Tips for Hosting a 5-Star Event on a Budget
Every nonprofit is super conscientious about their spending when they're hosting a fundraising event. You want to make sure that the most amount of money goes toward the mission, but also that people are having an amazing time and the event is nice enough for people to want to come back year after year. One thing I always recommend is that you walk through the event in your mind, and out loud with your team, to determine what your guests are going to see and feel from the perspective of the person who's attending the event.
For example, what will they experience:
When they pull into the parking lot of the event
When they walk through the front door
When they walk into the main event space
When they sit and listen to the program
When they participate with different activity stations or raffles
Really try to see these things through the eyes of the person who's attending the event. That will help direct you to see where you can make improvements and adjustments to make sure it's a five-star guest experience.
Are you thinking about the little details?
Are your guests wearing coats? Do you need to have a coat rack?
Is the bathroom nearby or somewhere very far?
Is the program going to be lengthy where guests are going to be sitting at their table for 45 minutes or are guests going to be mingling that entire time?
Does the event flow lead to a successful guest experience?
Take a moment to actually go through your event as the guest, and that's going to help direct you to that five-star experience. Now where the hard part comes in is finding out how to budget for those things. One of the tips I always recommend is that you negotiate with the venue. Let the venue know what your price point is, what your goals are and the things that you want included, and find out where they could possibly donate, eliminate or reduce costs.
Perhaps they can adjust the menu or bring in different vendors to accomplish different components for your event at a lower price point. Never be afraid to talk to your vendors about the fact that this is a nonprofit fundraising event and not a corporate event or a wedding. A lot of their prices are set for private parties or for-profit organizations. You want to have that conversation with your vendors and let them know this is a nonprofit event. How can you work with one another?
Another budget saving tip is to work with vendors on an in-kind basis. You may be asking for a discount that is pretty significant for some of the things that you need. Don't be afraid to negotiate an in-kind sponsorship with your contacts.
If they're donating something of value at $1,000 or more, put their logo on the materials, give them free tickets to the event, or promote their services through email or other different assets that you have available. Make them feel special and appreciated for the discount they're giving in return for you sharing their information with your supporters.
Another cost savings tip is obviously get as much donated as you can. That goes without saying, but don't be afraid to get creative and think outside the box. If you're having a raffle or a silent auction, we're very used to asking to get those things donated. But what folks may not be used to asking for are things like tables, tents, and chairs. Perhaps ask the coffee station, your photographer or the photo booth to donate their time or services.
Definitely put out all of those asks first to your committee, your board and your top leadership. See who they know and who they're willing to ask to get some of those key services donated before you even go down the road of finding vendors to pay.
As you get things donated, don't forget to make sure that you're still offering a quality experience; especially if a donor is purchasing a ticket at $100 or more. Take a hard look at your budget and really figure out what are the things that you can do with, and without. As you determine what you can do without, consider eliminating favors. Favors are an easy thing that donors won't miss. Having fancy chair covers or fancy linens are types of things that people won't miss at your event that will definitely help with some of your cost savings.
If you're struggling to figure out how to make your event five-star, but also do it on a nonprofit budget, let's talk. We can talk through some great ideas and suggestions to make the event an experience that's going to support your mission while also making your donors feel like they had an amazing experience and want to tell their friends to come back year after year.