1 month out: build confidence

The last month before your event is the time to lock down all the crucial details, so you can focus on delivering the best result.

1 month out:

Create run-of-show plan
Table and seating plan
Venue plan
Fundraising plan
Back-up Plan
Engage with your guests

1 month out: build your confidence

The last month before your event is the time to lock down all the crucial details, so you can focus on delivering the best result.

When planning for your check-in, checkout, and various other tables, take into account the flow of the guests at your event and consider where there might be poor lighting or herded cattle which would not be optimal for your guest's experience.

Venue setup:

Think about the flow of guests when they arrive at your event, from parking to finding their seat at a table. Consider table placement throughout the space. It’s important to optimize your venue to prevent a bottleneck at check-in and chaos at checkout. Thinking through your event and the physical setup will set you up for smooth transitions and better guest experience.

Preventing lines:

Donors, like anyone else, do not like to wait in line for anything. No shocker, right? To prevent this use some of these guidelines:

1. For every 75 guests have 1 check-in person.

2. Prepare the silent auction packages for pick up while another activity is going on in another room.

3. Engage donors as they enter and leave so they know about all traffic options and know where to go.

Setting up your tables with Chi Tran

Have a smooth checkout with Amy Gainsford

Set up success with a smooth check-in with Eric Anderson

Tips for a Solid Run of Show:

ROS (run of show) is a schedule that will help you delegate team members and manage tasks before, during, and after your event. The ROS is also a great reference to share with vendors, volunteers, and staff to answers any questions related to event-day duties and timing.
Your ROS should be a timeline, starting with the very first thing that happens on event day and ending with the time that everyone must be out of the venue. Everything in between should be accompanied by a time, location, and a specific contact person. When you outline tasks for staff and volunteers be sure to list specific people.
For example:

9 a.m. lighting and sound crew arrives – back entrance – Steve 223-444-1234
5 p.m. volunteers arrive – check-in with Lucy in foyer – John (phone), Kate (phone)
6 p.m. check-in begins – foyer entrance – Kate (phone) + Lauren (phone)

Fundraising Plan:

To maximize your fundraising it’s a good idea to plan. Will you open your auction before the event? What time will you close the auction? Will you extend the auction if you haven’t reached your goal? How frequently will you communicate with guests via text message? When will you send out a text (or two) asking for donations?

Back-up Plan:

No one likes to assume the worst, but when planning a big event you must have back-up plans for what you might consider to be a “worst-case scenario.” For example, your honoree is no longer able to make it, your MC/host can no longer attend, entertainment falls through, inclement weather, etc. Talk through these situations with your team and prepare a plan. In the event a worst-case scenario happens, you’ll be happy that you took an extra ten minutes to think through what you’ll do.

"If you’re counting on a VIP guest, remember to send them a 'thank-you' before the event. It’s a polite thing to do, and it also reminds them it’s important to show up!"

Brandon Stec, Director of Marketing, GiveSmart by Community Brands

Keep the Guests Engaged:

Leading up to your event send guests reminders, alternating between text and email. Don’t bombard them but do send friendly reminders to get them excited for the event. If you still have tickets available encourage guests to invite their friends. You could also use this as an opportunity to provide an incentive if they bring additional guests (i.e. “if your friend purchases a ticket let us know and we’ll put ten raffle tickets in the bin with your name on them!”).

Additionally, if you’ve invited members of the local media, send them reminders too. Be sure to include entrance instructions and who they should speak with when they arrive at the venue.