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Converting Your Special Event
   Guests to Program Donors
  Deborah Spector, President
Creative Solutions & Innovations
   deborah@creative-si.com
  www.creative-si.com/blog

              Creative Solutions & Innovations
            | www.creative-si.com | 404.325.7031
Your nonprofit just completed a
    successful special event!

             Creative Solutions & Innovations
           | www.creative-si.com | 404.325.7031
Post-event check list


   More than 350 guests attended the special
    event
   The entertainment was great
   The silent auction was a success
   The new awards program was well-received
   You had great media coverage
   You beat your financial goal!
                    Creative Solutions & Innovations
                  | www.creative-si.com | 404.325.7031
Now capitalize on your success!



  Convert your special event
  guests into program donors.



             Creative Solutions & Innovations
           | www.creative-si.com | 404.325.7031
First Step



Be sure that senior staff & board members are going in
                  the same direction
& are committed to converting special event guests into
                    program donors!




                        Creative Solutions & Innovations
                      | www.creative-si.com | 404.325.7031
Special Event Timeline*




*Contact deborah@creative-si.com for special event timeline template

                        Creative Solutions & Innovations
                      | www.creative-si.com | 404.325.7031
Action steps before event
   Update timeline & add post-event action steps:
     Post-event surveys
     Invitations to signup for e-newsletters
     Announce updates on programs & volunteer opportunities
     Send personalized thank you notes with hand-written note
      from event chairs
   Update CRM database:
     Identify interests and connections
     Research Google & social media sites
     Update contact information
     Identify personal contact within organization


                            Creative Solutions & Innovations
                          | www.creative-si.com | 404.325.7031
Action steps before event #2
   Create event micro-site or update website
     Add electronic RSVP & payment services
     Include information about your mission & vision to auto-
      responder thank you.
     Update your website and e-newsletter on what programs
      your special event supports.
   Update communications plan including Social Media
     Update social media sites
     Activate online communications
     Create online press room
     Invite guests to like you on Facebook & join you on LinkedIn
     Update YouTube site
                          Creative Solutions & Innovations
                        | www.creative-si.com | 404.325.7031
Action steps before event #3


   Hold a brainstorming session with leadership
     Identify new guests prospects
     Share knowledge & relationships to guests
     Volunteer to serve as ambassadors at event
     Choose 5-10 guests to personally invite to event
     Be involved in developing seating chart




                          Creative Solutions & Innovations
                        | www.creative-si.com | 404.325.7031
At the event


   Your board members act as hosts.
   Ambassadors interact with their ‘target’ guests and where
    possible join them at their tables.
   Signage recognizes sponsors & includes mission statement.
   Printed programs and other materials describe your programs
    & projects.
   Be sure all materials have contact information to a person,
    e.g., development director or program director.



                          Creative Solutions & Innovations
                        | www.creative-si.com | 404.325.7031
After the event
   Send personalized thank you notes.
     Arrange for board chair or event chair to sign.
     Ask ambassadors to send a separate note to their invitees
      on personal stationary.
   Hold a post-event meeting
     Share knowledge about guests and possible links to
      programs
     Identify guests for further cultivation
   Identify ways to stay in touch with key guests
     Invite them to special lectures & other targeted programs
     Include in your annual campaign with personal invitations


                           Creative Solutions & Innovations
                         | www.creative-si.com | 404.325.7031
Keep the story alive
Social media initiatives should live on, extending the
  life of your events. Social media makes it easier for
  you to reach out to attendees, volunteers &
  sponsors to keep them engaged.
 Event website:
   Your event website serves as the hub for your event and after-
    event activities
   Post awards
   Post photographs and a link to download and/or purchase
   Embed YouTube presentations
   Provide easy to find links to your social media sites.
                           Creative Solutions & Innovations
                         | www.creative-si.com | 404.325.7031
Keep the story alive #2
   Facebook
   Launch an event page & keep live after the event.
   Continue building your community by inviting people to Like
    your page.
   Feature your sponsors & post their comments on their event
    participation.
   Provide event recaps in photos and videos.
   Thank participants, sponsors, volunteers.
   Quote participants about their experiences.
   Post a recap e-newsletter
   After the event turn your friends into activists for your cause.
    Make sure you focus on opportunities to be engaged.
   Link to YouTube presentations from the event
   Share your successes.
                            Creative Solutions & Innovations
                          | www.creative-si.com | 404.325.7031
Keep the story alive #3
   Twitter
   Create a Twitter hashtag for your event.
   Share relevant information/content about your organization.
   Put links to your event in your tweets.
   Build engaged community before and during your event.
   Invite people to retweet information on your cause.
   Say thank you to people who retweet your post.
   Set up twitter to post tweets to your Facebook event page.
   Tweet links to event videos, & testimonials.
   Keep up your presence with meaningful information on your
    cause.
   Continue to build an interested community.
   Link to YouTube presentations from the event.
                           Creative Solutions & Innovations
                         | www.creative-si.com | 404.325.7031
Keep the story alive #4
   LinkedIn
   Create a group for your organization.
   Post information about your events in your group.
   At the same time, foster robust discussion groups and
    encourage members of your group to join the discussion
   Link to YouTube presentations from the event
   Share your successes




                           Creative Solutions & Innovations
                         | www.creative-si.com | 404.325.7031
Be Realistic!
Analyze the reasons people came to your special
  event. Stay focused on building community:
 Were guests asked by a friend? Were they part of a
  corporate table?
     Realize cultivation will be more difficult unless you identify
      a connection.
     Regardless, find ways to stay in touch and involve.
   Do they support your mission? Are family members
    touched by the issues you address?
     Invite to on-site visits and lectures with leading authorities
      in your field.
     Provide links to resources.


                           Creative Solutions & Innovations
                         | www.creative-si.com | 404.325.7031
Resources In The Spotlight
        www.creative-si.com/in-the-spotlight.html

POWERPOINT PRESENTATIONS -
 Communications – Getting Attention & Enhancing Your
  Reputation
 Loud & Clear - Successfully Marketing Your Nonprofit
 Fundraising Without Special Events? No Way!
 The Power of Sponsorships!
 Promoting a Film Festival in 3 weeks!
 Special Events during Turbulent Times
 Role of the Board & Successful Fundraising Techniques




                        Creative Solutions & Innovations
                      | www.creative-si.com | 404.325.7031

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Converting your special event guests to program donors

  • 1. Converting Your Special Event Guests to Program Donors Deborah Spector, President Creative Solutions & Innovations deborah@creative-si.com www.creative-si.com/blog Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 2. Your nonprofit just completed a successful special event! Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 3. Post-event check list  More than 350 guests attended the special event  The entertainment was great  The silent auction was a success  The new awards program was well-received  You had great media coverage  You beat your financial goal! Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 4. Now capitalize on your success! Convert your special event guests into program donors. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 5. First Step Be sure that senior staff & board members are going in the same direction & are committed to converting special event guests into program donors! Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 6. Special Event Timeline* *Contact deborah@creative-si.com for special event timeline template Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 7. Action steps before event  Update timeline & add post-event action steps:  Post-event surveys  Invitations to signup for e-newsletters  Announce updates on programs & volunteer opportunities  Send personalized thank you notes with hand-written note from event chairs  Update CRM database:  Identify interests and connections  Research Google & social media sites  Update contact information  Identify personal contact within organization Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 8. Action steps before event #2  Create event micro-site or update website  Add electronic RSVP & payment services  Include information about your mission & vision to auto- responder thank you.  Update your website and e-newsletter on what programs your special event supports.  Update communications plan including Social Media  Update social media sites  Activate online communications  Create online press room  Invite guests to like you on Facebook & join you on LinkedIn  Update YouTube site Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 9. Action steps before event #3  Hold a brainstorming session with leadership  Identify new guests prospects  Share knowledge & relationships to guests  Volunteer to serve as ambassadors at event  Choose 5-10 guests to personally invite to event  Be involved in developing seating chart Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 10. At the event  Your board members act as hosts.  Ambassadors interact with their ‘target’ guests and where possible join them at their tables.  Signage recognizes sponsors & includes mission statement.  Printed programs and other materials describe your programs & projects.  Be sure all materials have contact information to a person, e.g., development director or program director. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 11. After the event  Send personalized thank you notes.  Arrange for board chair or event chair to sign.  Ask ambassadors to send a separate note to their invitees on personal stationary.  Hold a post-event meeting  Share knowledge about guests and possible links to programs  Identify guests for further cultivation  Identify ways to stay in touch with key guests  Invite them to special lectures & other targeted programs  Include in your annual campaign with personal invitations Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 12. Keep the story alive Social media initiatives should live on, extending the life of your events. Social media makes it easier for you to reach out to attendees, volunteers & sponsors to keep them engaged.  Event website:  Your event website serves as the hub for your event and after- event activities  Post awards  Post photographs and a link to download and/or purchase  Embed YouTube presentations  Provide easy to find links to your social media sites. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 13. Keep the story alive #2  Facebook  Launch an event page & keep live after the event.  Continue building your community by inviting people to Like your page.  Feature your sponsors & post their comments on their event participation.  Provide event recaps in photos and videos.  Thank participants, sponsors, volunteers.  Quote participants about their experiences.  Post a recap e-newsletter  After the event turn your friends into activists for your cause. Make sure you focus on opportunities to be engaged.  Link to YouTube presentations from the event  Share your successes. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 14. Keep the story alive #3  Twitter  Create a Twitter hashtag for your event.  Share relevant information/content about your organization.  Put links to your event in your tweets.  Build engaged community before and during your event.  Invite people to retweet information on your cause.  Say thank you to people who retweet your post.  Set up twitter to post tweets to your Facebook event page.  Tweet links to event videos, & testimonials.  Keep up your presence with meaningful information on your cause.  Continue to build an interested community.  Link to YouTube presentations from the event. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 15. Keep the story alive #4  LinkedIn  Create a group for your organization.  Post information about your events in your group.  At the same time, foster robust discussion groups and encourage members of your group to join the discussion  Link to YouTube presentations from the event  Share your successes Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 16. Be Realistic! Analyze the reasons people came to your special event. Stay focused on building community:  Were guests asked by a friend? Were they part of a corporate table?  Realize cultivation will be more difficult unless you identify a connection.  Regardless, find ways to stay in touch and involve.  Do they support your mission? Are family members touched by the issues you address?  Invite to on-site visits and lectures with leading authorities in your field.  Provide links to resources. Creative Solutions & Innovations | www.creative-si.com | 404.325.7031
  • 17. Resources In The Spotlight www.creative-si.com/in-the-spotlight.html POWERPOINT PRESENTATIONS -  Communications – Getting Attention & Enhancing Your Reputation  Loud & Clear - Successfully Marketing Your Nonprofit  Fundraising Without Special Events? No Way!  The Power of Sponsorships!  Promoting a Film Festival in 3 weeks!  Special Events during Turbulent Times  Role of the Board & Successful Fundraising Techniques Creative Solutions & Innovations | www.creative-si.com | 404.325.7031