3 Things to Simplify for Your Next Event

It’s easy to overthink things, but that’s not always best when it comes to event planning. I’m not saying to shoot from the hip, but do keep in mind the statement “Less is more” as you’re working on your next event. 

Remember, everything about your event will need to be communicated to someone else along the way. The simpler each part is, the easier it will be to communicate it to others - and for them to understand the vision.

As you begin to prepare for your next event, I challenge you to review and simplify these 3 things:

1. Event Type

2. Registration Options

3. Communication

Event Type

2020 changed the way we do events. It’s now more important than ever to offer a virtual option with your event. But, that doesn’t mean you have to over-complicate the event itself! In fact, less is more with virtual events! Did you know that an ideal virtual banquet is just 18 minutes long?! And an ideal virtual Peer-to-Peer event (think “fundraising walk”) runs just 3 weeks?! 

As you look ahead to your next event, consider ways you can simplify your message. Scale back your 45-minute dinner presentation to one that's 18-minutes. (Yep, you really can share an update, stories of lives changed and vision casting in less than 20 minutes!) Longer virtual events see a significant drop-off of viewers at the 30-minute mark - so work hard to keep it short! For more on what we’ve learned about virtual events in 2020, see our Virtual Fundraising Dinners Webinar & Resources.

Peer-to-Peer events are the easiest events to transition to virtual or hybrid. In fact, most have actually been hybrid for years! It’s not NECESSARY to show up to an event when your fundraising has been done online. That’s part of the beauty of Peer-to-Peer! If you missed our webinar with Christine Reyes of Life Network you’ll want to check it out! In it, she shares great tips as she tells the story of raising over $400,000 through their VIRTUAL Walk for Life! 😲 See our Virtual Walks 2.0 Webinar & Resources.

Still on the fence about whether to host an in-person, virtual or hybrid event? We’ve published some articles that will help give insight into the new world of these event types:

• 5 Tips for Hybrid Events!

• Virtual Event Options!

• Social Media Checklist: Virtual Events!

• Event Planning Article Round-Up!

Note: If you’re a FundEasy Customer there are MANY resources in our Knowledge Base! Be sure to review them before getting started. 

Registration Options

Whether your event is in-person, virtual or hybrid, registration is a MUST. It’s important to know who is planning to attend - whether you need to prepare a meal, provide a fundraising page, or simply prepare for follow-up.

Resist the temptation to email your virtual event video to your entire email list. Get their buy-in by asking them to register. This will also allow you to better segment your follow-up.

For virtual events, less is more here too. It might be nice to know the registrant’s address, phone number, church, and favorite pizza topping, but asking too many questions can actually deter registrations. Yikes! Consider asking for just their name and email address if your event is virtual.

There's no need to recreate the wheel! Below are sample registration forms that have worked well for a variety of events. These can be copied into your Attendance or Peer-to-Peer event upon request if our default registration form isn't ideal for your event!

Sample Attendance Registration Forms:

• Free-to-Attend Hybrid Event

• Pay-to-Attend Virtual Event

• Simplified Free-to-Attend Virtual Event

• In-Person Event with Hosts, Sponsors, and Registration Fees

Sample Peer-to-Peer Registration Forms:

• Hybrid Event without Registration Fees

• In-Person Event with Registration Fees

If you find that the sample forms above don’t quite suit your event needs, refer to the articles below.  Working through these setup questions will help ensure you collect all necessary information from your guests.

• 11 Questions to Ask Before Setting Up Your Event in Peer-to-Peer

• 9 Questions to Ask Before Setting Up Your Event in Attendance

Communication

Communication is so important for successful events! Less is more when it comes to the number of words in an email, but NOT in the number of invitation & reminder emails that are sent. In fact, event organizers often under-communicate with their event invitees and registrants. 

One email per week leading up to your event is necessary to keep the event in front of your guests. As your event approaches, your communication should also increase. 

It’s perfectly fine to send 3 emails the final 2-3 weeks before your event, and even more the week of your event. These should be a mix of invitations and updates sent to those who have registered. Get creative with your updates! Share different stories of how your organization is making a difference, tying it into your event in a way that builds excitement.

If your event is virtual, be sure to email your registrants several reminders in the last 24 hours to remind them of the upcoming event.

We suggest:

1. A link to your landing page (where they will access the event and giving options), 24 hours prior to your event.

2. A reminder with a link to your landing page 1 hour before your event.

3. A final reminder sent when your event is starting.

As mentioned above, less is more only in the number of words in your emails. A simple google search will reveal that the ideal number of words in an email should be between 50 and 200. Be sure to also include images and/or videos to make your emails more engaging!

Inviting and sending follow-up emails is simple and professional through both Attendance and Peer-to-Peer. You can write your emails early, then schedule them to be sent later. As always, every email is branded for your event, keeping the imagery consistent and professional! 

Need help with what to say when following up with your Peer-to-Peer fundraisers? Download 5 email templates here!

I hope this article helps you think through some ways you can simplify your next event. If you'd like to learn more about our Attendance, Peer-to-Peer or Crowdfunding Products, please reach out! We’d love to chat.

Crystal Hoag

Photo by Karolina Grabowska from Pexels

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This article was inspired by our customers and written to encourage your fundraising efforts. Although we work with nonprofits and events daily, our team members are not Event Consultants. We encourage you to consult with your event consultant, executive team, and/or affiliate organization before making any major changes to your events.