How To: Elevate the Event Part of Your Event

Elevating the guest experience of your event can create an atmosphere to engage bidders. You want your guests to feel like they are attending an event. The things you can implement to make this happen don’t have to be huge line items in your budget, but attention to some of your event infrastructure can make your fundraising event feel special and keep your supporters focused on participating (also known as donating!) and having a good time.

At Latino Network’s Noche Bella in September, they capitalized on a venue change to continue elevating the guest experience. The top sponsor table experienced special tequila tasting at their seats with dinner. This didn’t require a huge outlay for the organization but certainly honored the level of support at the table and helped them know that the sponsorship they gave was appreciated.

Mayahuel Catering at Latino Network (Andie Petkus)

The food being served can be another area of impact. Latino Network already had to hire a caterer, but instead of going with a standard offering, they engaged a caterer within their community who was willing to do something different, and really increase the quality of the food being served at the event. The result was a gorgeous, four-course Mexican meal with flair that the guests raved about.

Impact NW check in (Jim Garrison)

At their Annual Garden Party this year, Impact NW made some logistical shifts within the same event space they had used for several years that enhanced the guest experience. Most noticeably they got guests in and out of the party with ease. When registration is good, it shouldn’t be noticeable. When it isn’t good, it’s likely all you will hear from guests about. To make their check in process even better, Impact NW utilized auction database software and an outside company to provide the registration computers instead of piecing them together from internal resources. This helped ensure correct data, smooth flow and got guests onto enjoying the party and bidding on silent auction items.

Impact NW also re-orchestrated the layout of their silent auction, allowing more space for items and spacing tables so that bidders could better move between them. And by having this part of the event set apart from the area of the venue where the seated program was, it allowed volunteers to clear the auction when it closed and get check out all set up. After the program when guests were departing, everything was ready and waiting for them.

Impact NW silent auction (Jim Garrison)

In the end, the experience of your guests at your event should help them feel your gratitude. They are at the heart of your event’s success. Look at things you’re already doing and evaluate if you can do them more creatively or streamline them in a way that creates ease for you and those at your event. Then everyone can focus on supporting the work of your organization and raising vital funds to continue doing your good work.

Some easy things to remember:

^ Is registration easy to get to?
^ Do you have enough registration stations, 1 per 100 guests?
^ Are the bars accessible?
^ Is the entrance to the venue clear of traffic and easy to move into the event?
^ Do you have enough bartenders, 1 per 100 guests?
^ Is the venue big enough for your crowd to sit and to mingle?