{"id":29918,"date":"2023-04-11T12:29:22","date_gmt":"2023-04-11T16:29:22","guid":{"rendered":"https:\/\/test.donorperfect.com\/nonprofit-technology-blog\/?p=29918"},"modified":"2023-08-28T10:49:41","modified_gmt":"2023-08-28T14:49:41","slug":"nonprofit-event-budget","status":"publish","type":"post","link":"https:\/\/test.donorperfect.com\/nonprofit-technology-blog\/fundraising-software\/nonprofit-event-budget\/","title":{"rendered":"How to Trim Your Fundraising Event Costs in 5 Steps"},"content":{"rendered":"\n

Hosting an incredible fundraising event doesn\u2019t have to cost a lot of money. Often the more creative you are, the more money you can save and the more memorable the experience will be for your guests. Whether you are hosting an elegant gala, a fast-paced marathon, or a casual networking event, here are five steps for saving money along the way.\u00a0<\/p>\n

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Step 1: Prepare a budget analysis<\/h2>\n

When budgeting, there are two primary figures you want to determine that will help you calculate the rest of your expenses: the amount you can spend, and the amount of revenue you\u2019re hoping to raise. After you know your budget, you can start listing your potential expenses and the percentage of the budget that you will allocate to each. Resources like Google Sheets<\/a> and Spreadsheets.com<\/a> have publicly available templates that can help.<\/p>\n

Once you have your expenses in order, review your annual goals to determine how much you\u2019re hoping to raise from your event. This will help you to price out the costs of your event tickets, sponsorship packages, and other sources of revenue.<\/p>\n

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Pro tip:<\/strong> Don\u2019t forget to create a contingency fund! There are a lot of moving pieces when it comes to events, and having some extra money set aside for just-in-case situations can help ease your anxiety if things don\u2019t go exactly as planned.<\/p>\n<\/div>\n<\/div>\n<\/section>\n

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Step 2: See what you can get for free<\/h2>\n

There are a lot of free resources out there to help with your event needs. And what better way to save on costs than getting something for free?\u00a0<\/p>\n

4 Free Resources for Fundraising Event Planners<\/h3>\n
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1. Givecloud<\/h4>\n

Givecloud offers a robust fundraising event platform<\/a> with a free package level that includes ticketing, event registration and check-in, sponsorship packaging, and even post-event reporting.<\/p>\n

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2. Canva<\/h4>\n

Canva<\/a> is an excellent resource for creating marketing material for your event. You can use it to create emails, posters, tickets, event booklets, and any other printed or online content you may need. With thousands of free templates to choose from, you can create any professional, branded, and on-theme material you need.\u00a0<\/p>\n

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There\u2019s no need to hire an agency to make your nonprofit branding stand out. We called on design expert Abby Guido to help us create a free guide full of practical, DIY design tips specifically for nonprofits. Get your copy of Design Tips for Nonprofits >><\/a><\/p>\n<\/div>\n<\/div>\n

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3. Social media<\/h4>\n

Social media platforms like Facebook, Instagram, and Twitter provide an opportunity for free advertising. Think about the Facebook groups you could join, post in, or create. Likewise, think about the Twitter or Instagram hashtags you could start a conversation about.\u00a0<\/p>\n

Visuals like photos and videos help build excitement leading up to the event. Consider sharing set-up pictures, auction items, photos from previous events, or a goal meter to build anticipation.\u00a0<\/p>\n

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Pro tip:<\/strong> Google offers ad grants<\/a> to nonprofits for free so you can get the word out to an even wider audience. If your local area has a township website, you could also see about getting your event added to the community calendar.<\/p>\n<\/div>\n<\/div>\n

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4. Volunteers<\/h4>\n

Of course, not all of the resources you need can be found in a free app or software. That\u2019s when you can turn to your volunteer recruits for help. Start thinking early about what your needs may be and how many volunteers you may need for each task (data entry, event set-up and clean-up, sponsorship outreach, advertising, registration check-in, etc.).\u00a0<\/p>\n

After you have your list made, start reaching out via email, your website, social media, and anywhere else you can think of to get all the free help you need. You can also ask them to put the word out within their networks.<\/p>\n<\/section>\n

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Step 3: Create a robust sponsorship opportunity<\/h2>\n

Include multiple event sponsorship packages at different giving levels to make sure small local businesses can support you as readily as larger companies. When creating your packages, include appropriate incentives such as event tickets and advertising in event booklets, radio ads, and other printed materials. Don\u2019t forget to mention the success of past events including money raised, number in attendance, etc.<\/p>\n

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Pro tip: <\/strong>Don\u2019t let this task eat up all of your focus time. Call on your team for help with creating sponsorship appeal letters or scripts and ask your board members<\/a> to help solicit these businesses.<\/p>\n<\/div>\n<\/div>\n<\/section>\n

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Step 4: Shop around for sweeter deals<\/h2>\n

When it comes to your biggest expenses, like the venue and catering, make sure you do your research, and remember that negotiating is part of the process.\u00a0<\/p>\n

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When it comes to venue costs, here are six easy ways to save:\u00a0<\/strong><\/p>\n