Event planning can be overwhelming—especially for non-profit organizations that may only host a few events each year, or that don’t have a large budget. While a well-done non-profit event can be extremely rewarding, it takes a lot of time and patience to plan and execute. Details like guest lists, venue location, and amenities can trip you up and cause you to lose sight of the original purpose of this special day. But we’re here to help! These tips and tricks can help you nail down the most important elements of your event, putting you on the path to success.
Have a Purpose
You should have a clear idea of the purpose of your event before you start figuring out the logistics. Ask yourself a few questions before diving into the planning process: Why are you holding an event? Who is your audience? When will it take place, and why? What do we want them to take away from the event? Who is it benefitting?
These are just a few of the questions that need clear answers. Continue to explore your options and ideas, making sure that everything makes sense. After all, you don’t want to plan an event only to realize that the time of year you chose isn’t appropriate for your purposes, leaving you with no guests RSVPing to your outdoor barbeque on a chilly spring day! Additionally, you might discover that you don’t have the budget or ability to plan an event of the scale that you want—which might lead you to wait until your non-profit has the necessary tools and resources.
Once you’ve figured out the purpose of your event, set an event goal. You should focus on one specific, measurable goal, rather than multiple. Some examples could be an amount of money you hope to raise at a fundraiser, or an attendance number you’d like to hit at a promotional event.
Figure Out the Type of Event
Once you have your purpose and goal set, it’s time to settle on your event type. Of course, if you plan to raise money for a cause, a fundraiser fits your needs exactly. But if you hope to promote awareness and reach an attendance goal, you have more flexibility with the type of event. Overall, your non-profit event should reflect your mission, target audience, goal, and budget. Depending on the time of year, as well, you can also factor in whether to have an indoor or outdoor event.
Your budget is one of the most important deciders here. If you don’t have enough money to put to fund your vision, you might find yourself limited in creativity and scope. On the other hand, you may have enough funds for an elaborate event—but that doesn’t mean you have to spend them all. Be sure to set a budget and stick to it strictly. Consider connecting with some local businesses who might be interested in sponsoring your event.
Create a Positive Experience for Guests
Whether they’re attending an art festival or a 5k race, guests expect a positive experience. Plan to provide the proper amenities, as well as some creative entertainment or engaging speeches, to keep your attendees happy and comfortable. You should also be aware of the unique needs of your audience. If your event hopes to attract families with young children, make sure to provide activities and amenities the children will enjoy, as well.
If your event is indoors, but your venue is a little musty, consider utilizing a dehumidifier or an air filter in order to make sure the air is comfortable for everyone. On the other hand, if you need to heat a building or even an outdoor tent, a portable heater could be your saving grace. Be sure to plan for these unique needs ahead of time.
Outdoor events need proper amenities, simply because the outdoors can be changeable. If your event is in the scorching summer, put up a tent with air conditioning where guests can cool down. Take some time to think through your portable toilet options, as well. Standard portable toilets may be good for larger events, but you may also want to consider luxury restroom trailers. They can provide a more traditional bathroom experience, as well as air conditioning or heating, running water, and flushing toilets. Consider making wheelchair accessible toilets available, as well as baby changing stations, to accommodate those who may need them.
Plan the Perfect Non-Profit Event with On Site
Whether you’re hosting an indoor or outdoor event, you’ll need to make sure you have all the important items checked off your list. On Site can help make sure that you’ve got all the proper amenities put in place to ensure a smooth operation. From portable restrooms of all shapes, and sizes to dehumidifiers that help keep the air in crowded venues breathable, you’ll be sure to find exactly what you need. Contact us today for a quote to help ensure your non-profit event goes off without a hitch.
