by Debby Burton

Created on: October 24, 2008

Whether your not-for-profit organization requires a small, intimate gathering with a speaker, or a huge oral auction with hundreds of people, it all takes plenty of planning. Some people might start with what the preparation budget will be. This, however, is small thinking in my book. If you plan something big, new, and fun at a place people want to see, the underwriting will flow like water. Planning the "what," and the "where" are the first items. There are many speaker organizations with many sorts of speakers: motivational, religious, sports, writers, reporters, anchors - you name it, they will come. There are also many ideas for fundraising - artists decorate an item (say, benches) under sponsorship from an organization, and they are sold at auction; People collect things to bid on (cooking lessons, golf vacations, donated football tickets, etc...) both orally and silently (eg, written). Finding a good plan is not too hard - Google(tm) or any search engine can help. A group should be put together to contact businesses, banks, law firms, etc...to underwrite your known expenses (tent? food? advertising? location rent?). Thank them over and over and over again - also send them a tax letter, stating your tax-free status and allowing them to have a write off for their moneys.

Once you have decided what, you need to know the space requirements. Do you want tables and chairs? hors d'oeuvres or a buffet? What kind of arrangement is necessary for traffic flow (including waitresses and waiters)? Alcohol? Cash bar, or all-included? Is there a good auditorium and what can you charge? What sort of decorations will you want to have, and what kinds of informational brochures and posters around for people to see? Do you have a color scheme? A theme to go with the event or speaker? Do you need a podium? Microphones and a speaker system? A string quartet in the background? What will enhance the basics?

Knowing the dates of local events (football games, holidays, school vacations, even large weddings) can help you figure out the date. If you need certain weather, like snow for a Christmas bazaar, you might schedule in mid-November. Knowing the ins and outs of your local media helps too. Will a radio station spend time with you live on the air to talk about the event? A local news broadcast? Will the newspaper accept an article with a picture to draw attention? What about direct mail or email? Can your not-for-profit board come and invite people? What will your invitation look

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