by Sharon Yeates

Created on: June 25, 2009   Last Updated: March 18, 2010

Planning an event for a non-profit organization is a challenging, but rewarding experience when you follow a few simple steps.

1.  Set clear goals

Whether you are raising money for research or simply trying to increase awareness of an issue, it is imperative that your main purpose is clear to everyone involved in your event so that funds and manpower are not wasted.

After determining your main goal, look at potential side benefits that might be gleaned from your event.  For example, a group whose focus is improving health care in a community who have arranged a free vaccination clinic might use that same event to provide educational literature on health issues of the area, or provide a booth to solicit donations from attendees. 

2. Look for affiliated or sister organizations

Pooling your funding with national affiliates or organizations with similiar goals may save you money, provide you with a larger volunteer pool of workers, and attract more publicity for your event. It also prevents losing people due to forcing them to choose between otherwise conflicting events.

3.  Establish a budget

Determine what the bare necessities for holding your event will be, and look for hidden costs that you might have overlooked.  If it is an outdoor event, did you consider the cost of necessary permits when you planned the location expense? If you are holding a silent auction did you figure in the cost of clipboards and printing forms? Did you consider tablecloths to make the table displays more attractive? If you are holding a fund raising walk, did you add in the cost of water for participants and volunteers? 

4.  Choose your date carefully

Check with city officials and news agencies to confirm that your event will not conflict with events in your area that might draw your attendees away. Familiarize yourself with weather patterns in your region, even for indoor events.  If your area is prone to flooding in the spring, plan your event for the fall.  If you live in a college-town, plan your event for times the college is in session.  If a national organization has a fund raising drive for similar projects, take advantage of the interest they garner by planning your smaller, regional event while they are running their national ads.

Many banquet halls, caterers, and photographers will offer discounted rates on weeknights when they don't have the wedding business, but if a weeknight is going to

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