11 Simple Ways to Improve Your Year-End Giving Campaign

We’re headed into the final weeks of the year, which means nonprofit fundraising is in overdrive. About 30% of nonprofit donations occur during the month of December, so yes—it’s go time! And whether you’re late to the party or have been planning for months, I know you’re all about maximizing your time and effort. So, I’ve outlined 11 simple ways to improve your year-end giving campaign.

Notice I said “simple,” not “easy,” because we all know there’s a big difference! Simple is focused, minimal, or straight-forward. Easy is typically done in a short time period and with little work.

Simple is Joanna Gaines decorating a room effortlessly and beautifully because it’s what she does every day. Easy is me picking up her decor at Target rather than me trying to design a room on my own. (Thanks, Jo!)

So, while some of these ideas take more energy and planning than others, all are time-tested and proven to help increase your donations. Think about what you’ve already got planned, and then take a peek below to see what you can include in your upcoming fundraising campaign. It’s likely that at least one of these ideas can enhance your current strategy.

People are feeling charitable (and tax-deductible) this time of year, so let’s make sure your cause gets their attention.

1. Ask For Only One Thing in your year-end giving campaign

Chances are, you’re going to be asking for donations. If that’s the case, ask your tribe to show you the money.

Don’t also ask them to follow you on social media, watch an unrelated video, join your Facebook Group, register for something . . . and, well, you get the point. Keep your emails and communication focused on the one, main thing you want them to do. Any other asks can come later. The exceptions to this rule would be something like a contest where they have to take multiple actions for an entry.

Additionally, you can leave some of these smaller asks such as social media links in secondary spaces like footers. You can also still make some of these requests occasionally on your platforms. Just be sure that you’re creating more content than you are asking for something because it shows that you want to build a relationship.

However, when you are sending an email, posting about your year-end giving campaign, or presenting to a group of people, keep it simple. Ask for only one thing and don’t clutter your message.

Remember, Nonprofits Source says that “30% of annual giving occurs in December.” So, this is no time to confuse people on what you want them to do! Giving them too many options or actions may result in them taking no action at all. Yikes.

2. Evaluate Your NONPROFIT’S Website For Optimal Giving

Even if people typically donate to your nonprofit through social media, text, or an app, you need get your website’s house in order to optimize year-end giving. Many people still give through websites, and if someone is new to you or your cause, they may check out your site before donating through another avenue like texting.

Make sure your campaign is front-and-center on your homepage, your donate button is easy to see and ideally in the top right corner, and evaluate any other pages where giving should be mentioned.

No need to only designate one or two pages for fundraising efforts. Of course, you don’t want to bombard people, but it may be appropriate to create an “event” for your campaign on your calendar page, add a pop up, or even include it on your About page. Additionally, you can create a banner at the top of your site that will display on all pages. (See mine in red at the top?) This is done through the “Hello Bar” plug-in on Wordpress and the “Announcement Bar” in Squarespace.

Want more of an explanation? Take a look at my video on how your website is less like IKEA and more like a mall.

3. Increase Your Promotion Frequency

There’s a tricky balance to this, and I explain it more in this video, but you definitely want to increase your email/social media/video/promotion frequency leading into year-end giving. This practice holds true anytime you launch something new, but especially because you’ll be dealing with a lot of competition during the holidays. Other nonprofits will be combing the interwebs for more donations, too, and lest we forget about all of those unbelievable sales at your favorite retail stores.

The takeaway here is that you shouldn’t send an email in November and December, post the campaign on social media a couple of times, and call it a day. You are going to have to work hard for that money, as the song goes. And you’re going to have to see it through until the end. Give Back Nation states that 12% of annual giving occurs during the last three days of December! So, send those reminders!

The caveat here is for my friends who’ve been so busy working that they let all their marketing and communications efforts fall by the wayside. Is that you? No judgement, but now’s the time to rev up those engines. Start now by sending your audience an email on what’s been happening, posting the latest on social media, and having general update conversations with people. This way you aren’t only going to send them a bunch of requests for money. That’s no bueno.

4. Offer Multiple Ways to Give to your nonprofit

Give your people multiple ways to give. This goes back to the basics of knowing your audience. If you have a younger audience, consider adding the ability to donate via text. Check out these compelling stats from Mobile Cause, including the one that says, “96% of donors use a mobile phone as their primary device.”

If you have an older audience, you might want to consider hopping back on the snail mail wagon. There is no perfect answer here. The right answer is the one that works for your tribe.

Again, you always want to make it easy for them to donate by removing any barriers in their path.

5. Add a Bonus

If you’ve got merchandise on your hands, you may want to give donors a gift in exchange for their contribution. You could even have something created just for this purpose, like a mug, tumbler, t-shirt, or jewelry. What do your people love?

People who are invested in your organization and your cause will be delighted to receive swag for their support. Plus, then they’re carrying your message around with them in public. (<— good marketing!)

6. Get Up Close and Personal with your donors

I don’t need to go in-depth on this one, but a face-to-face interaction will always be your best bet when it comes to fundraising. It works better than any sponsor presentation, email, video, or social media post. Get on the calendar of your biggest donors to date, or potential big givers, and make your case over lunch or coffee. Maybe even pay for it!

Another option here is to at least email people personally and start a conversation. Don’t rely on the mass emails that come from your nonprofit. Write specifically to that one person, and make sure they know it’s coming straight from you. (For the right people, phone calls or video chats are also a good option here.)

Don’t have time? This is potentially the most powerful of all the ideas you’ll read here today, so if you don’t have time, I suggest you make it.

7. Get Everyone on Board

Year-end fundraising is an all hands on deck situation! Make sure your board, employees, volunteers, and any other key stakeholders are carrying the banner.

I talk about this topic a lot on the blog and elsewhere as it relates to launching (<— the creation and promotion of something new), but this is a big deal, so it shouldn’t be left to the development or communications department. Everyone needs to be involved!

(For more on this topic, read this post.)

8. Go Out and network

Yes, it’s getting chilly outside, but this may be the prime time to get out there and start cultivating more donors at events, whether you’re hosting them or not. There’s already plenty happening this season!

It’s easy to leave all of the fundraising to your digital marketing strategy, but shaking hands has a powerful impact on people. In fact, this study shows that “a handshake preceding social interaction enhanced the positive impact of approach and diminished the negative impact of avoidance behavior on the evaluation of social interaction.”

A handshake and a smile can put people at ease, and give you an open door for talking about your cause. Someone may not be ready to donate during that first interaction, but you’re paving the way to a future relationship, which is a big win overall.

9. Participate in #GivingTuesday (At Least to Some Extent)

Some of you probably love #GivingTuesday, and some of you could care less. Some of you may even be new to the “holiday” as a whole, since it’s been around less than a decade.

Now in its eighth year, this unofficial holiday occurs the Tuesday after Thanksgiving, and celebrates ways people can contribute to causes, whether monetary, through volunteering, or some other type of involvement.

A few of my clients have participated in #GivingTuesday in the past, but most haven’t. What I suggest to them all, however, is to jump into the mix in some way or another. There are tens of thousands of charities participating each year, so why not be a part of the conversation?

You don’t have to come up with a specific #GivingTuesday campaign, but I think it’s a great idea to send an email on this day or the day before, post on social media about your year-end fundraising campaign, and anything else that keeps you in front of your audience while numerous other nonprofits are out there seeking donations.

Even the most generous of us still only have so much money to go around, so make sure you’re getting a piece of that pie.

10. Ask Partners to Promote your year-end giving campaign

If you are lucky enough to have influencers, partners, sponsors, and the like who rally around your cause, it may be time to call in a favor. You may, of course, need to do something for them in return (or at least offer), but if there’s someone who can help you get your message out in the world, this could be a great time to rally the troops.

Let me sing my song again, though: Make it easy for them. Don’t just say thanks, and leave them to put together their own social media promotions and emails. It’s less likely to get done, or the messaging may not be what you want.

Always offer to create whatever resources they may need to share about your nonprofit. If they don’t need anything, great! But if they do, you’ll be the hero!

11. Recruit Someone to Match Gifts

I’ve left this one for last because it’s potentially the hardest. In fact, because we’re already in November, it may even be too late. But depending on your network and resources, maybe not! I’d certainly give it a try. If it’s an option you need to table for now, make it one of your top priorities for next year.

And let me clarify. This idea could include workplace charitable giving with a matching option, or one of those, “Give by December 15th and all donations will be matched up to $50,000” kind of campaigns that is instigated by one generous donor.

According to Double the Donation, “Mentioning matching gifts in fundraising appeals results in a 71% increase in the response rate and a 51% increase in the average donation amount (and that’s prior to receiving matching gift funds).” That stat makes it a big deal!

So, determine your heavy-hitters as well as your corporate partners, and see what it will take to move the needle in your direction. This could be a huge win for your nonprofit!

What else has helped you haul in those end of year donations?

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I’m Kristi Porter, and I help cause-focused organizations understand and execute effective marketing campaigns so they can move from stressed to strategic. Your resources may be limited, but your potential isn’t. Whether you’re a nonprofit, social enterprise, or small business who wants to give back, I’ll show you how to have a bigger impact.

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10 High Result, Low Budget Launch Marketing Ideas

A few days ago, I laughed and cried my way through the Won’t You Be My Neighbor? documentary about Mister Roger’s and his famed neighborhood. If you haven’t seen it, I highly recommend it!

As a kid who watched and loved that show, it brought back a lot of memories. However, as a kid who grew up to be a marketer, I can’t help but watch everything through that lens as well. Occupational hazard! One of the things that struck me was his approach to the concept of his show. He stripped away a lot of the fanfare and gimmicks he saw on other shows, leaving room for his authenticity, playfulness, and heart for educating children on important values. And kids loved it!

Okay, so what does this movie have to do with launching, you might ask? Well, it’s that same lesson I want you to take into your next launch. People will ultimately resonate with you and your mission, not simply because of some stunt or gimmick.

Sure, there might be times when those kinds of tricks enhance your launch, but don’t come to depend on them. If you have a sale every time you launch a new product, for example, people may start to only buy at that time. After all, when’s the last time you bought something full priced at Old Navy? With a new sale every other week, they’ve trained people to wait for the next sale before making a purchase.

I’m also reminded of those launches that give away the latest iPhone or a European trip. Does anyone else sign up for all of those? I know they do because I never seem to win! However, as soon as that giveaway is over, I jump ship and unsubscribe. That’s no way to build a loyal list.

But I also realize that people also have to see and hear your mission to get on board. So, let’s talk about 10 high result, low budget launch marketing ideas that I love. There are varying levels of time and energy required for each, but I’ve seen them do great things for other nonprofits and social enterprises, and think they can serve you well, too.

1) Empower People to Share About Your Launch

There’s still no better form of advertising than word-of-mouth. So, why not increase yours by empowering people to do just that? And it helps when you can give them a nudge, too!

I wrote a whole blog post about this idea, but the gist is that you should provide pre-written social media samples (text, images, videos, etc.) to your staff and key stakeholders for every major launch. Essentially, you’re giving them all the tools they need to help promote with little effort on their part. If they have to think hard about it or write their own, they’re much less likely to take action.

2) Update Your Website . . . In More Than One Place

This may seem like a silly thing to state, but remember how we’re all still waiting for common sense to catch on? Yep, this goes in that category. I’m saying it because I see it.

If you’ve got a huge launch coming up, and you don’t make it prominent on your website—and in multiple places—you’re doing yourself a big disservice. It’s common to put a launch image or blurb on your homepage, but what about other pages? It might be a great fit there, too. And, depending on how someone found you, they may not even land on your homepage first, so you don’t want them to miss the memo.

3) Add Bonuses to Your Launch

Bonuses are usually my preference over discounts. This way you aren’t devaluing your service, product, event, or whatever else you may be creating. Plus, they can make your launch even more exciting, resulting in more eyes paying attention.

Bonuses are normally offered during the pre-launch or early launch phase, and examples can include one-on-one time with you, an additional product, a video series, a gift from one of your partners, etc. The options are endless!

Don’t get me wrong, sometimes sales and discounts are the way to go, but take a look at bonuses as well. “Limited time offers” fall under this umbrella, too. They’re a great way to ask people to take an action with a deadline in mind, which is often very beneficial for you in the planning stages.

4) Email Your Tribe (More Than Once)

Inboxes fill up fast, so don’t rely on just one or two emails to make your big announcement. And people often have great intentions to buy or donate, but they’re also bombarded with a million distractions every day.

So, create a series of emails to educate and inspire your tribe to take action. Find different angles of your launch to address in each one, rather than simply repeating the same information.

5) Jump On Facebook Live and Instagram Live

Over the last couple of years, video has become hot, hot, hot! For this introverted copywriter, that’s a real bummer, ha! For others it may be great news. Regardless, it’s important to sit up and pay attention. Takeaway —> You can’t ignore video!

So, it’s time to jump on Facebook and Instagram Live. What you should love about this marketing channel is that it’s super cheap. As in free. You don’t need a studio or all the fancy lighting. With the click of a button, you’re in business.

If video is new or uncomfortable to you, I suggest starting with Facebook and Insta Stories because they disappear in 24 hours. Less pressure, hooray! Once you have a little more courage, or if you prefer to force yourself as I do, give Facebook Live a chance. Video allows you to talk to your fans almost as if you were in the room with them, giving you a fantastic opportunity to talk about your launch and cause.

6) Utilize All Your Real Estate

If your organization has multiple websites, email lists, social media channels, or apps, make sure they’re all involved and promoting. This is no time to be timid!

When I was an event marketing director, our main sources of revenue were events and curriculum. The curriculum purchasers logged in regularly to view materials, and we also had an internal bulletin board on their website for announcements. So, you’d better believe I promoted events over there!

Besides your main website and social media, where else can you communicate to potential donors and customers?

7) Ask Partners to Promote Your Launch

Who do you know that can help promote your launch for free? This can be individuals or companies. It might be official partners and sponsors, or casual friends of your nonprofit or social enterprise that want to see you succeed enough to promote on your behalf.

This is a great opportunity to get in front of entirely new audiences. Just remember, however, that you may need to scratch their back in the future, too.

8) Let Your Audience In On The Process

Create ready-made buyers when you give people a say in the end result. Allowing your audience to provide ideas, feedback, or suggestions during the pre-launch phase to gives them ownership and gets them excited. They’re more likely to participate and share the launch as well.

I’ve seen authors allow their fans to choose book covers, course creators ask for suggestions, product makers seek out testers, and much more. How can you get your people involved?

9) Share Customer Reviews or Testimonials

We all love social proof. It’s the reason we seek out Yelp and Amazon reviews. It’s nice to know that someone has come before us and already loves what we’re interested in. It simply helps us proceed with confidence.

Obviously, some launches lend themselves better to this idea than others, but don’t be afraid to think out-of-the-box. If you have a fundraising campaign, for example, add testimonials to your site (and giving page) from those that have benefitted from your work or have previously donated.

Here’s an example from Signify.

10) Pre-Sale Your Launch

Wouldn’t it be a wondrous thing to have money coming in before you’ve officially launched? That’s the beauty of a pre-sale.

This is why some events allow you to purchase tickets to the following year before you even walk out the door. It’s also why movies sell tickets months in advance. And don’t forget about those books that come with pre-launch bonuses, or courses that give you a discount prior to hitting the market. The pre-sale has definite advantages for both you and the buyer!

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I'm Kristi Porter, and I started Signify to provide writing and consulting services to nonprofits and for-profit organizations with a social mission, primarily through copywriting, marketing, and business communications. I also teach solopreneurs and small businesses how to incorporate philanthropy and giving strategies. I believe that cause-focused organizations are the future of business. You're proof that companies can both make money and do good. And I'm here to help you get noticed and grow. When you succeed, we all win.

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How to Start a Successful YouTube Channel

Been thinking about starting a YouTube Channel for your nonprofit or social enterprise? if so, you’re not alone. My intern, McKenzie Bethel, is about to share some compelling stats that may move you beyond simple curiosity.

In fact, for nonprofits, it may be the perfect time to begin! Just a few weeks ago, the video giant announced YouTube Giving, which will offer expanded tools for soliciting and receiving donations. But no matter your business model, here are a few, easy ways to create your YouTube channel.

It can be difficult to clearly convey what you are thinking and feeling through written text. While traditional social media sites are great for starting, growing, and expanding your organization, sometimes the human to human connection can get lost in translation. This is one reason video has become so popular. It’s the next best thing to being in the room with someone.

And when it comes to video, there’s still no one bigger than YouTube. Along with connecting to your audience, YouTube can be used as a great marketing tool.

Why YouTube?

Over two million videos are viewed on the platform each day. Just imagine how much attention even a portion of that could bring to your nonprofit or social enterprise!

A little over 10 years ago, Google bought YouTube, making it one of the most searchable platforms around. This merger is great news for your organization and growing a channel, as this allows you to appear in many more search results.

YouTube has become a powerful form of communication because it makes sharing your message incredibly simple. And unlike other social media outlets, YouTube’s content is widely consumed outside of itself, such as on other websites. Embedded videos allow users to share your content almost anywhere for more people to see.

Another perk is its longevity. Videos are often watched and shared months after they were posted, even without promotion.

Before you jump in, though, there are a few things you need to know to make the best out of your new YouTube channel.  

1.     Choosing a URL

As they say, the internet is forever. Well at least your YouTube URL will be. Google, the owner of YouTube, makes it very difficult to change your URL, especially if you have a young and growing channel. Unless you qualify for a custom URL, you are stuck with the first one you select.

Choose something that is synonymous with your organization and brand. It’s also a good idea to examine your other platforms. Having the same username across all of your different social media channels makes it easier for your audience to find and connect with you. Using a tool like Namechekr will help you make sure that the name you want is available on multiple platforms.  

 2.     Consistency

The key to a successful YouTube channel is being consistent! To keep an active audience, you must be active as well. One way to stay consistent is to let your viewers know when you will be posting and to stick to that promise. It lets them know that you will be coming back regularly and are committed to your work. It also gives them something of yours to look forward to.

The frequency of your uploads depends on the type of channel you have. With a vlog, you would want to post more often to keep the audience in tune with your daily life. For most other channels, posting once a week is sufficient.

Whatever upload schedule you decide on, stick to it! Your audience will lose trust in you and your nonprofit or social enterprise if you make promises that you cannot keep. 

3.      Optimization

If you haven’t heard yet, YouTube is going through major algorithmic changes. It’s becoming increasingly difficult to keep up with, even for the current, popular creators. However, there are a couple of ways to stay ahead of the game.

Quality, quality, quality. No one wants to watch a blurry, difficult to see video. High resolution, high quality videos will attract more viewers. More viewers will, in turn, encourage people to like, share, and subscribe. And greater interaction will increase the ranking of your video and that is how more people will see it.  

Close behind video quality is content optimization. Telling YouTube what your videos are about will help them reach more people. The title, tags, and description will tell YouTube’s algorithm how to categorize your video and make it appear in the appropriate search results.

Find the right buzzwords that relate to your video. Use them in your title, tags, and description along with other relevant words that will attract a larger audience. Shorter descriptions tend to perform better. Not many people want to read an essay before watching a video.

A good rule of thumb is to keep the description under 180 characters without forgetting the most important information. With that being said, do not use fluff words. YouTube can detect “filler” tags and will shift your video ranking lower. Use words that are relevant to the context of your video, channel, and cause-focused organization as a whole. Always include your website, social media links, and other links you want your viewers to have handy.

 4.     Thumbnail, Title, and Trailer

The thumbnail and title are the first two viewed elements of your video. If they are not interesting enough, no one will click to watch more. YouTube is considered one of the largest search engines at the moment, so having a catchy title can increase your channel traffic tremendously.

Make sure your title is short, yet engaging and descriptive. One thing to note is that video titles are not permanent! You can play around with different keywords and title structures to see what works best for you.

One of the easiest ways to gain views is by having incredibly eye-catching thumbnails. YouTube will offer random screenshots for you to use as thumbnails, but it is a much better decision to create custom thumbnails. A great resource for that is Canva, which has numerous templates, including one specifically for YouTube thumbnails and intro videos. This way you always get to control what people immediately see on your videos, rather than worrying about someone’s eyes being closed or mouth being open.

While you want to make your thumbnail interesting, avoid click-bait! Click-bait is using a provocative title or photo in order to get someone to click on it, only to find out the topic is not related to the content at all. Click-baiting is very deceiving and will make your current followers, and new viewers, lose trust in you.

Your video titles should be short, sweet, and clever but not to the point where they are difficult to understand. They should hint to the biggest point in the video without giving too much away.

Your channel trailer, or intro video, may be the first video your growing audience will see when they visit your channel. It’s a short clip that promotes your channel and hooks your audience into wanting to see more. The best trailers show the highlights of your page and display your businesses content in a fun way. Instead of sitting down and talking about your channel, show us!  

If possible, use clips from previous videos and compile them into your own little story reel. That is a creative way to explain what your channel is all about. Keep your trailer short and sweet, too. YouTube analytics predict that trailers under 40 seconds perform better than longer ones. Keep in mind that the ultimate goal is to make the viewer subscribe. If you were a new viewer, what is something you would be excited to see?

5.     Content

Content is the heart and soul of your channel. Ultimately, it’s what draws viewers in and keeps them coming back. Your channel is the perfect place to introduce your work or cause, share ideas, and promote upcoming launches. The most common and successful videos for small businesses and organizations are product explanations, customer testimonies, and tips.

It sounds daunting to create so much new content, but that doesn’t have to be the case. Repurposing video and content is more than welcome in the YouTube community. For example, if you are already producing a podcast, try taping it and posting that footage to your channel. People would love to see the mannerisms and facial expressions that go along with their favorite podcast.

Another way to repurpose content is by using footage from a previous event and adding to it. Show snippets of the event and add in your commentary so the viewer is engaged. Of course, the type of content you choose to post will depend on each organization, but a good rule to follow is to mix it up. Switching it up between sit-down videos and “in the field” type videos will keep your audience looking forward for your next upload.

6.     Be social, share, and collaborate

Popular videos are promoted more often by YouTube and that’s all thanks to engagement levels. More subscribers and more views will place your videos higher in search results. It’s a huge plus if someone subscribes to your channel right after watching one of your videos, according to YouTube.

The easiest and most organic way to generate growth is to ask for it! Share your channel and videos on your other social media channels and website, tell your friends and colleagues, and collaborate with other entrepreneurs and organizations. Using a Call To Action (CTA), is a great way to get the word out about your cause and YouTube is no different.

Each one of your videos should have a CTA at the end to further engage your audience and encourage them to take action. Tell viewers exactly what you want them to do whether that’s subscribing, liking, or sharing your video. 

Last but definitely not least—become a part of the YouTube community. Find channels that correlate with your organization, cause, or personal brand and engage with them! Even leaving a simple comment on another creator’s channel can connect you with the right person.  

Contributing to discussions will attract new viewers to your channel as well. Leaving thoughtful comments will grab the attention of passer-by and encourage them to check out your content. Avoid spamming others’ comment sections, however. That gives of an insincere vibe and will not yield great channel traffic results. 

Would you like to see this advice in action?

Here are four examples that showcase the tips above. The first two are nonprofits, and the latter are for-profit organizations.

The Task for Global Health has a wide variety of videos. Some explain who they are and what they do, and others are stories from communities they have served. And Dosomething.org caters to young people, so they have a more laid-back approach to their channel. The incorporate interviews, challenges, and some public service announcements into their content.

The Body Shop is a cause-oriented brand. They use their YouTube channel to show tutorials for their products and on occasion, have serious conversations. Finally, most of us know about Tom’s Shoes and what they stand for. Their videos range from completely creative content to their newest shoe to showing off their charity work. These four organizations can be great inspirations for your own channel.

Does your organization have a YouTube channel? If so, leave your link in the comments, and we’ll check it out!

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I’m McKenzie Bethel and I’m a fourth-year Economics Major at the Georgia State University with a minor in Journalism.

I have many hobbies but writing, filming, and creating content hold a special place in my heart. I hope to use economics to advocate for caused-focused organizations in the future.

LinkedIn

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I'm Kristi Porter, and I started Signify to provide writing and consulting services to nonprofits and for-profit organizations with a social mission, primarily through copywriting, marketing, and business communications. I also teach solopreneurs and small businesses how to incorporate philanthropy and giving strategies. I believe that cause-focused organizations are the future of business. You're proof that companies can both make money and do good. And I'm here to help you get noticed and grow. When you succeed, we all win.

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How to Make Your Next Event More Successful

I don't know about you, but I love events. I love attending them, of course, but also working on them behind-the-scenes. When I was an event marketing director, I was able to help create a dynamic experience for almost 8,000 people. And with my nonprofit and social enterprise freelance clients, it's still a blast to see an event go from concept to completion, resulting in smiling faces, sales earned, and money raised.

A couple of years ago, I had the privilege of working with one of my favorite local organizations, Atlanta Dream Center, on their annual benefit dinner. I had been volunteering with them for three years at that point, and they were Signify's first, official client, so they'll always have a soft spot in my heart. Understandably, I was thrilled to be working with them on a professional level now, too.

At the end of the evening, we had quite a surprise—we had not only met the fundraising goal, but we had quadrupled the previous year's total! High fives all around!

However, I don't think it was an accident. After working on so many events over the years, both large and small, I believe there is a key factor we implemented during the event planning process that changed everything.

So, if you're looking for event planning tips, this one's a doozy! Here's how to make your next event more successful than your last. (Hint: It's probably not what you think.)

If you stumbled upon this post looking for the latest event planning tips and tricks, you might be a little disappointed. But, hang with me, I think you'll still learn a really valuable lesson, especially if you're a beginner to the event planning world.

You see, what I've found over and over again, across many contexts, is that while there are always shiny, new ideas to make your event look awesome, there is one element of event planning that should always get the spotlight.

It's the step that should never get skipped.

So, what is it? Strategy.

I truly believe taking a more strategic approach to planning the 2016 Atlanta Dream Center (ADC) annual benefit gala was key to its financial success.

Here's why.

A FOUNDATION FOR SUCCESS

When I first started as a contractor for the benefit dinner, I was mostly working alongside the development director, who had been in the position less than a year. So, we were both newbies to the event. And even though the dinner was entering its fourth year, I felt like the event was still just trying to get off the ground. 

There was no established model to follow. The ADC staff had tried a few different formats, but hadn't really fallen in love with one yet. That gave us a lot of latitude without a tremendous amount of expectations, except for the fact that this was their largest fundraiser of the year. #NoPressure

There were a couple of things we immediately did to start off on the right foot.

The first was to get organized. Those who had been in charge of the dinner previously were no longer with the nonprofit, so we had to conduct a treasure hunt for some of the assets because I really wanted to take a look at what had been done before to assess how effective it was, and ways to build on it.

Once we had them collected, my suggestion was that we move everything to Google Drive so all stakeholders would have instant access. This plan worked great, and allowed us to collaborate well. It also solved the problem of keeping everything in a central location should someone else leave in the future.

The second thing we did was set up regular planning and check-in meetings leading up to the event, which was about five months away. Some of those were just between the development director and I, and some involved all department heads for the organization that needed to have a say in aspects of the dinner. 

These two choices may seem easy, small, or inconsequential, but I promise you that they made a big difference in the tone and feel of the event right from the start. And everyone could feel it.

Never underestimate the power of being organized!

STRATEGY'S ROLE IN EVENT PLANNING

Now, we were ready to start the event planning process. And this is where strategy became the star player.

During one of our early meetings, the entire team was sitting around a table discussing the format, logistics, and what people liked and didn't like from previous years. I also started asking them more questions about who would be in the seats.

This proved to be a key moment because, not only should you ask this question every time you plan an event, but that year was a turning point for the organization. The goals for this dinner were bigger because costs had risen, of course, but they were also gaining a bigger reputation in the area.

Previously, it had been friends, family, and close partners who attended the event. That year, however, they wanted to target new individuals and corporations. Essentially, they were ready to broaden their reach.

So, we had to start looking at everything fresh for that year's dinner. What had worked in the past might not work for a new crowd.

We revamped the sponsorship package, added a lot of cold leads to the potential sponsor list, and changed the format of the event to be more forward-thinking and informative, rather than using "insider" language as they had done before.

This new group of attendees might not be familiar with the different ministries under ADC's umbrella, or know why the work is important, or understand how their donations can effect people and programs all over the state. It was a big opportunity, and we didn't want to miss it.

I also created::

• Positioning language for the sponsorship package, instead of it just be a list of benefits, which helped people understand the what and why of their mission.

• A formal sponsorship letter that anyone on the staff could use as a framework to solicit donations.

• Talking points so that anyone who spoke about the dinner to a potential sponsor, donor, or ticket buyer could stay "on message," relaying the most important aspects of why the event was being held and what the money would go toward.

• The text for the website and email/print newsletters, so that everything was aligned and on point.

• A marketing plan for them to see the event strategically from start to finish, even if I wasn't around.

• A press release to get the word out about the event's success after it was over, which could bring more eyes to their work, resulting in even more new supporters, donors, or partners.

The ministry also began working on ways they could highlight their uniqueness, as well as how it relates to the overall mission of the organization. We needed to clearly communicate how everything worked together. And it turned out to be a very cool, experiential element of the evening that they now improve each year.

From the initial conversation to the wrap-up meeting, my goal was to bring a new level of professionalism to the event, and a fresh pair of eyes.

Don't get me wrong, their staff is outstanding at what they do, and they are relational to the core. (And a whole lot of fun!) But, like many small nonprofits, they struggled with systems and processes. Strategy wasn't the foundation of the event.

(Note: Having an annual fundraiser because everyone else does or simply because you need money isn’t a strategy—or even a very good reason. Make sure you truly understand why you want to host the event before you put your staff through the pain of executing it.)

We made a huge amount of progress that year—and it showed. Yes, the final fundraising tally was fantastic, but those who had previously attended their benefit dinners also noted how different everything felt. They could see and feel the shift and intentionality, and they were really looking forward to the next one. That's definitely what you want to hear!

The staff also said that it was the most relaxed they'd felt at the benefit dinner. (<— Also what you want to hear!) Each person knew their role, and were able to connect with sponsors and donors throughout the evening rather than running around putting out fires and pitching in on last-minute logistics. 

One of the other things I suggested to the team was that we not only ask for donations at the end of the event, which was already part of the plan, but we give attendees other ways to stay engaged and build deeper relationships with ADC throughout the year. This was important both for the die-hard fans and the people who were new to the mission.

You don't want to have a great event and captive audience, and then just say you'll see them next year. You want to give them a clear next step, and make it easy to take.

Our answer was to have staffed tables and flyers available in the lobby while people waited in line for valet service. This move gave attendees options for getting more involved with whichever ministry struck a chord with them that night, as well as opportunities to further utilize their time, resources, and funds to support the nonprofit.

DETERMINING SUCCESS

It's absolutely true that sales and donations are important. Those things keep the doors open and the lights on. And it's equally true that people have planned events with far less strategy and still seen great results.

But planning a successful event can be seen so many different ways:

• Hitting bigger sales and revenue goals

• Increasing attendance

• Not driving your staff insane

• Letting you sleep easier at night

• Allowing your tribe to take the right, next steps with your organization

That's why I think strategy is the key to making your next event more successful. It certainly worked for Atlanta Dream Center, and I think it will work for you too.

“‘Exceed expectations’ is an overused expression with few who can document occasions when they actually did exceed expectations. Kristi Porter is one who can point to the work she did with the Atlanta Dream Center and accurately state that she exceeded all of our expectations. You will be well pleased with the results achieved by bringing Kristi onto your team.” - Mark Northcutt, Atlanta Dream Center

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I'm Kristi Porter, and I started Signify to provide writing, consulting and strategy services to nonprofits and for-profit organizations with a social mission, primarily through copywriting, marketing, and business communications. I believe that cause-focused organizations like yours are the future of business. You're proof that companies can both make money and do good. And I'm here to help you get noticed and grow. When you succeed, we all win.

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