I got the event poster and the program cover design from the graphic designer. Nadia at Design Action always does an excellent job. There will be some minor tweaks; there always are but of course it's part of the process.
I set up a meeting with the venue manager at the Commonwealth Club, the caterer, and me. The meeting is set for this Friday and we'll go over details like the process for load-in, table settings, the minute by minute, AV, floor plan, and load out.
Simple.
Wednesday, April 30, 2008
Monday, April 28, 2008
Friday, April 25, 2008
RSVPs
Today I sent out and email reminder through our e-advocacy service Democracy in Action (DiA) (www.democracyinaction.org) to our prospect list and entered the responses in the database.
Yesterday I mentioned the good, the bad, and the ugly as a way of talking about the continuum of data integration. The truth of the matter is that we're not completely "good." We still have two data silos: our online database and our offline database. What that means is that we still have to hand enter RSVPs into our offline database even if a person responds to an invitation online. Automating that process would be nice and efficient.
That's our holy grail... Integrating our online and offline databases. We'll get there someday.
Besides doing outreach using DiA, we also posted the event on Facebook:
http://www.facebook.com/event.php?eid=12499747475
So, I spent a little time reminding the maybes that the event was filling up fast and that they need to rsvp asap.
Yesterday I mentioned the good, the bad, and the ugly as a way of talking about the continuum of data integration. The truth of the matter is that we're not completely "good." We still have two data silos: our online database and our offline database. What that means is that we still have to hand enter RSVPs into our offline database even if a person responds to an invitation online. Automating that process would be nice and efficient.
That's our holy grail... Integrating our online and offline databases. We'll get there someday.
Besides doing outreach using DiA, we also posted the event on Facebook:
http://www.facebook.com/event.php?eid=12499747475
So, I spent a little time reminding the maybes that the event was filling up fast and that they need to rsvp asap.
Thursday, April 24, 2008
How did we choose our theme?
The theme of the presentations will focus on the problems with carbon trading, how those problems threaten to undermine efforts to curb global warming and innovative solutions that will help get us out of this mess.
How in the world did we ever get to such a dense theme for a lunch? Does a presentation on financial schemes and the threat of a planetary disaster go with endives?
It depends on who your audience is and our supporters really go in for that sort of discussion.
We also timed the event to take place a little before a major report that we're publishing on that topic making for excellent follow-up with the people who came to the event and also with people who may have missed it.
So, that's pretty much how we decided on the theme. We gauged our audience's interest, looked at the calendar and integrated our flagship campaign activity for the season and then created an event to create a buzz for the project.
So far it seems to be working. We're at just under 70% capacity so if you want to come, RSVP right now...
How in the world did we ever get to such a dense theme for a lunch? Does a presentation on financial schemes and the threat of a planetary disaster go with endives?
It depends on who your audience is and our supporters really go in for that sort of discussion.
We also timed the event to take place a little before a major report that we're publishing on that topic making for excellent follow-up with the people who came to the event and also with people who may have missed it.
So, that's pretty much how we decided on the theme. We gauged our audience's interest, looked at the calendar and integrated our flagship campaign activity for the season and then created an event to create a buzz for the project.
So far it seems to be working. We're at just under 70% capacity so if you want to come, RSVP right now...
Wednesday, April 23, 2008
Susan wanted to know about the program and the menu (see below) but I wanted to write about data management and event planning.
I won't go into to much detail but here's the long and the short of it:
Data integration: GOOD
Data silos: BAD
Using a bunch of excel spreadsheets to manage an event: UGLY
Trying to manage all of the moving parts of an event with a bunch of spreadsheets is a losing proposition. You'll waste a lot of time doing double data entry and you'll make mistakes like assigning a person to the wrong table, excluding someone from the guest list, etc.
Don't do it. Before even considering hosting an event, at the very least get yourself a proper database that integrates contact management and donations with an event module that can produce all of the outputs that you're going to need for the big day (nametags, seating, guest list, who paid who didn't, pledges, dietary restrictions, etc.). Check out Techsoup for some pointers on choosing a database or a Constituent (or Customer) Relationship Management (CRM) solution.
Data integration: GOOD
Data silos: BAD
Using a bunch of excel spreadsheets to manage an event: UGLY
Trying to manage all of the moving parts of an event with a bunch of spreadsheets is a losing proposition. You'll waste a lot of time doing double data entry and you'll make mistakes like assigning a person to the wrong table, excluding someone from the guest list, etc.
Don't do it. Before even considering hosting an event, at the very least get yourself a proper database that integrates contact management and donations with an event module that can produce all of the outputs that you're going to need for the big day (nametags, seating, guest list, who paid who didn't, pledges, dietary restrictions, etc.). Check out Techsoup for some pointers on choosing a database or a Constituent (or Customer) Relationship Management (CRM) solution.
Susan wanted to know what was on the agenda and on the menu...
Here's the (short) program, which should be really interesting (and that's not just me being biased):
Check out cheatneutral.com for a humorous take on the shortcomings of carbon trading.
In any case, the event will be really lively. Those guys are really good presenters and they'll keep their presentations brief and to the point.
As far as the menu... That's still being finalized but the caterer will be one of the Bay Area's premier organic caterers, Back to Earth Organic Catering. In my humble opinion they really are some of the best in the business.
The Great Carbon Trade Swindle
International Rivers’ work has revealed that billions of dollars in fake credits are being generated under the Kyoto Protocol’s carbon trading scheme. These “hot air” credits threaten to weaken the effectiveness of California and federal efforts to cut carbon emissions. Also featured on the program is leading climate justice advocate, Tom Athanasiou of EcoEquity, who will explain how a global deal to achieve drastic emission cuts might be brokered. Danny Kennedy, President and CXO of the solar energy start-up Sungevity, will share his insight on how California can lead the clean energy revolution.
If you're kind of new to carbon trading check out the Wikipedia site on it to get an idea on how it's supposed to work. Unfortunately, there's a lot of room for abuse in this scheme and that abuse threatens to undermine the intent of the Kyoto Protocol and not curb global warming. My organization is working on exposing this abuse. We're going to issue a hard-hitting report on the issue in May. Stay tuned but in the meantime visit http://internationalrivers.org/en/node/384Check out cheatneutral.com for a humorous take on the shortcomings of carbon trading.
In any case, the event will be really lively. Those guys are really good presenters and they'll keep their presentations brief and to the point.
As far as the menu... That's still being finalized but the caterer will be one of the Bay Area's premier organic caterers, Back to Earth Organic Catering. In my humble opinion they really are some of the best in the business.
Tuesday, April 22, 2008
Lunch vs. Dinner: ¿Quién es más macho?
Dear reader,
Let me step back a little bit to talk about this lunch that we're having on May 8 at the Commonwealth Club to support the work of International Rivers.
Why not a gala dinner? A silent auction?
The answer is we tried that and while our events tended to be profitable (aside: don't let anyone tell you that non-profits can't turn a profit!), they carried a hidden cost of staff time and opportunity cost. You'd be surprised. Organizing a dinner for even 100 people can be a complicated and costly affair especially if you're charging a base price of $100 a head. For that price, people expect entertainment, reserved seating, a video presentation, music, dancing, wine, possibly cocktails, a fancy venue, etc.... An auction just adds a whole other level of complexity. An auction can be really time-consuming. I mean REALLY time-consuming. Everything from getting a prospect list, preparing soliciting materials, to organizing who will do the ask and then the follow-up on the stuff that doesn't get picked up at the end of the event! All of that takes time. Don't get me started!
And most importantly: a fair number of our supporters said to me that they were a little burned out on the traditional dinner fundraiser.
That said, the big galas can work and they can be worthwhile affairs for a non-profit. I know of a local NPO that made well over $100K just at their silent auction. Good for them!
Nevertheless, last year we were ready to listen to our donors and try something different.
A colleague of mine recommended a book called Raising More Money: The Ask Event Handbook by Terry Axelrod. The book outlines a method for creating an event in which admission is not charged, a group leverages its supporter's social networks to bring people to the event, and an ask for financial support is made after the program.
I read the book and modeled a lunch time fundraiser after the method laid out by the book and the long and the short of it was that we created an event that attracted at least as many people as any of our galas, brought in more NEW donors than all of our previous events combined, conveyed a powerful message to our long-term supporters and to their friends that we were an effective group that did work that touched peoples lives. And the average donation when you correct for outliers (gifts over $500) was just under $100. Not bad.
So, this year we're to trying that model again.
Tomorrow and beyond, I'll give you some background on the planning for this year's event (to be held on May 8 at the Commonwealth Club in SF; you're invited). I'll share how we made improvements in our outreach and data management systems. I'll also let you in on how we chose our theme for the event.
Thanks again for reading.
Best,
Karolo
Let me step back a little bit to talk about this lunch that we're having on May 8 at the Commonwealth Club to support the work of International Rivers.
Why not a gala dinner? A silent auction?
The answer is we tried that and while our events tended to be profitable (aside: don't let anyone tell you that non-profits can't turn a profit!), they carried a hidden cost of staff time and opportunity cost. You'd be surprised. Organizing a dinner for even 100 people can be a complicated and costly affair especially if you're charging a base price of $100 a head. For that price, people expect entertainment, reserved seating, a video presentation, music, dancing, wine, possibly cocktails, a fancy venue, etc.... An auction just adds a whole other level of complexity. An auction can be really time-consuming. I mean REALLY time-consuming. Everything from getting a prospect list, preparing soliciting materials, to organizing who will do the ask and then the follow-up on the stuff that doesn't get picked up at the end of the event! All of that takes time. Don't get me started!
And most importantly: a fair number of our supporters said to me that they were a little burned out on the traditional dinner fundraiser.
That said, the big galas can work and they can be worthwhile affairs for a non-profit. I know of a local NPO that made well over $100K just at their silent auction. Good for them!
Nevertheless, last year we were ready to listen to our donors and try something different.
A colleague of mine recommended a book called Raising More Money: The Ask Event Handbook by Terry Axelrod. The book outlines a method for creating an event in which admission is not charged, a group leverages its supporter's social networks to bring people to the event, and an ask for financial support is made after the program.
I read the book and modeled a lunch time fundraiser after the method laid out by the book and the long and the short of it was that we created an event that attracted at least as many people as any of our galas, brought in more NEW donors than all of our previous events combined, conveyed a powerful message to our long-term supporters and to their friends that we were an effective group that did work that touched peoples lives. And the average donation when you correct for outliers (gifts over $500) was just under $100. Not bad.
So, this year we're to trying that model again.
Tomorrow and beyond, I'll give you some background on the planning for this year's event (to be held on May 8 at the Commonwealth Club in SF; you're invited). I'll share how we made improvements in our outreach and data management systems. I'll also let you in on how we chose our theme for the event.
Thanks again for reading.
Best,
Karolo
Monday, April 21, 2008
Save the date May 8, 2008
Dear readers:
This blog is going to document the last few weeks leading up to an event that I am producing for my organization, International Rivers. If you're not familiar with the organization, please visit our website and maybe a good place to start would be our mission statement.In any case, here's the long and the short of the event:
Where:
The Commonwealth Club
595 Market Street, Second Floor
San Francisco, California
Details:
There is no charge to attend the lunch.
Seating is limited so RSVP today!
Please reserve your seat by contacting me at:
Email: karolo@internationalrivers.org
A request for financial support will be made at the event.
Visit http://internationalrivers.org/en/events for more information including information on the topic of the (brief) presentations.So, over the next several days, I'm going to document my activities including communicating with our host committee, managing data, tracking gifts (this is after all a fundraisier), sending out more invitations (both paper and email), and dealing with the logistical details of the event.
If you're a novice event planner or fundraiser, I hope that you find a few useful ideas that you might want to try.
Best,
Karolo
PS If you're reading this, you're invited. Just be sure to RSVP ASAP because it looks like we're going to have a full house.
PPS If you also plan and execute events for a non-profit organization and want to offer any tips, best practices, further readings, funny stories etc. send 'em over. My only request is that you keep your comments kind of short. No dissertations, please.
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