That Sounds Like a Plan!: Recent Episodes
Alicia Baraga
Planning and producing a successful fundraising event can be stressful and overwhelming. That Sounds Like a Plan! walks you through the process step by step from start to finish. Whether you're an executive director, marketing manager, board member or volunteer, if you need guidance planning and producing a fundraising event for a small nonprofit this podcast is for you. Host Alicia Baraga brings you strategies, tips, tools, and information from her 10+ years planning fundraising and awareness-building events for a wide variety of nonprofit clients. Along with sharing best practices, Alicia interviews experts in fields related to events such as marketing, sponsorship, A/V, auctions and more. She answers your questions in Q&A episodes and boosts your confidence through Planner Pep Talks (PPT). If you're ready to streamline your event planning process, grow your audience and raise more money at your fundraising event, hit subscribe and let's get started. Now that sounds like a plan!
Text me with a comment, question or topic you'd like me to cover in a future episode.
In this very digital age, the personal touch of human interaction becomes increasingly important. Today we’re going to bring that personal touch back to event promotion. We’re talking about promoting your event with a street team.
In this episode I share:
- What a street team is
- Why they’re effective and the benefits to using this form of promotion
- Where and how to use a street team
- Recruiting and training your team
- How to maximize your team’s exposure.
Links & Resources
49_Show Notes48_Nine ways to use AI when planning a nonprofit event
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Text me with a comment, question or topic you'd like me to cover in a future episode.
Whether you're organizing a small gathering or a massive conference, AI tools can streamline your processes, enhance attendee experiences, and make your event planning smoother than ever before.
In this episode I share:
- Nine ways to use AI that will save you time and money
- A way to use AI that is a game-changer for an auction (check out my social media pages for an example)
- How to get the best results when using AI
LIST OF RESOURCES & SOCIAL MEDIA HANDLES
48_Show Notes
46_Event tech tools I can’t live without
ChatGPT/OpenAI
Canva for nonprofits (free) eligibility requirements
Canva AI tools
Grammarly
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
As the host of a nonprofit event, the program is your opportunity to educate and inspire your audience. Sadly, many event hosts get caught up in the planning of the event, how many auction items, the entertainment, the food, the decor. The program, which is arguably the most important part of the event, gets only a fraction of the attention.
In this episode I share:
-
Why you need to start with 'why'
-
The importance of storytelling in your program
-
Why you need fewer speakers
-
The importance of a script
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep. 24_Why you need an event script * Ep 47 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv*
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg
Today we're talking tech. I'm sharing my must have event tech tools that streamline planning and ensure everything runs smoothly.
Whether you're an event planning pro or just getting started, these tools are game changers.
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep 46 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv*
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg
“If you build it, they will come” only worked in the movie Field of Dreams. The reality is that it takes a lot of work to get people to first be aware of your event and then to buy a ticket.
In this episode I share:
- The most common, yet frustrating, trend in ticket sales
- How to use ticket bundles, FOMO and social proof to sell tickets
- How to audit your event using the 5 Ps
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep 45 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv*
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg
There's a lot of waste in the event industry. If you've ever cleaned up after an event, you see it firsthand.
In this episode, I cover ways to make your event eco-friendlier in seven categories: 1) Event marketing and promotion 2) Registration 3) Catering. 4) Venues and AV 5) Transportation 6) Décor and 7) SWAG.
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep 44 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv*
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg
This is a Planner Pep Talk or PPT episode. Planning fundraising events is not easy. These pep talks are designed to let you know you're not alone with some of the challenging aspects of planning an event. Whenever you need a little encouragement, check out any of the PPT episodes.
There are a lot of unknowns when it comes to nonprofit events. Just because you’ve planned one event doesn’t mean it’s going to be the same for the next one. In this episode I encourage you to not let ego or imposter syndrome keep you from getting the answers you need to have the most successful event possible. Never stop asking questions.Sign up for more info about the event timeline workshop
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
BRIEF SUMMARYWe often talk about the need to have a successful fundraising event. But what does that mean? Just because your event made money doesn’t necessarily mean it was a success, financial or otherwise. In today’s episode we’re going to talk about the different ways you can measure event success.
In this episode I share:
- The most common goals for nonprofit events
- Two formulas to measure financial success
- Why it’s important to track and monitor your goals as you plan your event
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep 42 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv*
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg
BRIEF SUMMARYIf you are a relatively new nonprofit, or new to events, you might be wondering when it’s a good time to host your first fundraising event. In this episode we’ll talk about what you need organizationally and personally to be ready to host your first fundraising event
In this episode I share:
- The most important thing your organization needs
- Why you need board support organizationally and personally
- The skills you need to be able lead an event
LISTENER ACTION ITEM Pick the area, organizationally or personally, where you need the most work and focus on it.*
LIST OF RESOURCESEp 41 Show Notes
Ep. 1_Are you planning your event backwards?
Ep. 20_Event volunteer basics
Ep 5_Utilizing board members
Sign up for more info about the event timeline workshop
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
BRIEF SUMMARYWithout systems, planning an event can easily become chaotic and overwhelming. Systems enable you to delegate tasks and create consistency.
In this episode I share:
- The difference between a system and a process
- The seven core systems you need for nonprofit success
- Four tips for creating systems & procedures
LISTENER ACTION ITEM Rank the systems from 1-7. Number one is the most important, urgent or needs the most work. Seven needs the least. Block time in your calendar to work on the system you ranked as number one.*
LIST OF RESOURCES & SOCIAL MEDIA HANDLES Ep 40 Show Notes * Sign up for more info about Plan to Plan - a guided event timeline workshop using a wall calendar and sticky notes + Asana tutorial * Set up a demo of Qgiv. See their pricing* here**.
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmkt
BRIEF SUMMARYHaving a successful event year after year is a great thing! There are times, though, when you need to change things up slightly to refresh an event to keep it from getting a little stale.
In this episode I share:
- The difference between the Flywheel Effect and the Doom Loop
- Seven ways to refresh or breathe a little fresh air into your event
LISTENER ACTION ITEM Pick one of the seven ways to refresh your event and explore it fully. Keep in mind your target audience, goals and team when making any changes to your event.*
LIST OF RESOURCES & SOCIAL MEDIA HANDLESEp 39 Show Notes
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
BRIEF SUMMARYHalf the battle when researching venues for your nonprofit event is knowing the right questions to ask.
In this episode I share:
- Eleven questions to ask when looking at venues
LISTENER ACTION ITEM Download the list of 11 questions. * If you’re looking at several venues and want to make an apples-to-apples comparison, create a spreadsheet with the venue criteria that matters most to you so you can see at a glance what each venue has to offer. I call it a comparison grid. * If you’ve gone through the list of questions with a venue and you like their answers, ask them to place a hold on your preferred date. You likely cannot make the decision on your own and will need committee or board approval. If the approval process takes a while, make sure you stay in contact with that venue so they know you’re still interested. People will often place holds on spaces and then never follow through so make sure the venue knows you’re definitely still interested.*
LINKS & RESOURCES
Ep. 38 Show Notes
BRIEF SUMMARYGathering event feedback helps you determine what your audience liked about the event and identify areas for improvement.
In this episode I share:
- Why feedback is important
- The best ways to capture feedback
- The types of questions to ask
- How to use that feedback once you have it
- Tips for how NOT to take negative feedback personally.
LISTENER ACTION ITEM Download the survey template. Edit it as necessary for your event. * Copy a link to the survey * Add a line item to your planning timeline to schedule an email with the survey link to go to all registered guests the day of, or day after, your event.*
LIST OF RESOURCES & SOCIAL MEDIA HANDLES
Ep 37 Show NotesEp. 2_Defining, aligning and tracking event goalsEp. 22_Creating an internal event recap
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Live auctions serve a purpose other than just raising more money for your organization.
In this episode I share:
- The purpose of a live auction
- The types of events that work best for live auctions
- How to find live auction items
- Why it’s important to work with an auctioneer
LISTENER ACTION ITEM Determine if a live auction is right for your organization and your event. * Talk to your board about the types of unique, one of a kind experiences you’re hoping to get for the auction. Really think about your target audience and what would appeal to them. Give your board some examples of the types of live auctions you’d like to have * Research consignment item sites. You want to have them in your back pocket if you need to round out your auction. The two sites I recommend are Winspire and CharityACE auctions. I * Talk to other nonprofits in your area to see who they’ve used for live auctioneers. Get pricing for your event. Auctioneer pricing is based on a number of factors. Don’t assume because your nonprofit neighbor paid a certain dollar amount you’ll get a similar bid. * Let me know what topics you’d like me to cover in future podcast episodes. Go to https://www.thatsoundslikeaplan.net/submitaquestion*
LIST OF RESOURCES & SOCIAL MEDIA HANDLES
Ep 36 Show Notes
Ep. 35_Seven Post-Auction Duties
Ep. 34_Day of Auction Details
Ep 33 Online Auction Basics
Ep 32_Preparing to Host an Auction
Ep 22_Creating an Internal Event Recap
Podcast website: https://www.thatsoundslikeaplan.net
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
The silent auction has ended, guests have checked out and you’re done. Well, almost. There are seven things you need to do to wrap up your auction.
In this episode I share:
- The first thing you should do. It might surprise you
- The things you need to document for the organization
- The things you should document for yourself or the future auction chair
LISTENER ACTION ITEMGo through each of the seven post-auction duties in order.
LIST OF RESOURCES & SOCIAL MEDIA HANDLES
Ep 35 Show Notes
Ep. 34 Day of Auction Details
Ep 33 Online Auction Basics
Ep 32_Preparing to Host an Auction
Ep 22_Creating an Internal Event Recap
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
There are a number of things you must do in the month or two leading up to and on the day of the auction to make everything run smoothly.
In this episode I share:
-
- When to open & close your auction
- Determining your layout at the venue
- Creating a seamless process for check out
- Common Volunteer Roles
- Merchandising items
- What to do if someone doesn’t pick up their item at the end of the night
- Packing up and heading out.
LISTENER ACTION ITEM1. Determine when you'll open & close your auction 2. Find out the quantity and types of tables available at the venue. Work with your rep to create a layout. 3. Determine your volunteer needs and recruit volunteers for the day of your event, including setup and tear down. 4. Purchase items you plan to use for auction merchandise and display. 5. Create a seamless process for check out and put together clearly written instructions for volunteers. 6. Create SOLD tags to put on Buy it Now items. 7. Determine your procedure for items that don’t get picked up at the end of the night. Put that information on your auction site and in all your communications with potential bidders.
LIST OF RESOURCES & SOCIAL MEDIA HANDLESEp. 34 Show Notes (includes more links to resources)
Ep 33 Show Notes (Part 2)Ep 32_Preparing to Host an Auction (Part 1)
Ripple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Online, mobile, or virtual auction. No matter the name, they all mean the same thing; an auction conducted over the Internet where people can bid through a website or mobile device. Not paper sheet bidding.
In this episode I share:
- The benefits of an online auction
- What to look for in a platform
- How to structure your planning timeline for an online auction
- Suggestions for dividing the work amongst your auction team
- Tips for adding items to your auction site
LISTENER ACTION ITEM1. Start researching platforms. 2. Set up demos so you can see the platform in action. If you haven’t already, recruit your auction team and divide up the tasks. 3. Decide who will be the platform “expert” (it should be the auction chair) and have them learn as much as they can about it and teach the rest of the team. 4. Create a standard format for how you write descriptions and add items to the site.
LIST OF RESOURCES & SOCIAL MEDIA HANDLESEp 33 Show Notes
Ep 32_Preparing to Host an Auction
Ep 22_Creating an Internal Event Recap
Download: Online auction platforms for small nonprofits
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Silent auctions are a popular fundraising activity for nonprofits and their supporters. Sometimes auctions are viewed as easy money. If you’ve ever organized an auction, you know it’s anything but easy. They are a lot of work!
When you put processes in place, it makes everything go more smoothly and makes you look more professional. BEFORE you ask for a single donation, you need to prepare to host an auction. Find out what you need to do and how to do it, step by step.
In this episode I share:
- Why it’s important to prepare to host an auction before asking for donations.
- How to determine the ideal number of items to have on your auction.
- A process for soliciting and tracking donations.
LISTENER ACTION ITEMThis episode outlines step by step the actions you need to take to prepare to host an auction. If you need more information, head to the Show Notes.
LIST OF RESOURCES & SOCIAL MEDIA HANDLES* Ep 32 Show Notes: * Ep 31_Putting Together Your Planning Team * 300 Auction Basket Themes
Ripple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Planning a nonprofit fundraising or awareness-building event takes a team! This group of individuals can have a huge impact on your event.
In this episode I share:
- The typical structure of the planning team
- When you should or shouldn’t have co-chairs
- Which roles should be held by organization staff, when possible
- The importance of matching the person to the role
- What not to do with your planning team volunteers
LISTENER ACTION ITEMDownload my free guide to walk you through a step by step process to intentionally and strategically recruit your planning team. The guide includes an example planning team org chart
LIST OF RESOURCES* SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/31 * Ep 20_Event Volunteer Basics
If you have questions about working one-on-one with me, you can set up a free discovery call by contacting me at info@rippleeventmktg.com
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Event sponsorship is arguably one of the most challenging and stressful aspects of planning a fundraising event. Part of that stress is driven by the fact that there are IRS rules about what you can and cannot do and there’s a fine line where sponsorship can unintentionally drift from sponsorship to advertising.
I talk about this and more with my special guest Jess Birken of Birken Law, a Minneapolis law firm that specializes in Nonprofit Law.
In this interview Jess and I discuss:
- When does sponsorship become advertising?
- What does it mean when that happens? What are the consequences?
- How can you prevent this from happening or plan ahead
Jess shares her best tips and advice for creating a win-win value proposition with your event sponsors
LISTENER ACTION ITEM: Is your nonprofit healthy? Take Jess's free quiz * Come up with an event sponsorship plan * Review the IRS rules * Talk to your lawyer, accountant or both to make sure you don’t face unintended consequences with your sponsorship offerings*
LIST OF RESOURCES * Ep. 30 Show Notes * Alicia’s interview on Jess’s Pocast, Charity Therapy
SOCIAL MEDIA Twitter: https://twitter.com/JessBirken * Facebook: https://www.facebook.com/birkenlaw * LinkedIn: https://www.linkedin.com/in/jessbirken/ * Instagram: @jessbirken*
For nonprofits, sponsorship packages all tend to look the same; logos on websites and printed materials, tables at the event, social media mentions, etc. So how does a nonprofit stand out from the competition and create long term relationships with their sponsors? The answer…Sponsor Activations.
In this episode I share:
- What is a sponsor activation?
- Why a hybrid model of the tiered package + activations is preferred.
- A step by step process for coming up with activation ideas and pitching them to sponsor prospects.
LISTENER ACTION ITEMAfter listening to the episode, come up with an idea for one sponsor activation, make a list of 1-2 companies that would be a good fit for that activation and follow the steps to pitch the activation to that sponsor.
LIST OF RESOURCES & SOCIAL MEDIA HANDLES
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/29
Rolex Green Room
Ep. 28_7 Steps to Get Ready for Sponsorship Sales
If you have questions about working one-on-one with me, you can set up a free discovery call by contacting me at info@rippleeventmktg.com
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Sponsorship sales is one of the most important, yet most daunting, tasks for your fundraising event. It’s not just something you can dive into. There’s a lot of prep work that needs to happen behind the scenes before you can begin. I break it the prep work down into 7 steps.
In this episode I share:
- Why you should have a clear definition of your target audience
- How to break down creating a budget and set your sponsorship goals into easy steps.
- The importance of having realistic and measurable sponsor goals and benefits
- The best place to start when creating a sponsor prospect list
LISTENER ACTION ITEMIn this episode, each step is an action item. Head to the show notes to view the transcript and the 7 steps. Block time on your calendar to take care of each step. Go to the Show Notes to find examples of an event budget and sponsor grid.
If you have questions about this episode or any others, join the FB community and post a question.
LIST OF RESOURCES
SHOW NOTES: http://www.thatsoundslikeaplan.net/episodes/28
Ep. 1_Are you planning your event backwards?
Ep. 3_Why you shouldn’t call your gala a gala
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
This is an episode called a Planner Pep Talk or PPT. Planning fundraising events is not easy. These pep talks are designed to let you know you're not alone with some of the challenging aspects of planning an event. Whenever you need a little encouragement, check out any of the PPT episodes.
Working hard is important but so is taking time off to recharge. When you don't allow yourself time off, both mentally and physically, from work you risk burning out. It may seem counterintuitive but you also reduce your effectiveness when you don't take time off. If you need permission to take a much needed break, you'll get it here.
FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/27
Are you heading into the new year excited and ready to take on your first event? Or are you feeling overwhelmed and anxious? If it’s the latter, it may mean you simply need to do some year-end tasks that will set you up for success for next year’s events.
In this episode I share:
- Why you need a recap for all events
- Why you should start recruiting your planning team now
- The importance of organizing your digital files and event “stuff”
- How to create an event kit and what you should put in it
Head to the show notes for the list of items I keep in my event kits.
Sign up for my email newsletter
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/26
Ep. 22_Creating an Internal Event Recap
Ep. 20_Event Volunteer Basics
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
This is an episode called a Planner Pep Talk or PPT. Planning fundraising events is not easy. These pep talks are designed to let you know you're not alone with some of the frustrating aspects of planning an event. Whenever you need a little encouragement, check out any of the PPT episodes.
The last couple of weeks leading up to your event is one of the most stressful periods of event planning. There are lots of last-minute changes and details to take care of. If you're tired and stressed, you're not alone.
FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/25
What is an event script? Why would you need one for a small nonprofit event? I answer these questions and more in this week’s episode.
In this episode I share:
- Why you need an event script, no matter how small your event or program
- What should be the maximum length of your program
- The format and content of your script
Head to the show notes and download three script freebies! You will get a sample script, a list of AV terminology and definitions and the 7 biggest script mistakes.
Sign up for my email newsletter so you get freebies like the recap template right to your inbox.
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/24
Ep. 4_Leaving enough time to plan your event
Ep. 21_Two ways to stay on track on event day
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Being nervous on event day is understandable. Your mind is filled with all kinds of scenarios of what could go wrong.
In this episode I share:
- The three ways to minimize issues
- The five areas where problems tend to arise
- How to keep your cool on event day
Ep. 21_Two ways to stay on track on event day
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
There are many lessons learned each time you and your team plan a nonprofit fundraising or awareness building event. An internal recap document is how you capture those lessons and use what you've learned to build on and improve your event for the next time around.
In this episode I share:
- What an internal recap is and why you need one
- The input you need for a thorough recap
- The structure + dos and don’ts for your recap
LISTENER ACTION ITEMHead to the show notes and download the recap template. Adapt it to fit your needs so you’ll be prepared for your debrief meeting.
Sign up for my email newsletter so you get freebies like the recap template right to your inbox.
SHOW NOTES: www.thatsoundslikeaplan.net/episodes/22
Ep. 14_The importance of an external event recap with Jen Gilhoi
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
The weeks leading up to an event can be chaotic. There’s a lot happening and there will be lots of questions about what’s happening and when. The easiest way to ensure everyone is on the same page and minimize questions is to create two documents that will keep you on track on event day; a Show Flow or Run of Show and a packing checklist.
In this episode I share:
- What a Show Flow or Run of Show is
- How it’s different from a timeline and why you need one.
- How to create an event packing checklist.
SHOW NOTES: www.thatsoundslikeaplan.net/episodes/21
Ep. 4_Leaving enough time to plan your event
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Volunteers are the lifeblood of a nonprofit. They provide staffing and labor in areas where nonprofits typically can’t afford to hire staff. This is especially true when it comes to events.
In this episode I share:
- The types of event volunteers you need
- The structure of your planning team
- How to create a volunteer grid for the day of the event
- Why and how you should plan for continuity when changing volunteers
LISTENER ACTION ITEMS
Head to the show notes and download the Roles & Responsibilities document. Use the R&R example as a starting point and adapt it to fit your needs for your event.
Sign up for my email newsletter so you get freebies like the R&R document right to your inbox.
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/20
EPISODE 12: Ep. 12_The 7 skills and traits event leaders need
RIPPLE EVENT FB PAGE: https://www.facebook.com/RippleEventMktg
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
PODCAST FB COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
A theme can turn a ho-hum event into a memorable experience. When done well, a theme can seamlessly tie your mission to something fun and interactive.
In this episode I share:
- The purpose of event themes
- The best type of theme for a nonprofit event
- A brainwriting process for coming up with a theme
The Listener Action Item for today's episode has the exact steps for hosting a brain writing session to come up with an event theme. Click the link to the Show Notes to get the steps.
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/19
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
Email me: info@rippleeventmktg dot com
After a year of producing a large number of events, I hit a wall. I experienced event burnout.
In this episode I share:
- The ways in which event burnout manifested in my life
- How I’m doing things differently to avoid burning out again
I don’t ever want anyone to go through what I did. While this isn’t a foolproof method for avoiding burnout, it’s a cautionary tale.
**I am not a therapist or a mental health professional, so if you are feeling there’s something more than just event burnout happening in your life, please seek help from a professional.
LISTENER ACTION ITEMPick one or do all three:
- Just say ‘no’ to something. Don’t feel obligated to say ‘yes’ to every request of your time. Pick and choose the things that matter most and that you need or want to do.
- Create a written process or template. Pick one thing that you do often and write down the exact steps you take to do it. While you may not need to delegate that task now, you may in the future and you’ll be one step ahead by having the process already written down.
- Delegate or ask for help. Speaking of delegation…Find one task on your to-do list that you can delegate to someone else or get help on it. Don’t hold onto control of something because you feel you need to or that no one could do it as well as you could. Done is better than perfect.
LIST OF RESOURCES
Episode 13: Ep. 13_This ONE thing will make your life easier
This Episode Show Notes: www.thatsoundslikeaplan.net/episodes/18
RIpple Event FB Page: https://www.facebook.com/RippleEventMktg
Ripple Event Instagram: https://www.instagram.com/rippleeventmktg/
Podcast Facebook Community: https://www.facebook.com/groups/thatsoundslikeaplan
This is an episode called a Planner Pep Talk or PPT. Planning fundraising events is not easy. These pep talks are designed to let you know you're not alone with some of the frustrating aspects of planning an event. Whenever you need a little encouragement, check out any of the PPT episodes.
Perfectionists have a lot of good qualities and make great event planners. But perfectionism has its downsides. It can impact your relationships, self-esteem and lead to burn out. It can also cause you to procrastinate.
If you struggle with perfectionism, I want you to know you're to alone.
The 7 Traits or Skills Event Leaders Need: https://www.thatsoundslikeaplan.net/episodes/12
FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/17
There’s nothing wrong with hope. Giving someone hope can change their life. I am arguing that HOPE (the word hope) shouldn’t be part of your event. In today’s episode I’m going to tell you WHY I feel this way. I may not change your mind but hopefully I’ve made you think about a few things.
In this episode I share:
- The 3 reasons why HOPE shouldn’t be part of your event
- The #1 reason donors stop giving, or choose not to give in the first place
- What to do if you have HOPE in your event name, theme or messaging.
Have I given you enough reason why hope shouldn’t be part of your event? I’d love to hear your thoughts. You can connect with me on social media, in the private facebook community or contact me directly.
EVENT BRAND BOOTCAMP: Learn more at https://rippleevent.teachable.com/p/event-brand-bootcamp
RIPPLE EVENT FB PAGE: https://www.facebook.com/RippleEventMktg
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
PODCAST FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/16
CONTACT ME: info at ripple event mktg dot com
Planning an outdoor event comes with its own set of unique challenges and tasks on your to-do list.
In this episode I share:
- How to create an inclement weather
- The seven most common logistical factors to consider
- How to plan for your event program
Here’s a glance at what I cover:
[1:50] Find out what should go into your inclement weather plan
[4:46] Learn what the seven most common logistical factors are when planning an outdoor event and how to handle them
[7:35] Discover the list of things you need to consider when serving food at your event
[11:04] The importance of having a safety & security plan
[12:35] Why you need to consider your program carefully for an outdoor event
[15:35] The purpose and importance of having a script for your program
FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/
SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/15
Jen Gilhoi is an event strategist and founder of Sparktrack where she sparks conversations and tracks results for brands.
She helps nonprofits view and approach their relationship building and events on more of a continuum, versus siloed points like an annual gala.
Jen and I talk about the external event recaps she creates for nonprofits and corporations, helping the event host capture the excitement and vibe of the event to share with the audience, speakers and sponsors to keep the energy going.
TSLAP SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/14
TSLAP FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/ RIPPLE EVENT FB PAGE: https://www.facebook.com/RippleEventMktg
Have you ever gone into a small coffee shop and it takes seemingly forever to get a latte? By contrast, you can sometimes go into a Starbucks or a Dunkin and they’re calling your name to let you know your half-calf, oat milk, extra hot latte with a double shot of espresso drink order is done before you’ve put your wallet away.
This is not a criticism of small coffee shops nor is it an exaltation of chains. I merely want to point out that this ONE thing is the key difference between a business that struggles to meet the needs of its customers compared to one that meets or exceeds expectations. It’s also the difference between a well-produced event and one that seems chaotic, either internally or externally.
This ONE thing is actually several things; systems, processes and procedures. It's what enabled McDonalds to get hamburgers to their customers is 30 seconds, compared to the 30 minutes a diner would take. Having processes & procedures for your event can provide clarity, ensure nothings falls through the cracks, create consistency and will help you conserve your time and energy.
Here’s a glance at this episode:
[2:02] Find out how McDonald’s became an industry disrupter
[3:36] Learn why you need systems through the 4 Cs of Event Processes
[6:40] Discover some of the tools I use to create systems, processes & procedures for events
TSLAP FACEBOOK COMMUNITY: https://www.facebook.com/groups/thatsoundslikeaplan
RIPPLE EVENT INSTAGRAM: https://www.instagram.com/rippleeventmktg/ RIPPLE EVENT FB PAGE: https://www.facebook.com/RippleEventMktg
TSLAP SHOW NOTES: https://www.thatsoundslikeaplan.net/episodes/13
Are you the leader of a nonprofit and are looking for someone to chair your next event? Maybe you’ve been asked to lead an event or are thinking about stepping into the event leadership role,
Before you start recruiting or before you say ‘yes’, learn the 7 skills or traits event leaders need.
Leading or chairing an event is NOT for everyone. I had a client say to me, “I’m the kind of person who throws a dinner party and forgets the forks”. This was her funny way of saying she was a big-picture thinker. Being highly organized and focusing on the details wasn’t her strong suit.
Understanding the skills and traits an event leader needs will save you time and lots of headaches in the long run.
Use this list to take an honest assessment of yourself or to find someone who is suited for the event leadership role and will be happy doing it which will benefit your organization.
Now that sounds like a plan!
There are three key areas where you should have firm deadlines when planning a fundraising event; sponsor deliverables, auction donations and event registration. When you don't have deadlines, or worse yet, when you don't stick to your deadlines, you're adding extra work and stress for yourself and the planning team.
Find out why these deadlines are important, why I often get pushback on them and how to kindly but gently stick to your guns on them.
This is an episode called a Planner Pep Talk or PPT. Planning fundraising events is not easy. These pep talks are designed to let you know you're not alone with some of the frustrating aspects of planning an event. Whenever you need a little encouragement, check out any of the PPT episodes.
Dealing with difficult people is one of the most challenging aspects of planning events. Sometimes it’s not even difficult people, necessarily, but times when people can be difficult. Unless you want to run the event by yourself, you’re going to have to learn to find a way to work with difficult people at some point.
In this episode I share my strategies for dealing with difficult people.
You pulled off a successful event. Now what? What do you do with your list of donors and supporters?
Jennifer Dieter has spent most of her fundraising career as a small shop generalist with a love/hate relationship with events. As a fundraising consultant, Jennifer wants to help fundraising professionals develop sustainable solutions that generate the highest return on investment.
In this interview you'll hear Jennifer and I discuss:
- The pain she felt and why when hearing, "We need to raise more money. Let's have another event!"
- The right way to incorporate events into a small nonprofit’s overall development plan.
- Where nonprofits fall short regarding using events as the gateway to building long-term relationships with donors and supporters.
LISTENER ACTION ITEM
- Track the time you spend on events and use it when calculating event ROI. Could you outsource the logistics part and focus on sponsorships and reaching out to donors to make sure they’ll raise their paddle during your fund-a-need? What is your real role as the development specialist?
- Dig into your event database and see who gave during the fund-a-need at your last event - what actions can you take before your next event to deepen their investment in your organization?
LET'S CONNECT!
- Please consider rating & reviewing my show on Apple Podcasts
- Follow me on Facebook or Instagram
Many planning teams get stuck on finding THE perfect date. They either overthink it or just don’t know where to start.
It doesn’t have to be that complicated. There are 6 factors you need to take into account in order to narrow it down to find the best date options for your event.
After listening to this episode you’ll understand what those six factors are and how they affect your date options.
LISTENER ACTION ITEM
- Go to thatsoundslikeaplan.net/episodes/8 for a free downloadable chart that includes all six factors that determine the best date for your event.
- Need some help with your event planning timeline or one of the tools I mention in this episode? Join my private FB group to ask questions.
LET'S CONNECT!
- Please consider rating & reviewing my show on Apple Podcasts
- Follow me on Facebook or Instagram
Are you looking to get more people to register or attend your event and think that PR is the best way to do that. PR is a great way to tell your story and build awareness for your organization. Every nonprofit wants PR around their event. But what's the best way to do that?
Kari Logan spent her career in the media and is now focused on helping small senior services organizations to tell their stories. For over 25 years, Kari has helped her nonprofit clients reveal words and images to educate, promote, inspire, and call their target market to action.
In this interview you'll hear Kari and I discuss:
- Overcoming obstacles to getting PR for your organization and event
- Why events aren't newsworthy and what to do instead
- How to pitch stories to the media that will include promotion of the event
You'll want to listen closely, and take lots of notes, because Kari has great tips and information for how to use PR for your organization and your event. Here's a glance at this episode:
- [1:50] The biggest obstacles nonprofits face when it comes to marketing and PR and how to overcome them
- [4:45] Pitching stories to the media around your event
- [6:56] What is an advertorial and how to use them to promote your event
- [7:25] Who to pitch your stories to and how to pitch them
- [10:48] Do you need to create a press release?
- [11:25] How to research reporters
- [17:00] The process for finding stories within your organization
- [19:24] Listener Action Item
- [22:57] How to "use the news" as part of your fundraising efforts
This is an episode called a Planner Pep Talk or PPT. Planning fundraising events is not easy. These pep talks are designed to build your confidence and let you know you're not alone. Whenever you need a little encouragement, check out any of the PPT episodes.
Today's PPT topic is about doubt and not letting others make you feel "less than".
Today's question comes from Steve from Anoka, Minnesota. Steve asks, "How do we utilize board members most effectively at events? How can we train them to know they need to be our best ambassadors instead of guests at the event?"
This is a question I know many nonprofit leaders struggle with so I'm thankful Steve brought it up.
In this episode you'll learn
- The three ways in which board members can support your event
- How to ensure your board members know what's expected of them
- Why you should keep expectations realistic
- How to set your board members up for success.
Thanks, Steve, for this great question! I hope it helped you and anyone else struggling with a similar situation.
Want to ask me a question I'll answer on the podcast? Go here to submit your question. If you'd like to remain anonymous, simply check the button on the form.
You can also ask a question in my private FB group
Please consider rating & reviewing my show on Apple Podcasts
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There are two big mistakes many nonprofits make when planning a fundraising event:
1) Not leaving enough time to plan the event. This leads to all kinds of stress, things getting rushed, teams becoming burnt out which can impact your goals.
2) Not having a planning timeline which can lead to things falling through the cracks.
I talk about both of these mistakes and how to prevent them.
In this episode you’ll learn:
- The five factors to determine if you need to add MORE time, leaving enough time to plan your event.
- The best way to create an event planning timeline
- How to save time and minimize stress
- What you need to do once your timeline is done
- The tools I use to create an event planning timeline and where to get a whole bunch of freebies!
LISTENER ACTION ITEM
Pick a freebie from today’s episode. Download the template or watch a one of the videos, heck you can watch them all. Select which method you’re going to use for creating an event timeline and put a date on your calendar to create it. Make sure you select a time when you’re at peak mental capacity and have the least amount of distractions or other looming deadlines. If you have ANY questions about creating a timeline, you can post them in the private FB group. You’ll find today’s show notes, the links to all the freebies and the link to the FB group at thatsoundslikeaplan.net/episodes/4
- Go here to find all four (4!) freebies from this episode
- Need some help with your event planning timeline or one of the tools I mention in this episode? Join my private FB group to ask questions.
LET'S CONNECT!
- Please consider rating & reviewing my show on Apple Podcasts
- Follow me on Facebook or Instagram
Gala used to refer to a certain type of event. You can probably picture it…Tuxedos, long gowns, champagne and fancy appetizers. Today, the term gala has become generic. It can refer to any type of fundraising event for nonprofits. The term has become generic, like Kleenex.
Nonprofits have a lot of competition when it comes to fundraising events. The first way you can stand out is through your event brand name.
Here’s my 6-step process for creating a unique and compelling brand name for your event.
- Know your target audience. If you haven’t already, go back and listen to Ep. 1 - Are you planning your event backwards? and download my target audience worksheet
- Outline all the details of your event. You’ve already determined the ‘who’ in step 1. Now fill in the rest. Always plan your event around your target audience. What type of event will appeal to them? When will it take place? Where will you host the event?
- Make a list of action words associated with your event and audience.
- Start brainstorming event brand names. If you’re doing this solo, make sure you have a few people who fit your target audience profile that you can run the event name by and get feedback. Create a list of 10 name ideas.
- Walk away. After a brainstorming session it’s important to walk away and give your brain a break. Clear your head so you can tackle the next step with fresh perspective
- Pare down your list. After you’ve stepped away for a bit, you should be able to get your list down to 3 names. If you’re doing this solo, this is when you need to tap into your ‘focus group’ of people who fit your target audience.
No focus group? See the Listener Action Item below.
Struggling tonarrow down your event name? Join my private FB group to ask questions about your event brand or anything else!
If you’re asking a question about your event brand name, be sure to include a brief description of your target market.
Go here for more information about Event Brand Bootcamp
Please consider rating & reviewing my show on Apple Podcasts
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If you’ve ever made the statement “I want to lose weight” you realize how extremely difficult that nebulous goal is to achieve compared to setting a goal for the number of pounds you want to lose by a specific date. Adding those two simple details helps you start to formulate a plan for how you will get there.
Setting specific goals for your event is equally important. Now, I’m not going to lecture you about SMART goals. You can find tons of resources on how to do that with a simple online search.
What I am going to talk about are FAST goals. These are goals that should be set for any and every nonprofit fundraising or awareness-building event.
You can’t improve what you don’t measure. Am I right?
But let’s back up a bit…all goals start with a vision. A vision of the you you want to be once you’ve lost the weight. A vision of how your event will look and feel. You first need to tap into that vision before you create your event goals.
Once you have your vision and have defined your goals, you need to make sure that the goals are in alignment with your target audience. You’ll hear me say it over and over…everything revolves around your target audience. Make sure that the goals you’ve set make sense for your audience.
Lastly, there’s no sense going through the work of setting your goals if you’re not going to track them. How do you know you’ve lost weight if you don’t step on the scale once a day or once a week?
My mission for this podcast is to teach small nonprofits how to start and grow successful fundraising and awareness-building events. You can’t grow if you don’t know where you’re starting. This means setting up systems to track your success.
This short episode is jam-packed with information. I hope it sets you on the path to success with your event.
For more podcast info go to thatsoundslikeaplan.net
Please consider rating & reviewing my show on Apple Podcasts
Questions about this episode? Join my private FB community where you can ask me and the members anything. We’re here to support you!
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If work or volunteer at a nonprofit, you've likely heard this statement, "We need to raise some money. We should host a ..." And then fill in the blank with some type of event; a gala, 5K, golf tournament or similar type event. Find out why this is a backwards way to plan an event and what you can do about it.
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In each short episode, I'll share best practices and actionable tips for producing successful nonprofit fundraising events. Whether you're an executive director, development director, marketing manager, board member or volunteer, this podcast is for you.
Confidence, Clarity and Community are the three Cs I want you to get from this podcast. I'll have four types of episodes; 1) solo shows where I share my tips, tricks and resources from over a decade of planning fundraising events 2) guest interviews with experts in fields related to fundraising events 3) Q&A shows where I answer questions from listeners and 4) Planner Pep Talks, episodes where I cheer you on from the sidelines.
Join the private Facebook community here
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