Event Planning: The Fundraiser
Xico’s Annual Dinner and Art Auction is approaching fast and for the staff here that means scrambling to make sure dozens of small details are taken care of. Here’s the Xico recipe for a great event:
1. Dedicated staff members that know when to communicate: “Did you remember to order the flowers or was I supposed to do that?” is not a question to be asking the day of the event. We (mostly) avoid this problem by having staff members claim pieces of the event early in the process and sticking to those areas of responsibility.
2. Hardworking volunteers: Xico is lucky enough to be blessed with some great volunteers. Staff members need volunteers they can trust to delegate whole projects. Volunteers should have their own tasks and deadlines with support from staff members. At a small nonprofit this is especially important, because there aren’t enough staff to oversee everything (have I mentioned how much I love our volunteers?).
3. A great venue: The staff at our host venue for the dinner (Renaissance Phoenix Hotel) have been lifesavers in the past. They always have just what we need (easels, draping cloths, a timely glass of wine…). The hotel is gorgeous too and in a central location. A key component of any event is the location (how far is it from your supporters?, is there parking?, does it look inviting?).