Common Event Mistakes Nonprofits Make (and how to breakup with them!)
Planning a successful event means balancing countless details while keeping your mission front and center. However, even the best planned events can stumble on common mistakes. Below are frequent mistakes that nonprofit organizations make while planning their fundraising events and essential strategies to avoid them.
Not Increasing Ticket Prices
Your ticket prices should keep pace with the increasing costs of events each year. If you have not raised prices in the past two years, it is probably time to do so. One useful approach to making sure you are charging enough per ticket is to calculate the cost per person for your event: divide your total event expenses by the expected revenue. For those hesitant on increasing ticket prices, you can always offer early bird ticket pricing for a limited time. Explain to the guests who raise concerns about the increase in price that expenses everywhere have risen and you need to adjust to meet your goals. Groceries, concert tickets, etc. have all increased in cost in the last few years. Nonprofit event tickets should not be an exception.
Overwhelming Your Auction
A common auction mistake is soliciting too many items and focusing on niche items. Procurement takes a lot of staff time and energy, and having too many auction items also wears out your donors. Instead, focus on quality over quantity. Curate a relatively small selection of high-value, widely appealing items, like exotic vacations, exclusive experiences, or tickets to private events, to increase bidding competition and overall revenue. A general rule of thumb is to focus on about 15-20 silent auction items and 8-12 items for a live auction. Building an auction around high-impact, mass-appeal items keeps guests excited and bidding high.
Losing Sight of Your Mission
Guests attend your event to support your organization’s mission above all else. While it is important to make the evening enjoyable, do not let other elements, such as entertainment or an off-topic keynote speaker, overshadow your purpose. Look for ways to weave in your organization’s story and impact. GFS recommends setting up mission-focused tables during cocktail hour or incorporating storytelling into the program to remind guests why they are there. When planning, view the evening from the perspective of engaging your attendees, both long-time supporters and newbies, in your mission. The goal is to strengthen relationships, helping loyal donors reconnect and new attendees fall in love with your mission. Bring unique, mission-centered moments to the stage. Share stories, spotlight the talents within your organization, and showcase what makes your organization distinct. From the start to the end of the night, let every part of the evening reflect and celebrate your mission.
Overlooking Volunteers
Volunteers are the backbone of any successful event, yet they are often disregarded in the rush of planning. A reliable, well-prepared volunteer team is essential, from registration to auction tasks and assisting with checkout. Building this connection should start well before the event. Take time to engage with volunteers, offering clear guidance, training, and appreciation. When volunteers feel seen and supported, they’re more likely to bring their best energy, stay engaged, and continue to support your organization in the future. A committed, enthusiastic volunteer team can elevate the entire event experience for both guests and staff.
Neglecting Post-Event Follow-up
Some nonprofits place all their energy into planning and executing the event, without also planning and executing the post-event follow-up. When supporters don’t hear from you promptly after the event, the impact of their experience can fade quickly. The week or two following your fundraiser is the time to lay the groundwork for next year. Ensure that every donor, sponsor, volunteer, and table captain feels appreciated and recognized for their contributions. Make it a priority to reach out with personal thank-yous to your top supporters, and provide sponsors with updates on how their support has positively impacted your mission. These gestures not only express gratitude but also reinforce their connection to your organization. We recommend implementing multiple touchpoints throughout the year—whether through newsletters, personalized messages, or invitations to exclusive events—to keep them engaged and invested. When supporters feel valued and informed, they’re much more likely to remain loyal advocates for your cause.
Not Hiring Professionals
While organizations often have connections to vendors or someone from their personal network willing to help, it is usually wise to leave it to the professionals. As we discussed in our recent blog, Why Free Isn’t Free, relying on free assistance can sometimes cost you more in terms of time and stress. Nonprofit staff operate with limited bandwidth, juggling multiple responsibilities; adding event planning to their duties can lead to burnout and oversight. Hiring professional partners can profoundly impact the event planning process, ensuring that every detail is managed effectively and efficiently. Professionals bring expertise, experience, and a network of resources that can elevate your event and alleviate pressure on your team. By entrusting the many responsibilities and action items to skilled experts, you not only enhance the overall experience but also allow your staff to focus on their core mission.
We all want fundraising events to be successful, but success requires careful strategy, attention to detail, and sometimes even a little constructive criticism. At GFS Events, we’re here to help nonprofits sidestep these all-too-common mistakes and create events that truly resonate with guests. Together, we can turn these practices into winning strategies for your organization. If you want to connect about how to create a successful fundraising event, schedule a consultation call today.