People never ask why they need a plumber or a dentist, but they often ask why they need an event planner.  We're just party planners after all, right???  WRONG!!  

The U.S. Department of Labor classifies this occupation under the title of Meeting and Convention Planners. and  introduces the nature of this work as follows:

Meeting, convention, and event planners work to ensure that this purpose is achieved efficiently and seamlessly. They coordinate every detail of events, from beginning to end. Before a meeting, for example, planners will meet with clients to estimate attendance and determine the meeting’s purpose. During the meeting, they handle meeting logistics, such as registering guests and organizing audio/visual equipment for speakers. After the meeting, they may survey attendees to find out how the event was received.

The event planner creates programs that address the purpose, message or impression that their organization or client is trying to communicate. Event planners work long and non-traditional hours to plan and execute all details related to a variety of event formats including seminars, conferences, conventions and trade shows; charity galas; luncheons and dinners; executive retreats;  trips and travel; golf tournaments; walks/runs and other programs.
 
Successful event planners will have the following skills:
·         Verbal and written communications
·         Organization and time management
·         Project management and multitasking
·         Self-starter and team player
·         Understand Microsoft Office applications
·         Detail and deadline-oriented
·         Negotiation
·         Budget management
·         Staff management
·         Marketing and public relations
·         Interpersonal skills with all levels of management
·         Problem solving while under pressure
·         Ability to visualize attendee flow/experience and event set-up well in advance of the event.

 Successful event planners will develop the following knowledge:
       Venue selection; Catering; Production; Entertainment; Awards/Gifts; Transportation; Lodging; 
       List Management; Logistics Planning

 Additionally, many Event Planners have invested in certifications.  The education required to receive a certification is specifically geared toward planning events and meetings covering everything from room set-up, crowd capacity, ADA requirements and contract language.  These designations can be quite costly; require an acquisition of skills that usually take several years to achieve; and take time to study for.  A planner with a designation means the planner is a professional and is dedicated to their profession.  

The most common certifications are:

·         CMP - Certified Meeting Planner - Issued by the Convention Industry Council                  
·         CMM - Certified Meeting Manager - Issued by the Meeting Professionals International
·         CSEP  - Certified Special Events Professional - Issued by International Special Events Society

 So the when you have a leaky pipe call a plumber, when you have a toothache see your dentist and when you have an event or meeting, hire a professional planner!

People never ask why they need a plumber or a dentist, but they often ask why they need an event planner.  We're just party planners after all, right???  WRONG!! 

The U.S. Department of Labor classifies this occupation under the title of Meeting and Convention Planners. and  introduces the nature of this work as follows:

Meeting, convention, and event planners work to ensure that this purpose is achieved efficiently and seamlessly. They coordinate every detail of events, from beginning to end. Before a meeting, for example, planners will meet with clients to estimate attendance and determine the meeting’s purpose. During the meeting, they handle meeting logistics, such as registering guests and organizing audio/visual equipment for speakers. After the meeting, they may survey attendees to find out how the event was received.

The event planner creates programs that address the purpose, message or impression that their organization or client is trying to communicate. Event planners work long and non-traditional hours to plan and execute all details related to a variety of event formats including seminars, conferences, conventions and trade shows; charity galas; luncheons and dinners; executive retreats;  trips and travel; golf tournaments; walks/runs and other programs.
 
Successful event planners will have the following skills:
·         Verbal and written communications
·         Organization and time management
·         Project management and multitasking
·         Self-starter and team player
·         Understand Microsoft Office applications
·         Detail and deadline-oriented
·         Negotiation
·         Budget management
·         Staff management
·         Marketing and public relations
·         Interpersonal skills with all levels of management
·         Problem solving while under pressure
·         Ability to visualize attendee flow/experience and event set-up well in advance of the event.

 Successful event planners will develop the following knowledge:
       Venue selection; Catering; Production; Entertainment; Awards/Gifts; Transportation; Lodging; 
       List Management; Logistics Planning

 Additionally, many Event Planners have invested in certifications.  The education required to receive a certification is specifically geared toward planning events and meetings covering everything from room set-up, crowd capacity, ADA requirements and contract language.  These designations can be quite costly; require an acquisition of skills that usually take several years to achieve; and take time to study for.  A planner with a designation means the planner is a professional and is dedicated to their profession.  

The most common certifications are:

·         CMP - Certified Meeting Planner - Issued by the Convention Industry Council                  
·         CMM - Certified Meeting Manager - Issued by the Meeting Professionals International
·         CSEP  - Certified Special Events Professional - Issued by International Special Events Society

 So the when you have a leaky pipe call a plumber, when you have a toothache see your dentist and when you have an event or meeting, hire a professional planner!

Yup... I'll be hanging with Whoopi Goldberg!!!!  Well.... sorta....

We'll both be presenting at the AFP International Fundraising Conference.

Each spring the Association of Fundraising Professionals hosts an annual conference that brings more than 4,000 fundraising professionals together to discuss, teach, and learn about new development issues. It offers more than 150 educational sessions and an exhibit hall with over 300 vendors.

Whoopi Goldberg will speak on Sunday March 29, the first day of the conference during the "Opening General Session."  It's very appropriate for Whoopi to be hanging with us fundraisers.  She has "channeled her celebrity into bringing attention to countless causes including AIDS, children’s issues, healthcare and substance abuse."

I'll be presenting on Monday March 30 and will share some insights gained from my 23 years in fundraising and special event planning.  My topic is "Stewarding Event Donors: From One Transaction to Major Engagement & Major Gifts."  I was thrilled to be selected to present again this year.  Last year was my first year as a Presenter and the experience was very gratifying.  It is also an opportunity for me to learn more, be reminded of best practices and to be with my peers.  Fundraisers understand fundraisers.  It's fun to meet fundraisers from a variety of great causes from all around the world!  Here's some information about the conference:

The 52nd AFP International Fundraising Conference will be in
Baltimore, MD, March 29-31, 2015.
Visit the official conference website - afpfc.com

According to leadingwithintent.org, every two years since 1994, BoardSource has been conducting a survey  that gathers "information from both chief executives and board chairs on their experiences in the nonprofit boardrooms of America."   They released their latest report last week.  

Here's a list of the Top 6 findings:

1.      Boards demonstrate room for improvement.

         The findings reveal that boards are generally better at technical tasks, such as financial oversight and compliance, than they are at adaptive work related to strategy and community outreach.

2.      Board members need to speak out more.

          Advocacy should be a Board priority and Board members need to serve as informed champions for their missions.

3.      Board diversity is increasing but gaps persist.

4.      Best-in-class boards pay attention to culture and dynamics.

          The real secret to board success — leadership culture — requires leading with intent: thoughtful planning, determined dedication, and collective commitment from chief executives, board chairs, and board members.

5.      Board members need to embrace their roles as fundraisers.

         Fundraising remains the great weakness of nonprofit boards.

6.      Finding financial stability amid constant change requires strategic leadership.

         In the wake of the economic downturn, nonprofits continue to find their funding declining and the demand for their services rising.  The political, economic, and demographic forces shaping our society are constantly changing, and organizations must do the same if they wish to remain vital and vibrant.

See all of their findings and download the report at: http://leadingwithintent.org.
I certainly encourage you to share the report with your Board(s).

Last week a fire started in a house down the block from mine.  An DCFD engine company, a rescue squad, and an DC EMS ambulance all came.  My brother is a fireman in NYC.  He is with a rescue squad, so seeing any fire/rescue responders immediately brings my brother to mind as well as all of his fire-fighting buddies that I have come to know.  (Yes he was working on 9-11, but that's another story.) The thing that will ALWAYS bewilder me about them is that they are running into the danger as we are trying to escape it.  God Bless our first responders.  We call them we when are afraid and in danger and they always answer to call.

That got me thinking....

How many nonprofits fundraising programs are "on fire" and in need of rescue?

Who do they call to rescue them?  Many will try to put the fire out themselves.  Like many of us in our homes, they will be ill-equipped and not adequately trained to put the "fire" out themselves.  How many will think they have put the fire out only to discover they missed a "hot spot?"

As a veteran in the nonprofit sector, (more than 23 years) I now know much more than I did, even 10 years ago.  Unfortunately many small and young nonprofits are relying on "rookie" fundraisers because it is the best their money can buy.  There is certainly no shame in that.  The shame comes when there a "fire" and they don't make the call for help.

Your rescue squad is all around you in the form of expert consultants.  I started working for nonprofits after volunteering.  I was in sales and marketing.  Volunteering and helping others felt so good.  I was more into my volunteer assignments than I was into my then job and it began to bleed over.  My work began to decline and I realized I needed to make a career move.  All these years later, I have become an idealist.  I totally believe in the work that nonprofits are doing for our community.  WE DO SO MUCH!!  i started consulting and I'll start teaching this spring because after 23 years I feel like I can give back to the nonprofit community... and I am not alone.

So I say to the nonprofits who are out there on fire, your rescue squads -- those of us who have grown into industry veterans, consultants, etc. -- we are out here just waiting on you to call.

Check out the article I wrote for the Association of Fundraising Professional's Winter 2015 Advancing Philanthropy titled "Paralysis by Overanalysis."  http://www.afpnet.org/Publications/CurrentIssue.cfm

Before the end of 2014 I had lunch with a colleague who said he'd be resigning from the Board of the well-known national organization he'd been serving for the last few years.  He had just completing serving as their Gala Chair which had exceeded its goals.  While they thanked him for his efforts, they also indicated they would be expecting a year-end gift.  The audacity of such an expectation when he had expended months of effort, soliciting donations from his company, his peers and making his own donation to ensure the success of the gala, angered him to point of resignation.

I've been working for nonprofits since 1991, and I believe in the work they do and want them to be successful. I have coached many organizations regarding committee recruitment and retention and I was very sad to hear my colleague tell me the story.    I immediately thought, the organization should have answered their own questions BEFORE the recruitment conversation with my colleague took place.  Would they want his event donation to be above and beyond his annual gift as a Board Member?  What If he couldn't do both? 

Next, I would have suggested that the organization have a frank conversation with my colleague about expectations.  Any committee member recruited should go into their committee service knowing what will be expected of them on the committee and beyond.  The committee member should have the chance to express his/her abilities and limitations. Unfortunately, in this case, these detailed and candid conversations did not take place.

Depending on how badly the organization needs the person to serve on the committee, they might have to let the annual gift go if the committee prospect can't do both.  It's better to keep the donor for the long-term.  My colleague who served as Gala Chair should now be helping to build relationships with the attendees and donors he brought in.  Now, not only is he lost, but so are those that came with him.

As nonprofits start this new year, I hope they will build up relationships with their board members, key committee members, important donors and others not tear them down.  

In Part 1 I described a gala I attended on a Friday night that was not planned as well as it should have been.
The very next night, Saturday night, I attended another gala which was the exact opposite, while it wasn't completely flawless it was a good example of a well-planned event.

Gala #2
It was held at a large hotel with several banquet rooms.  They had escorts waiting to direct guests from every entry point.  I came up through a self-parking garage elevator and even at this obscure entry point someone was there.

Registration was easy.  I was a guest and even though my name didn't make the printed list, I was directed to their solutions area and they had my name on a secondary list.  

Meal service was efficient, no waiting in line to tell someone whether I'd had chicken or a vegetarian plate like the gala the night before.  When we sat down we were served.  For folks that didn't eat meat, or had other dietary restrictions, requests were made right at the table.  

I really liked the centerpieces. on the tables.  The organization name was very prominent on a simple square base that the flowers sat on.  There was a program booklet and the schedule of speakers and the evening's program was printed within it.  The sound system was great.  We could hear what everyone had to say.

Another stand-out during the evening was during their appeal for donations from the audience.  They showed their progress in real-time on the screens.  Donors names would pop-up and the emcee could call out a few names every so often as he geared up for the Live Auction.  They only had 2 live auction items, which was smart.  It didn't drag on. 

Lastly, at the very end they had a choir perform and folks were encouraged to get up and dance at their seats or come closer to the stage where there was a little more room; not a dance floor, but enough room to dance with others.  The evening ended on a festive high-note!  We were literally singing as we left!

Overall it was a well-planned out evening.  There were a couple of things that I noted that could have been better.

I had to walk around a bit then up an escalator to get to check-in only to have to walk down a flight of steps to get to their event area.  Why not have check-in on the same level?  There was definitely room for it on that level.  As someone that works with organizations that have constituents that have mobility issues including being in motorized wheelchairs, this was not an ideal set-up.

The Live Auction had some scary moments - moments when the room was silent and you were afraid that folks might not bid.  They eventually passed but boy were they tense!  Unfortunately, I have experienced live auction that had items that no one bid on.  It is not a good experience!!  My suggestion is to always have the first donor for a live auction item identified and ready to get the bidding started.  That does mean some advance leg-work by the committee.   

Two nights of galas with very different take-aways.  What are your thoughts about these two very different evenings.

Please share any comments!

In late October I went to two back-to-back galas - one Friday, one Saturday.  I'm not going to mention the names of the organizations that hosted since that is really not as important as the differences between the two.  As a veteran event planner, I admit, am a very critical event attendee.  Luckily, many galas I attend in DC are put on by top notch organizations and they are usually well-run.

That weekend, one was well-run, while the other was a lesson in what-not-to-do at almost every turn.

Gala #1 held on Friday night
Upon entry to the hotel venue, we were greeted and directed.  That was great!!  We proceeded to the Ballroom level and again were greeted and directed.  All good so far, right?   The greeters instructed us, that we'd have to go and check in,  and then we'd have go to another line, to select our entree. Two lines....HUH???? 

Well.... putting that aside.... for the moment.... we walked into the line for check-in.  

Not just any line, but a line that snaked along the entire perimeter of what should have been the pre-event reception room.  We had to wait in that long long line.  Not only did it literally take us around the entire room, but once at the check-in table, it was just chaos.  My date had left his tickets but remembered his table # since we were to be seated with his friends.  Unfortunately because he couldn't produce his tickets, we were reassigned to another table.  The folks at the check-in table were then trying to figure out what table to seat us at.  I'm really not sure, why this happened.  Makes no sense to me.  It was the strangest check-in I've ever experienced.  I should mention that this was a private membership group, and my date is a member of the group.  They had distributed tickets to committee members for them to sell.  Okay, I understand maybe not having staff to work on a floor plan, but there was an event committee. And why CHANGE table #'s once guests arrived? It really didn't make sense to me.

At least we've checked in.  But guess what?? Remember we were told we'd need to also stand in line to choose our entree.  Weird.  Never had to do that prior to sitting down.  Unless someone needs gluten free or a Kosher meal, usually if there is a choice to make, you make it with your server.  So there is a hotel banquet staff person standing there asking us what we wanted: chicken or vegetarian.  All that for a choice between chicken and vegetarian!  UGH!!!!  She gives us a little sheet of colored paper indicating our choice.  

Alright, we are finally in the Ballroom.  (We both breathed a sigh of relief.)  To go along with our relief, we are approached asked for our table number and escorted to our table.  That really was a nice touch.  So we get to our table, and we are not seated with the friends we thought we'd be with.  In fact, they are clear across the room.  We sit down and guess what, we see folks already eating their entree... and they have Salmon. We didn't even have that as a choice.  it took us so long to get through check in and the entree choice, that folks have already eaten their salad and are on to their entree.  So why didn't we get to choose Salmon?  Only conclusion is that the hotel allotted a certain number of Salmon entrees and ran out.  This was another thing that was just mind boggling.  menu-wise they should have planned for everyone to have the same thing.  The only exceptions would have been for folks with dietary concerns.  

Well we eat our salad and our chicken.  It was okay.  At this point, there is an announcement.  Everyone should down and conversation should quiet down.  Every gala has a speaking program at some point, so no big deal.  Some issues here too... the speakers were on the floor.  We couldn't see them.  The sound system was awful.  We couldn't understand what they were saying... like the adults in a Charlie Brown cartoon.  Once the garbly-gook concluded a band began to play.  A couple gets up to dance on the dance floor and they are told to sit down; told that they couldn't dance.  HUH?? A dance floor but don't dance on it.  As we talked to other folks apparently the plan was that the band was a performance, and there was a DJ waiting in the wings for dancing.  Well it was 11 pm when the band finished.  With everything ending at 12 midnight, the DJ only had an hour.  We never did dance.  All of our energy had been sucked right out of us.  We left to find dancing elsewhere.  So many not-to-do's were reinforced for me that night.....

The next night was totally different.... Read Tale of Two Galas Part 2 to hear about the next night.

Please share any comments about this gala!

WHAT'S YOUR LEVEL OF DEPENDENCY??

Is your organization dependent on one large donor, one large event or some other primary source of income?

What would happen if it went away?

One organization lost close to $1 million in annual revenue when one corporation changed its policies then was bought out.  The company was sponsoring a major event and providing cause-related marketing in its retail stores.

While the possibility of this revenue disappearing was included in their annual Risk Assessment, time was NOT spent on developing a "Plan B."

A Plan B is like an insurance policy. You hope you never need it, but when you do, you're glad it's there.

Is your organization or association conducting an annual SWOT Analysis? Are you completing a Risk Assessment on the identified Threats? Do you have a Plan B in place? 

An answer of "No" to any of these questions, means you may need to reassess your current situation.  We can help!  Contact us today!