save time
With a copy of the event plan, every team member and volunteer can be on the same page regarding the event's executions. There will be no room for confusion. And you’ll get smoother teamwork and efficient organization.
You can even use the extra time saved to refine your event's concept and theme and work on promotional materials.
You’ll reduce stress
Creating an event plan in advance allows you to categorize the tasks into manageable steps and distribute responsibilities with big windows. When everything is planned, you and your team feel stress-free in the days leading up to the event.
You’ll have more options to explore
Last-minute bookings can create panic and undue stress, but having a solid event plan can avoid just that!
Whether it's the venue, activities, your preferred emcee, or caterer, you will have multiple options to choose from without settling or being disappointed.
You’ll get more event attendees & raise more funds
Efficient organization will allow you ample time to focus on promoting your event. As more people hear about your event, there is a better chance of a higher turnout.
Advance planning, with set fundraising goals, a clear strategy, and a target audience, will increase the funds raised through these events.
12 Steps of Nonprofit Event Planning
To keep it simple, we’ve created a 12-step event planning checklist. You can skip ahead to any section you’d like to read in advance by clicking on the step.
Be clear about why you are hosting this fundraising event and how it will help your nonprofit's mission. If this is your first nonprofit event, check out our simple guide for success.
The most common answers might be among the following:
Raising awareness about your cause.
Acquiring more supporters.
Acknowledging and appreciating existing supporters.
Raising funds for your mission.
Of course, you’ll want to spread awareness about the impact the fundraising event will have on your mission and what you want from the attendees. Whichever answers you come up with, they will help you to:
Determine your event's core theme.
Define a fundraising goal.
Establish a course for the event.
Plan the guest experience.
Design the event to fulfill its main purpose.
Give accurate instructions to the team.
Before you do anything else, get these answers and strategies down well in advance. This will give your fundraising event planning clarity and purpose. Then, you can share these with your committee, use software to build an event registration page, and get started with your next steps.
2. Form an Event Committee
Some fundraising events may be simple to plan, but extra help is always useful, especially if you’re hoping to make this an annual event. Assemble a nonprofit event planning committee to manage the various planning elements.
Depending on your nonprofit's size, you can distribute tasks among the following:
Choose team members from varied expertise levels and backgrounds suited to fundraising event planning. Also, ensure you delegate tasks to specific representatives to keep the operations running smoothly.
Individuals or teams can take up committee member roles such as:
Committee chair to maintain communication and figure out the event budget
Event designer to take care of event details like venue, caterer, entertainment, decor, liquor and games licenses, etc.
Sponsorship coordinator for securing sponsors in local businesses and maintaining strong relationships with them (These will also ensure sponsors get the benefits they were promised.)
Volunteer coordinator responsible for recruiting, educating, training, and supervising volunteers on event day
Public relations manager to handle the event's promotional campaigns (These will also be responsible for invitations and media communication, if necessary.)
3. Set Your Goals
Discuss the fundraising event goals with your planning committee members and create a roadmap to them.
These goals should be relevant to your event's purpose, realistic, and measurable so that you can easily track them. For example, if the event aims to acquire support for a new initiative, your goal would be to secure pledges from donors.
These goals may include:
Overall fundraising from the entire event
Targeted number of new or recurring donors
Budget for spending, including marketing for the event
Setting goals for your fundraising efforts will also help you assess your event's success in the end.
Your audience will vary depending on the type of event and your goals. Consider the following steps to determine your target audience:
Define your event goals: Are you aiming to raise funds, increase awareness, or acquire new supporters? Your goals will help you identify the right audience.
Analyze past events: Look at the demographics and feedback from previous events to understand who attended and why.
Segment your audience: Break down your potential attendees into segments such as age, interests, location, and level of engagement with your cause. This will help tailor your marketing efforts.
Engage with your community: Use surveys, social media, and feedback forms to gather information about what your supporters want from an event.
Align with your mission: Ensure that the audience you target aligns with your nonprofit's mission and values. This will help in attracting individuals who are genuinely interested in supporting your cause.
By clearly defining your target audience, you can design an event that meets their interests and needs. This will increase the likelihood of a successful and well-attended event.
5. Create a Budget
Splurging on a successful nonprofit event doesn’t make sense when your goal is to seek sponsorships and raise money. Before proceeding with the event planning process, create a detailed budget and expenses.
Regardless of the event format, calculate the potential promotional costs, event management tool, etc. In-person event costs will also include:
Decor
Entertainment
Venue
Food
Get the budget approved by the nonprofit board before proceeding. Of course, a virtual event won’t cost as much money, but you may not get the same turnout.
Pro tips:
Use budgeting software like QuickBooks, Xero, or Wave to track event metrics efficiently. These tools allow you to categorize costs, generate reports, and monitor your budget in real time.
Be transparent and accountable to your event planning committee, nonprofit board, and key stakeholders. This transparency builds trust and allows for informed decision-making throughout the planning process.
Regularly monitor and compare actual expenses with the allocated budget.
Put away a portion of the budget for unexpected expenditures.
6. Recruit Volunteers
Volunteers are of great help to most nonprofit organizations and can be huge assets when planning your event. First, determine how many volunteers you think you’ll need.
Then, create a volunteer program and recruit help for tasks ranging from registration and check-ins to food distribution and garbage pick-up.
Get an accessible schedule with defined roles and shifts.
Can easily register to volunteer.
Get due appreciation and acknowledgment to boost volunteer retention.
Pro Tips:
Establish a referral program to encourage current volunteers to refer their friends, family, and colleagues to the organization for volunteering.
Reach out to campus-based sororities, fraternities, membership groups, and community groups to recruit volunteers for your event.
Conduct reference checks to ensure that you're recruiting the right individuals suitable for the role and aligning with your mission and values. Take a look at their work history and consider the kind of nonprofit events they have worked on.
Develop a training program for volunteers with both in-person and online training options such as video tutorials, webinars, and workshops.
7. Line Up Sponsorships and In-Kind Donations
Ask your nonprofit board members and volunteers to connect with local businesses that have collaborated with you in the past. Establish a sponsorship program and provide promotional opportunities to the event sponsors in exchange. You can offer logo placement, ads on your tickets, recognition at the event, etc. for the sponsors.
You can also request in-kind donations from local business owners and use them for the event or later. They may offer in-kind donations like:
Items for an auction.
AV equipment for the event.
Concession on the event venue.
Discounted catering.
8. Select an Event Management Tool
An event management or online fundraising tool will help you manage ticketing, offer discounts, manage guest lists, collect donations, and more.
Before choosing a platform, you must also consider pricing and aspects like user-friendliness and technical support. Zeffy offers all these features in its easy-to-use fundraising and event management platform, 100% free of cost.
You will have to finalize the following aspects before starting the preparations:
Pick an event date: Ensure it does not coincide with any holidays or school breaks. If there is an awareness day or month related to your mission, that can be your ideal choice. Always have some backup dates in mind.
Establish an event timeline: Give yourself at least 6-12 months to prepare for the event. You will need time to get sponsors and take care of other aspects.
Secure the venue: When choosing a venue, consider aspects like the number of expected attendees, booking amount, parking facility, etc.
Finalize event theme and decor: It will include music, visual background elements, smells, and entertainment.
Distribute staff and volunteer responsibilities: Ensure the staff and volunteers have the skills and expertise to handle their specific responsibilities. Give them a clear job description and be transparent about any budget constraints to their roles.
Plan registration and ticketing: Determine the cost of registration. Will you keep a fixed amount or offer options to attendees?
Finalize how you will sell tickets. You can sell tickets offline through local stores or supporters, but online ticket sales make the task easier.
10. Focus on Promotions
Begin promoting your event several months in advance to generate interest and anticipation among your target audience. Use various marketing channels, such as social media, email newsletters, and your website, to spread the word.
As the event date approaches, send targeted reminders to registered guests to ensure high attendance. These reminders can include event details, parking instructions, and any last-minute updates.
You must also share promotional materials through different channels, including:
Social media: Use social media ads to reach the right audience. Include the registration link on social media groups with your posts.
Emails: Create a three-part email series informing your donor list on the importance of your fundraising event.
Print campaigns: Create posters, signage, and other deliverables to hang in local libraries, coffee shops, supermarkets, and other community bulletins to promote your event.
Local press release: Write a short write-up on your event highlighting its purpose and mission and email it to local news outlets.
You should use all the marketing strategies your budget permits. You can send out promotional materials like:
An event page
Email newsletters
Save-the-date texts
Pro Tip: When choosing marketing methods, consider your target audience's preferences and behaviors.
For example, if your event aims to attract younger supporters, focus on social media platforms like Instagram and TikTok.
If your target audience consists of corporate sponsors, consider targeted LinkedIn ads or personalized email outreach. Tailor your marketing messages and visuals to resonate with your specific audience, highlighting the event's unique value proposition and impact.
11. Host the Event
Executing an event successfully and offering guests a memorable experience can boost donations and long-term support for your mission.
The event day will require you and your team to give your best to make all your efforts worthwhile.
Establish proper communication channels between all team members to ensure everyone is on the same page. Be a good host and make sure the attendees have a good time.
Pro Tips:
Consider incorporating additional fundraising elements to maximize revenue.
Host an online auction featuring donated items or experiences.
Organize a raffle with attractive prizes to generate excitement and sell more tickets.
Set up a mobile bidding system or donation kiosks to facilitate easy and secure contributions.
Provide opportunities for sponsorship recognition, such as logo displays or verbal acknowledgments.
Engage attendees with interactive activities, such as a photo booth or themed games, to create a memorable experience.
12. Follow Up After the Event
Post-event days are critical for reaching out to the attendees and solidifying your relationships. They will also help you evaluate your event's impact and success.
Plan your follow-up activities, which may include:
Thanking individuals who attended, sponsored, or volunteered for the event. It will showcase that you appreciate their efforts.
Requesting feedback to engage with new and existing supporters, getting their advice, and improving your next event.
Guiding new supporters to your nonprofit's informational resources, program details, and donation tools.
Collecting and organizing attendee information with a donor management system to facilitate future communications.
Measuring event success against the goals you set up earlier.
Case Study: How Did YWCA Lethbridge Save $1,189 on Event Management Fees?
YWCA Lethbridge operates on an annual budget of $5 million that comes from donations and government grants.
Since they started using Zeffy's 100% free fundraising platform for selling tickets to their Annual Royal Gala, the nonprofit has saved $1,189 on platform and transaction fees.
Today, they use Zeffy for collecting online donations, managing volunteers, and ticket sales.
YWCA Lethbridge has raised $23,792 using their favorite features from Zeffy, including:
Zeffy offers these features completely free of cost!
Final Thoughts on Nonprofit Event Planning
Organizing nonprofit events can be demanding, but successful nonprofit event planning can streamline the process. It increases your chances of getting high returns from your event and strengthens relationships with supporters and donors.
The event planning steps outlined in this guide will help you execute your future events with more finesse.
To get started with the planning, be clear about your goals, establish a budget, and secure sponsorships. Choose a free event fundraising platform like Zeffy to enjoy all the features you need — manage ticket sales, registrations, and donor management in one place.
No matter how you organize the event, your nonprofit event planning should aim to create an impactful experience. That way, you can wow your attendees and secure their long-term support.
Ready to plan your next event? Zeffy handles ticketing, donations, and check-in — all for $0.
Nonprofit events are virtual or in-person activities hosted by nonprofit organizations to engage with their existing and potential supporters.
These events can have varied purposes, such as:
Fundraising for a program.
Gathering support for a new initiative.
Securing corporate sponsorships.
The event planning process is easy if you follow this event planning checklist:
Define your fundraising goals.
Finalize a budget.
Identify your audience.
Choose an accessible venue for the event.
Pick an engaging theme.
Secure sponsorships.
Implement strategic promotional campaigns.
Establish straightforward donation processes.
Start by defining your event's purpose to estimate its size and type. The budget will differ for a virtual and in-person event.
Estimate the potential revenue your event will generate and calculate the estimated expenses for venue, catering, entertainment, decor, promotion, etc. Keep an emergency fund from the budget for sudden expenses.
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Keep reading :
Nonprofit guides
Organizing a Charity Event: 8 Steps for Nonprofits
Not sure how to plan a fundraiser? Host your most successful event yet using our 8-step guide — and bring in more funds to your mission than ever before.
