ELE's Tips and Tricks for Planning a Non-Profit Event
Non-profits have to make the most of their budgets, including the ones allocated for events. Events are important for non-profit organizations, as they can help create awareness and raise money. But how can you plan one that is both successful and cost-effective? Here are some tips to help non-profits plan a great event while staying within budget.
Prioritize participant experience
The first step in planning a successful event is determining the purpose of the event. Consider the type of event you are hosting, who will be attending, and what activities will be involved. You must prioritize participant experience when deciding what to include in the event. This will ensure that all attendees have positive experiences, which can help build relationships with new supporters or donors.
💡ELE Tip: Hire a photographer to take professional headshots for the participants- it's a huge benefit to participants and often affordable at an hourly rate!
Look for vendors with value-added services
Research vendors who offer affordable services with added value benefits, such as catering companies that offer free delivery or hotels that provide free shuttles from airports. You could also ask about complimentary activities such as yoga or fitness classes, upcoming performances, or on-site "extras" that you can share with your participants. Ask yourself how these can benefit your participants and help make the most of your budget.
Get creative with decorations
Think outside of the box! You can get creative with floral arrangements by looking into local farmers’ markets or artificial greenery instead of pricey florists. In terms of setup, ask the venue if they have pre-existing furniture you can use for networking, receptions, or even on stage. There may be limitations, and you may not be allowed to move furniture yourself, but it never hurts to ask! The impact of sofas or even just varied seating (cocktail tables and rounds) can have a very positive effect on the participant experience.
Explore affordable food options
You can stay within budget while still providing enjoyable food options. Consider offering free-flowing coffee with light snacks, or heavy reception meals instead of full lunch or dinner spreads. Coffee and a nice dessert right around 3 p.m. can go a long way in terms of participant experience, but don't carry high price tags. Just make sure to have a list of nearby recommendations or delivery and an ample break if participants are on their own for meals. Communicate clearly in advance which meals are provided and which are not so no one is misled or disappointed.
💡ELE Tip: Save on cost and waste! Offer plenty of water stations with glasses instead of bottled water. Individual water bottles add up quickly in terms of cost per person served!
Utilize technology to save on printing cost
Technology, when used in events, doesn't just save money—it saves time too! Utilize the venue's digital signage instead of printed posters to inform your participants about directions, upcoming sessions, or activities. Digital programs can also replace traditional paper programs that list event schedules, speaker biographies, and more details about the organization. These will give your participants everything they need at their fingertips, ultimately enhancing their experience.
For non-profits, it's all about stretching budgets! You just need to find ways to add finishing touches to save on big-ticket items. As long as your participants feel valued and treated well, it didn't need to cost a fortune! From utilizing the furniture in the venue to taking advantage of services already offered by the hotel, there are many ways to enhance the participant experience even on a tight budget. Most of these just come from thoughtful planning.
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