Your not-for-profit organization likely has at least one special event planned for 2025. Whether it’s a formal dinner dance, holiday gift market, 5K run, industry conference or other type of event, you want to avoid everything from week-of snafus to day-of emergencies. Unfortunately, even well-planned events can experience hitches. Here’s how to be prepared — for anything.

Threat detector

Creating a crisis management plan is probably the best way to prepare for special event problems. So review all potential exposures for the event, from fire to bad weather to technology failures, and determine how to address them. Also consider potential special needs of attendees — for example, mobility issues, dietary restrictions or language barriers — and how you’ll keep exhibitors and sponsors (if applicable) happy. Although you’ll want to prioritize preparation for emergencies that are more likely to happen, don’t ignore the fact that even remote possibilities are, in fact, possible.

Insurance can help you manage some of your event’s risks. Review your nonprofit’s insurance policies and determine whether you have adequate coverage for special events. If you’ll be auctioning donated items, for example, you may need to cover them against theft. Also review contracts with vendors, hotels, facilities and performers for possible liabilities. Be sure to ask vendors to provide proof of insurance with liability coverage amounts.

Have plan, will travel

Most regions of the country experience bad weather at least part of the year. And your community may also contend with daily traffic jams and other transportation problems. Such circumstances make it critical to anticipate possible travel delays.

If you’ll have out-of-town attendees, encourage them to make plans through a preferred travel agency. Be sure to include emergency contact numbers on all itineraries and confirmations so that guests can easily reach you.

Also make a general contact list containing the phone numbers and email addresses of staffers, volunteers, vendors and others involved in setting up and running your event. Distribute this list to all relevant participants.

If the worst happens

You may be the most organized nonprofit event planner in the world and still overlook a minor issue or get walloped with a major crisis. If it happens, don’t panic. Refer to your crisis management plan and reach out to staffers, board members and other supporters for help. Keep the lines of communication open between organizers and attendees by providing as much information as your guests need when they need it.

And if, due to events beyond your control, your fundraiser falls short of your target amount, talk to us. We can suggest ways to adjust for budget shortfalls. You can also visit our related service page for information about how we can advise your nonprofit.

© 2024