By Amber Alarid, JVA Consulting

Have you recently been asked to help plan an event for your work, board or volunteer organization but you have no idea where to start? Don’t panic! Event planning and organizing can be a lot of fun and can help you make great connections for future opportunities benefiting you and the organization you love.  I would like to share some tips that I have picked up from my own event experiences. Please feel free to share your tips and challenges with other nonprofit professionals in the comments section of this blog.

Never turn away volunteers

If you are fortunate enough to reach your goal number of volunteers well before the event actually happens, don’t make the mistake of turning away interested volunteers. Unfortunately, life is full of unexpected events such as the flu, a flaky babysitter or the always terribly-timed flat tire; should any of these unpleasant events happen to your volunteers on the day of the event, it’s extremely helpful to have extra volunteers. Save yourself a tremendous amount of stress by securing additional volunteers or even filling all volunteer spots first and then asking the always patient group of friends and family you signed on to help to be on standby for whatever roles need to be filled at the last minute.

Treat every guest like a VIP

Every guest at your event has expressed interest in supporting your cause, and many probably already do. In order for the event to be successful, donors, volunteers and potential champions must leave feeling appreciated and as if their contributions are of value. Although it’s unrealistic to expect that you will know everyone in the room, it’s important that board members and staff make an attempt to collectively speak with as many people as possible, building the foundation for a continued relationship with your organization. Guests should leave energized and enthusiastic, ready to help your organization grow.

Plan for a brief program

Whether the event is casual or formal, you should always plan for a few moments to present more information about your organization. It’s likely that some people in the crowd have brought friends, family members and dates who may not be familiar with your organization. Don’t assume that everyone who attends your event is already a sponsor. Secure a speaker who is charismatic and can speak to the value your organization provides in a way that will keep everyone’s interest (even those who already know what your organization does). This could be an executive director, a board member, or even a client, if they feel comfortable.

Connect back with your guests after the event

Find a way to get in touch with current and potential champions after the event, keeping the momentum strong as the year continues. If you have permission from guests to use photos, you can post those on Facebook and tag guests or invite them to tag themselves (connecting you on social media). Enter contact information into donor databases, or into your newsletter contacts (again, if you have permission). Be creative about keeping attendees in the loop about future engagements or ways to support your cause.

If you have recently been involved with planning an event, what strategies saved you time and stress? If you are hosting an event in the future, what questions do you have for your network of nonprofit professionals?