Events offer a prime opportunity to take action, build relationships, and highlight the progress your cause has made in the community. A successful event can inspire people to get involved and support your cause through platforms like iGive. Follow these steps to ensure your event promotes your cause effectively and maximizes its impact.

Organize a Planning Team

Hosting an event is a team effort. For smaller events, an event chair or planning committee may be enough. For larger events, consider multiple chairs and committees to manage different aspects such as venue logistics, speakers, entertainment, budget, promotions, and volunteers. Regular updates from the planning committee at meetings can help keep everything on track.

For larger events, break down responsibilities into manageable sections. Appoint chairs for each key area: logistics, marketing, volunteer coordination, and finance. This structure allows each chair to focus on specific tasks, ensuring nothing is overlooked. Collaboration and communication are essential, so hold regular check-ins to discuss progress and address any issues promptly.

Set the Event’s Goals

Clearly define why you are hosting the event and what you hope to achieve. Goals could include raising awareness, fundraising, supporting a specific cause, or attracting new supporters. Set measurable outcomes to track your success, such as the number of new supporters signed up on iGive or funds raised during the event.

Having clear goals will guide every decision you make during the planning process. For instance, if your primary goal is fundraising, focus on activities that encourage donations, such as auctions, donation stations, and pledge drives. If your goal is awareness, incorporate educational elements like presentations, informational booths, and interactive exhibits that highlight your cause’s impact.

Tip: Be sure to get your cause’s iGive QR code to display at the event. Get it here. This will make it easy for attendees to sign up and support your cause.

Choose the Event Format

Decide whether your event will be in-person, virtual, or a hybrid. The format should align with your goals and audience preferences. Options include keynote presentations, online discussions, or panel sessions. Ensure the format chosen facilitates the promotion of your cause and iGive effectively.

Examples of Event Formats:

• In-Person Events: Fundraising galas, community fairs, charity runs, workshops, and panel discussions.
• Virtual Events: Webinars, live-streamed presentations, virtual tours, online auctions, and interactive Q&A sessions.
• Hybrid Events: A combination of live and virtual elements, such as a live-streamed keynote address followed by in-person breakout sessions.

Identify the Audience

Determine who you want to reach with your event. Consider the interests, professions, and ages of your target audience. Tailoring your event to your audience will help in planning activities and presentations that resonate with them and encourage engagement with your cause.

Questions to Identify Your Audience:

• What are their demographics (age, gender, profession)?
• What are their interests and hobbies?
• What motivates them to support your cause?
• Are they existing supporters, or are you aiming to attract new ones?

Understanding your audience helps in creating targeted marketing strategies and engaging event content that appeals to them. It ensures that your event resonates and inspires action.

Establish the Budget

Create a comprehensive budget that includes all necessary expenses such as:

• Venue or virtual hosting platform
• Food and beverages
• Speakers and entertainment
• Decorations
• Event staff
• Promotional materials
• Equipment for presentations
• Transportation
• Insurance, permits, and legal costs

Additional Budget Considerations:

• Contingency Fund: Allocate a portion of your budget for unexpected expenses.
• Sponsorships: Seek sponsorships from local businesses to offset costs. Offer them promotional opportunities in return.
• In-Kind Donations: Look for in-kind donations such as food, beverages, or raffle prizes to reduce expenses.

Choose the Event Date

Select a date that gives you enough time to plan and avoids conflicts with holidays or other major events. Confirm availability with vendors, speakers, and key guests to ensure a smooth schedule.

Tips for Choosing the Event Date:

• Lead Time: Allow at least four months for planning.
• Check Calendars: Avoid scheduling conflicts with major holidays or local events.
• Vendor Availability: Ensure that your preferred vendors, speakers, and entertainers are available on the selected date.

Select Your Venue or Virtual Platform

Choose a venue that is accessible and appropriate for your event size and purpose. For virtual events, select a platform that supports your needs, such as Zoom for discussions or Facebook Live for broader participation. Ensure the platform or venue accommodates all necessary features like AV equipment and networking opportunities.

Venue Considerations:

• Accessibility: Ensure the venue is accessible for all attendees, including those with disabilities.
• Capacity: Choose a venue that comfortably accommodates your expected audience size.
• Amenities: Look for venues that provide necessary amenities such as AV equipment, Wi-Fi, and catering services.

Virtual Platform Considerations:

• User Experience: Choose a platform that is user-friendly for both organizers and participants.
• Interactive Features: Opt for platforms that offer interactive features such as polls, Q&A sessions, and breakout rooms.
• Technical Support: Ensure the platform offers reliable technical support to address any issues during the event.

Negotiate and Sign Contracts

Use written contracts for all agreements with vendors, speakers, and venues. Include terms for indemnification, liability limitations, and insurance requirements. Obtain written permission before recording any person’s image or voice.

Key Contract Elements:

• Scope of Work: Clearly define the services to be provided.
• Payment Terms: Outline payment schedules and conditions.
• Cancellation Policies: Include terms for cancellations and refunds.
• Liability Clauses: Protect your organization from potential liabilities.

Choose Speakers and Entertainment

Select speakers and entertainers who align with your event’s goals and audience interests. Use written contracts and ensure all necessary licenses are obtained. Engage speakers who can effectively convey the importance of your cause and the benefits of supporting through iGive.

Tips for Selecting Speakers and Entertainment:

• Relevance: Choose individuals who are relevant to your cause and resonate with your audience.
• Engagement: Opt for speakers and entertainers who are engaging and can keep the audience’s attention.
• Diversity: Ensure a diverse lineup that represents different perspectives and experiences.

Develop an Event Theme

A cohesive theme can shape the event’s focus, marketing plan, and messaging. Choose a theme that reflects your cause’s mission and goals, helping to create a memorable and impactful experience for attendees.

Examples of Event Themes:

• Community Impact: Highlight the local community’s contributions and successes.
• Global Change: Focus on the broader impact of your cause and its global reach.
• Innovation and Growth: Showcase innovative solutions and growth achieved through your initiatives.

Create a Promotion and Marketing Plan

Decide on the channels you’ll use to promote your event. Use your website, newsletters, and emails for club members. For public events, leverage social media, community flyers, and media ads. Incorporate your logo and consistent messaging across all materials. Develop a timeline and target your promotions to specific audiences to maximize attendance and engagement.

Marketing Channels:

• Website: Create a dedicated event page with all the necessary details.
• Social Media: Use platforms like Facebook, Twitter, Instagram, and LinkedIn to reach a wider audience.
• Email Campaigns: Send regular updates and reminders to your mailing list.
• Press Releases: Engage local media to cover your event.
• Flyers and Posters: Distribute in community centers, cafes, and other local hotspots.

Develop a Media Relations Plan

Engage with local media to promote your event. Develop a public relations plan to handle any issues that may arise. Effective media coverage can amplify your reach and attract more support for your cause and iGive.

Media Engagement Tips:

• Press Kit: Prepare a press kit with information about your cause, event details, and key messages.
• Press Releases: Issue timely press releases to announce your event and share updates.
• Media Contacts: Build relationships with local journalists and influencers.
• Crisis Management: Have a plan in place to address any negative media attention swiftly and effectively.

Create an Event Master Plan

Your event master plan should cover all aspects, including:

• Venue, logistics, and catering
• Speakers and entertainment
• Activities and presentations
• Marketing and promotions
• Registration details
• Sponsors and partners
• Volunteer roles and responsibilities
• Detailed itinerary
• Emergency contact information
• Legal and risk management

Detailed Itinerary Example:

• 9:00 AM: Registration and Welcome Coffee
• 10:00 AM: Opening Remarks
• 10:30 AM: Keynote Speaker
• 11:30 AM: Panel Discussion
• 12:30 PM: Lunch Break
• 1:30 PM: Workshop Sessions
• 3:00 PM: Networking Break
• 3:30 PM: Closing Remarks
• 4:00 PM: Event Concludes

Build on Your Event’s Success

After the event, continue to raise awareness and strengthen your community connections. Send thank-you notes to speakers, partners, sponsors, attendees, and volunteers. Invite attendees to follow your cause on social media and join iGive. Conduct a post-event survey to gather feedback and improve future events. Share event highlights and media coverage on social media, ensuring you have consent to use images and videos.

Post-Event Engagement Tips:

• Thank-You Emails: Send personalized thank-you emails to all participants.
• Social Media Posts: Share photos, videos, and highlights from the event.
• Feedback Surveys: Collect feedback to understand what worked well and areas for improvement.
• Follow-Up Communications: Keep the momentum going with regular updates and invitations to future events.

By following these steps, you can host a successful event that promotes your cause, engages the community, and maximizes the benefits of iGive.