{"id":12233,"date":"2019-01-25T11:00:33","date_gmt":"2019-01-25T16:00:33","guid":{"rendered":"https:\/\/www.qgiv.com\/blog\/?p=12233"},"modified":"2021-05-28T09:55:03","modified_gmt":"2021-05-28T13:55:03","slug":"spring-fundraising-events-avoid-common-hurdles","status":"publish","type":"post","link":"https:\/\/www.qgiv.com\/blog\/spring-fundraising-events-avoid-common-hurdles\/","title":{"rendered":"Spring Fundraising Events: Avoid Common Hurdles"},"content":{"rendered":"

Every event planner has had their doomsday moment. Maybe a vendor doesn\u2019t show up or the ceiling in the venue springs a leak. Or maybe you were hit with a few requests to register after the cut-off, which leaves you scrambling to find additional seats and placing last-minute calls to the caterer. As mere mortals, we will probably never run any kind of event without at <\/span>least<\/span><\/i> one or two minor problems\u2026 but we <\/span>can<\/span><\/i> take steps to avoid some of the most common hurdles.<\/span><\/p>\n

Here are some problems that often crop up during spring fundraising season, plus some ideas on how to avoid them!<\/span><\/p>\n

1. Inclement weather<\/b><\/h4>\n

Spring is a weird season. Winter is fading and warmer weather prevailing, but it\u2019s not a smooth transition! Tempting as it may be to host an all-outdoor event, you should always have a backup plan in case of rain or snow. There are some different ways to handle this particular challenge:<\/span><\/p>\n

    \n
  • Find a multi-purpose event space.<\/strong> Look for a place that can provide both indoor and outdoor facilities for your event. This solution depends heavily on what kind of event you\u2019re planning: a charity softball tournament, for example, would need to stay outside!<\/span> <\/li>\n
  • Book a backup date.<\/strong> Ask the facilities manager if you can reserve an additional day in case weather won\u2019t permit your event to go off without some serious discomfort. This won\u2019t be possible for larger, more popular event spaces, but it may work with smaller, lower-traffic venues. It doesn\u2019t hurt to ask! You may be asked to pay an additional fee to reserve a secondary date, so you\u2019ll want to weigh the pros and cons of doing so.<\/span> <\/li>\n
  • Rent a tent.<\/strong> Aside from the fact that \u201crent a tent\u201d is fun to say, having a partially-indoor area available during an outdoor event is reassuring. If you\u2019re in an area with unpredictable weather patterns (we\u2019re in Florida, so we\u2019re super familiar with unpredictable weather), it\u2019s nice to have the option to duck into a tent to wait out a brief shower. Tents are also useful in the event of a cold snap! Having a tent equipped with portable heaters is a comfort for people participating in outdoor activities.<\/span> <\/li>\n
  • Offer parking and shuttle services.<\/strong> Indoor events can still be a drag if you have to walk a long way through rain or snow to get inside. Avoid soaked shoes and bedraggled attendees by offering valet parking or a shuttle service to make getting into your event less of a hassle. Something as simple as a shuttle that can move people quickly between their cars and the venue can make a big positive impression on your attendees.<\/span> <\/li>\n<\/ul>\n

    You know better than anyone what kind of weather challenges you\u2019ll face during your spring fundraising season. Anticipating situations and having a plan to address them will prevent a last-minute scramble if inclement weather does become a problem!<\/span><\/p>\n

    2. Last-Minute Surprises<\/b><\/h4>\n

    You\u2019re setting up your tables for the weekend softball tournament. They\u2019re lovely! And then a delightful spring breeze kicks up\u2026 and your tablecloths are flapping in the wind. You need to tape down the corners. Wait\u2026 where is the tape??<\/span><\/p>\n

    The tape is back at the office, so you\u2019ve got to run back and get it. While you\u2019re there, someone calls you to ask if you could please pick up the printed registration sheets because they forgot to grab them on the way out. By the time you\u2019ve finally left the office, you\u2019re running 20 minutes behind and will spend the rest of the day frantically trying to catch up.<\/span><\/p>\n

    Sound familiar?<\/span><\/p>\n

    There are a couple of steps you can take to avoid this type of situation. One, assign a team member to manage specific parts of your event and make them responsible for handling the details. Two, get all your task-managers together and go through a \u201cdry run\u201d of the day of the event.<\/span><\/p>\n

    During your dry run, try to come up with as many worst-case scenarios are possible. What will the person in charge of tables do if there\u2019s a wind? How will your team respond if one of the trophies falls over and breaks? Who will make a supply run if the concessions stand runs out of soda? What\u2019s the plan if a player thought they registered but isn\u2019t on the roster?<\/span><\/p>\n

    This exercise will help you anticipate problems and have a response plan in place. You won\u2019t be able to anticipate <\/span>every <\/span><\/i>potential set-back, of course. But mentally going over your event from start to finish and proactively preparing for issues will help your event go more smoothly.<\/span><\/p>\n

    3. Participant Miscommunications<\/b><\/h4>\n

    Communicate, communicate, communicate! Regular communication prior to your event is going to be one of the most important pieces of pulling off a successful event.<\/span><\/p>\n

    One of our staffers remembers a 5k she attended that needed a little extra help in the communication department. \u201cYou were supposed to pick up your t-shirt and bib number way before the race at an odd location,\u201d she remembered. \u201cBut they didn\u2019t do a great job of communicating when you were supposed to pick up your packet. A LOT of participants didn\u2019t pick up their numbers, and they were really confused when they got to the event.\u201d<\/span><\/p>\n

    To their credit, the organization <\/span>had <\/span><\/i>communicated that participants needed to pick up their shirts and numbers at a particular time and place. But the announcement was buried in a long email, and not everybody picked up on the information. <\/span><\/p>\n

    There are a couple lessons to be learned here! One, not everyone reads emails. I\u2019m going to share this secret with you: I do a lot of email marketing, and the #1 concern in email marketing is making sure that people read your email. And, no matter what you do, you will <\/span>always <\/span><\/i>have people who glance through your emails but never really read them.<\/span><\/p>\n

    If you make an announcement through email, send several emails over a span of time reiterating your message. For example, the previously-mentioned race organizers might want to send an email series that looks something like this:<\/span><\/p>\n

      \n
    1. (1 week before) Important Race Details!<\/span><\/li>\n
    2. (3 days before) Don\u2019t Forget: Pick Up Your Race Packet!<\/span><\/li>\n
    3. (1 day before) Tomorrow is Race Packet Day!<\/span><\/li>\n
    4. (Day of) Race Packet Pickup is Today from 3 p.m. to 7 p.m.!<\/span><\/li>\n
    5. (Day after) Forget to Grab Your Packet? Call us!<\/span><\/li>\n
    6. (Day of event) No Bib? You\u2019re the Worst, We Talked about This<\/span><\/li>\n<\/ol>\n

      They wouldn\u2019t send the sixth email, obviously, but that\u2019s not the point. The point is that your participants are busy people who will probably miss small details. If you want to communicate effectively with your supporters, you\u2019ll need to repeat yourself and send multiple messages. <\/span><\/p>\n

      Effective communication should also take place over several different channels. Don\u2019t just send emails: make posts on your social channels, too. Your participant might miss an announcement, but they may see your post on Facebook. You never know!<\/span><\/p>\n

      Conclusion<\/b><\/h4>\n

      No event will ever go off without a hitch. But there are lots of steps you can take to avoid the most common obstacles! Work on anticipating potential problems, then put together contingency plans. Have a game-plan in mind for bad weather. And communicate with your participants way more than you think is entirely necessary. It might take a little extra time and effort up front, but your event will be much less stressful overall!<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

      Every event planner has had their doomsday moment. Maybe a vendor doesn\u2019t show up or the ceiling in the venue springs a leak. Or maybe you were hit with a few requests to register after the cut-off, which leaves you scrambling to find additional seats and placing last-minute calls to the caterer. As mere mortals, […]<\/p>\n","protected":false},"author":3,"featured_media":12230,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[274,271],"tags":[],"acf":[],"yoast_head":"\nSpring Fundraising Events: Avoid Common Hurdles - Fundraising Blog for Nonprofit, Educational, and Faith-Based Organizations<\/title>\n<meta name=\"description\" content=\"Anticipating common hurdles is the best way to ensure your spring fundraising event runs smoothly. 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