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Special Events

How to Ensure Your Next Non-Profit Event Goes Perfectly

August 22, 2018

Preparing to host an event for your non-profit organization can be extremely overwhelming. There are so many details you don’t want to forget or your guests might leave thinking that they could have had a more enjoyable experience elsewhere. For instance, consider the hot, humid temperatures of summer or chilly evenings in the fall. At first, you might not think that having electric heaters is something your event may need, but you don’t want your guests to be wishing they were by a cozy fire instead of at your outdoor event in November.

There are so many things to think about when it comes to making sure your event goes smoothly. We’ve created this guideline to help you account for some of the lessen known factors that you may need for your next event.

Determine Your Event’s Purpose and Target Audience

The first step in planning and organizing your non-profit event is to identify the purpose of your event and your target audience. Is your event focused solely on fundraising or do you have other goals in mind? Maybe your number one goal is to raise money, but perhaps you also want to gain awareness and publicity for your non-profit or try and reach out to a new network. Before deciding any of the smaller details, figuring out the overall purpose and goal is essential to creating a successful event.

Keeping your goals in mind, the next step is to determine your target audience. Are you wanting to invite a certain group of people, such as business people, parents, or young professionals, or will the event be open to the general public? Having an audience narrowed down will help determine what types of amenities and necessities you will want to bring in.

Budgeting Your Non-Profit Event

The next step is to determine your budget. This is crucial for a successful event. Going over your budget could cause financial hardship for your organization.

Things to consider when determining your budget:

    • Will the event be indoors or outdoors?
    • What type of venue will be able to hold the number of guests invited?
    • How much staff will you need?
    • How much marketing and advertising do you want?
    • What types of activities will there be?
  • What kinds of products or services can be donated and what will you have to pay for?

While this is only a small portion of what to consider when creating a budget for your event, it’s a good place to start. Another important thing to consider when creating your budget is making sure you have enough to cover unforeseen costs that might incur.

Planning Your Non-Profit Event

Once you’ve got your budget figured out, you can start planning your event. While this can be exciting, it can also be the stressful. You may have an idea of what you want the event to be, but what about all of the little details that make it more enjoyable?

For instance, if you are having an outdoor event will there be a porta potty at every corner or entrance? Will you also have hand washing stations that include a portable sink? These types of things can make or break your guests’ experience. You don’t want guests to feel grossed out if there isn’t a place to wash their hands after they use a porta potty. Additionally, you’ll need to provide accessible amenities for guests that require such facilities.

Is your outdoor event in the winter or summer months? A summer event might require having a tent air conditioner for guests to cool off. If you are having an indoor event, what kind of venue are you using? If the venue happens to be a small, stuffy gymnasium, you might want to consider having some sort of air filtration system or fan system to ensure your guests can breathe properly. Making sure you have the proper amenities for your guests is crucial to making sure they have an enjoyable experience.

Event Set-Up and Walk-Through

After you’ve locked down your budget, secured your sponsors, and purchased the proper necessities it is time for the event set-up and walk-through. This part is important because properly figuring out where to place your luxury restroom trailer can be tricky. You want your set-up to be easy to navigate and walk around. If guests find that there is only one bathroom all the way on the other side of the venue, it might be a little frustrating to them.

After you’ve gotten your event all set up and ready to go, make sure that you do a walk-through of your space. This is critical; you may realize that it would be nice to have another porta potty or perhaps you need to add a misting fan or evaporative cooler if the weather will be hot. Figuring these things out ahead of time will save you from a lot of unhappy guests.

Complete Your Next Non-Profit Event With On Site

If you’re ready to get the ball rolling on your next non-profit event, but have no idea where to find your restroom or temperature controlling amenities, look no further! At On Site, we can provide you with all of your porta potty, luxury restroom trailer, and climate control needs! When planning for your next non-profit event, don’t hesitate to contact us for a quote. We are happy to offer a wide range of portable sanitation solutions to fit your every need.

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