Prepare For The Unexpected
Your nonprofit organization likely has at least one special event already on the docket for 2025. Whether it’s a formal dinner, dance, holiday gift market, 5K run, industry conference, or other type of event, planning ahead can help you avoid everything from week-of snafus to day-of emergencies. Unfortunately, even well-planned events can experience a few hitches. Here’s how to be prepared — for anything.
Threat Detector
Creating a crisis management plan is probably the best way to prepare for issues to arise at your next event. So review all potential exposures for the event, from fire to bad weather to technology failures, and determine how to address them. Also consider the 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 plan to auction 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 for 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 plan to 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 guests can easily reach you.
Also, create 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 world’s most organized nonprofit event planner 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 contact 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. Click here to learn more about Nonprofit Services at GBQ Partners.
