Fundraising events are always more fun when they are held outdoors, and the extra space is important when you are expecting a crowd. Yet, hosting an event outside poses a few extra challenges since you cannot always predict the weather, and you need to have the right accommodations such as tent rentals to ensure the event goes exactly as planned. As you prepare your plans for the big outdoor fundraiser, make sure to implement these strategies first so that your event is a success.
Define Your Purpose
Fundraisers can have multiple purposes that go far beyond simply trying to raise funds. Spend some time defining your purpose since it will help you generate your marketing materials and speak with authority to interested parties. For example, you may be hoping to raise awareness about a need in your community, and knowing this purpose can help you recruit speakers for your event. Alternatively, you may be trying to recruit new volunteers or support for additional research. Each of these goals will require a slightly different approach for your event planning and set up.
Choose a Location
An outdoor fundraiser can be held at local parks, in parking lots, at outside concert venues or even along the shoreline. While you can hold your outdoor fundraiser virtually anywhere, you will want to make sure there is enough space to comfortably fit all of your guests along with additional room for any planned activities. For example, an event that will be hosting speakers will require a stage area. Alternatively, fundraisers that serve meals will need space for tables and chairs. Make sure that the location you choose is ready for an event your fundraiser’s size and suits the theme.
Pick a Date for Your Outdoor Fundraiser
Choosing the perfect date for your event will depend upon your fundraiser as well as your desired location. For example, you may choose an anniversary date for your organization if it means more people will be likely to attend. Alternatively, you may also need to consider the weather if your fundraiser will be held during a season with extreme temperatures or frequent precipitation. Once you have a date set, inquire to ensure the location where you want to hold your fundraiser will be available, and make any necessary reservations.
Secure Required Permits
In many communities, hosting an event in a public space may require permits for parking, setting up tent rentals and securing activity areas. Contact your local municipality to find out what types of permits you need and if any documentation will be necessary. This is especially important if your fundraiser will involve special events such as races that may involve the use of public streets or lots. When contacting your local authorities, be prepared to provide an outline of what type of event you are planning, where it will be located, h
ow many people will be attending and the types of activities you have planned. This will help them ensure you stay in compliance with local ordinances concerning noise and crowd control.
Create a Budget
The main point of an outdoor fundraiser is to increase funding for critical projects, which means that you will want to avoid running up too many expenses that cut into your donations. Although you want your event to be nice enough to attract donors and participants, it is important to avoid going over the top. To keep costs down, consider soliciting for donations that can help with food, decorations and entertainment. For example, someone within your organization may be willing to volunteer to do a musical performance or cater the meal. Recruiting local businesses to put together gift baskets or discount cards as door prizes is another great way to reduce your fundraising expenses.
Assign Leadership Roles
Big fundraisers require a large team of volunteers and organizers to make everything run smoothly on the big day, and having an organized fundraiser is important for demonstrating to potential contributors the efficiency of your organization. Before you begin major plans, hold a meeting to define who will be responsible for each aspect of the fundraiser. For example, you may have a team leader in charge of planning the seating and a committee chairperson who is the main point of contact for your donors.
Determine the Marketing Plan
Getting the word out about your fundraiser is the secret to success since raising awareness will boost your organization’s standing in the community. Spend time thinking about how the people you want involved respond to marketing campaigns. Do they spend time on social media, or are they more likely to read a brochure they receive in the mail? Reaching your target audience through their preferred method will generate the best response. Ideally, your marketing team should use multiple methods to attract interest. Flyers, email blasts, phone calls and social media posts are all potential ways to spread the word quickly. It is also important to note that reminders are helpful as the event date draws nearer if you began your marketing campaign several months in advance.
Consider Using Tent Rentals
With any outdoor fundraiser, there is always the possibility of the unexpected occurring. Being ready for anything will make your organization shine. Consider using tent rentals for your outdoor event since these offer shelter from the weather while also providing options such as temperature control that will keep interested parties at your event longer. Recruiting professional help for your sound systems, decorations and set up will also make it easier for you to focus on the other details on the big day. Once you have reserved a location and marketed the date for months, the last thing you want to have to do is cancel your event, and using these types of resources will make sure everything continues as planned.
Planning your fundraiser to take place outdoors is the ideal way to draw a crowd and raise awareness for your favorite cause. By taking the time to implement these strategies during the initial phase of your planning, you can look forward to your event with confidence that it will be a successful fundraiser that everyone enjoys.