Since 1992, April has marked Stress Awareness Month, and what could be more stressful than planning a big fundraising event? The uncertainty and isolation of the pandemic has been a tremendous source of stress, and it’s certainly complicating the way we plan and run fundraising events, small and large. Charities don’t have the luxury of postponing or skipping fundraising events until things normalise—events have long been a key way to raise money for critical causes.
And so, in honour of the 30th anniversary of Stress Awareness Month, we’re here to make event planning a bit easier. For more than 25 years, we’ve had the opportunity to work with leading charities around the world, and we’ve learned a few things along the way. Whether you’re returning to an in-person gathering, planning a hybrid event, or sticking to a strictly virtual modality, we share our top seven tips for stress-free event planning.
Set your Budget (and Don’t Blow It)
Unlike glitzy private or corporate events, most charitable events—while they can be just as glitzy—rely on sponsorships, donations, and ticket sales to cover event costs. Early on, work with your leadership team and stakeholders to set a clear and realistic budget, and stick to it. Stress can creep in if you overspend, or have to make difficult cost-cutting decisions in real-time. Make sure your entire team aligns on the budget, and take the time you need to chart a spending plan to ensure you have the resources you need, when you need them, without going over budget.
To meet your budget, consider a lower-cost venue. While a ballroom may be enticing, would a local gymnasium or public park function just as well, if not better? Don’t forget to count on the creativity of your staff to transform the feel of a given venue.
Another budget-conscious consideration is partnership or sponsorship opportunities. Seek collaborations with past sponsors, your charity board or leadership team, or with local businesses and corporate partners. For example, local retailers might be interested in donating branded prizes for a raffle or charity auction.
Lastly, choose effective yet affordable merchandise for your event. The right merchandise can motivate donors, encourage greater participation, and make the event special and memorable. But it doesn’t have to break the bank. Consider a stunning pin badge or collectible keyring; make it commemorative by adding the date of your event or by doing a limited run for raffle winners or top donors.
Be Proactive in Planning
One of the best ways to prevent stress is to be prepared. A solid run-of-show plan will help ensure that everything gets done correctly and on time. Start with the big questions: Why is our charity putting on this event? What is our goal? The answers to these questions will serve as the foundation of your plan. If your charity has hosted previous events, review the lessons learned and incorporate these insights into your planning strategy.
Early on, create both a tactical and promotional plan. How will you generate buzz leading up to your event? Storytelling can go a long way. Create a content calendar for several weeks leading up to your event, to identify the most compelling stories. Think about how and where you’ll tell these stories. As you identify needed materials, map out when these things will need to be created and ordered. The same is true for bespoke merchandise. Even though we pride ourselves on quick turnaround at Rocket Charities, build in enough time to order and approve your products to reduce stress.
Recruit the Right Support
Here’s something we all know well: Volunteers are crucial. Early on, determine how many volunteers you’ll need to plan and run your event, and recruit a few additional “backup” volunteers in the event someone doesn’t come through. Consider nominating a trusted volunteer as a designated “runner”, meaning someone who has the capacity to deal with minor issues as they arise, especially on the day of your big event. These duties might include dealing with an online registration issue, fixing a minor technical issue, or re-stocking and displaying charitable merchandise at your sales table.
Do a Proper Run-Through
Another way to reduce the stress of event planning is to practice, practice, practice. Coordinate with the venue to schedule a run-through a few days before the actual event. Test everything. Does the presentation work? The music? Do you know where the food, drinks, and merchandise will go? Does the technology work? Is anything missing?
Keep Communicating
Reduce stress with clear and regular communication. Consider forming a special events team, composed of key roles and decision makers. Convene this group early on to ensure buy-in and build excitement, and then continue to meet regularly leading up to the event (you may need to increase meeting frequency as you near the event date). With the support of your team, you can identify and solve challenges as they arise (not after they happen) which makes the process more manageable, effective, and less stressful.
Prepare for Plan B
Reduce the stress of event planning with a robust contingency plan. After all, the best way to recover from a potential disaster is to prepare for one. When you’re planning your fundraising event, brainstorm everything that could go wrong. Outdoor event? What if the weather doesn’t cooperate? Indoor event? What if the venue lost internet connection? How would you reschedule your event, move it, and share the alternative plan? Create a “Plan B” for all of these various scenarios. Chances are, you’ll never need to consult your backup plan, but it’s there if or when you need it.
Keep Calm, and Carry On
As you plan for your next fundraising event, carve out some time to acknowledge all the work that you and your team have done. While you can endlessly prepare for it, it’s also important (and healthy) to recognise at some point that you’ve done everything you can. And you should be proud of this! Find some time to de-stress and centre yourself with an activity you enjoy, or celebrate your hard work with a special team outing before or after the event.
Lastly, here’s a helpful thing to keep in mind: People will show up to support your charity and your cause. At the end of the day, it’s the giving spirit that will propel the event forward and make it a success.
At Rocket Charities, we’re here to take the stress out of planning your next big fundraising event. We hope you’ll let our experts help you with a key component: bespoke, effective, and affordable merchandise. We help you design creative products, and we make sure it’s done the way you want it, when you need it, for the ultimate stress-free event. Please get in touch with us today.