With the quick rise of COVID-19 and spring events being turned on their head, we saw many be postponed to the late summer or fall. At the time, we all hoped the impact of COVID-19 would be done by then, but as each day passes and stay-at-home orders are extended and summer programs continue to cancel, you may be wondering what to do about future events. How do you hope for the best while planning for the worst in a time like this?
How do you plan your future fundraising event, without knowing if COVID-19 will be gone by then?
Check vendor contracts and ask what happens if you cancel in light of COVID-19
When this all hit in the spring, vendors were met with a situation they had never dealt with before. Many vendors let clients out of contract with no penalties given the circumstances. Ask your vendors what happens if stay-at-home orders continue through your event date? Will you lose your deposit? Can you use it towards a future date? Do they offer a “backup plan” for events that have to cancel?
Plan to have a virtual aspect to your event
Once we are allowed to gather in groups again, some guests (especially high risk ones) may fear being in crowds for a while still. That’s totally understandable, and we can plan for this. Offer a virtual aspect of the event. Live stream the live program and allow people to attend from the comfort of their own homes. Many people will be ready to meet and gather, but providing this option will allow you to share your message with supporters who want to extend their own safe distancing for a while longer.
Host smaller events
Industry experts predict that it will be a while before we can place 10 people at a table again. We may even be using 10 top tables for 6 people, meaning the number of attendees may be way smaller. Hosting smaller events can allow you to create a more intimate and exclusive experience. There are so many options for smaller events and it may not look like a traditional gala.
Offer safety measures to reassure guests
Event professionals are providing solutions to make sure guests feel safe attending an event. Having sanitation stations with hand sanitizer throughout the venue, offering masks at check in and even taking people’s temperatures at the door are some ways to reassure guests about their safety at the event. Letting guests know in advance what measures you will be taking to keep them safe, will put people at ease and help them feel better about attending.
Have a Virtual Plan B
Obviously the ideal is to host your live event as you imagine it, but if this spring has taught us anything, having a Virtual Plan B in your back pocket will allow you to easily shift if we are required to shelter-in-place again in the fall. None of us know how this COVID-19 stuff will pan out, so preparing for what could (but hopefully will not) happen is the wisest thing to do.
Go all out in Planning a Virtual Gala
The benefit you have right now over the spring gala season is TIME. You have time to plan a virtual event that is engaging and exciting. Now is the time to think outside the box and innovate. Virtual Gala’s are happening all over the country, so tune in! Watch virtual galas being hosted by other organizations and learn about what you like and, more importantly, what you don’t like. Learn from them to make your virtual event spectacular.
Master Donor-Centric Messaging
With more of life being online, you will be fighting for your potential donors’ attention, which means you need to speak TO them. This means finding a way to intersect how your organization interacts with their life and what they care about. What do they care about? How will donating to your organization benefit them? I know this seems backwards, because fundraising shouldn’t be about the donors, right? Good news is that your donors are awesome people and want to know they are making a difference and a lasting impact in our world. Help them understand that they WILL make a difference by supporting your organization.
Where are you in your planning stages?
How is your fall event going? With some of the country opening up, are you moving forward with a live event or are you going virtual? Share what excites you about this time!
