Secrets #3 to Fundraising Success – Time Management

There are several keys to success when planning a Charity Fundraising event.  Most aspects we can control with proper planning.  However, there is only one aspect which we cannot – time.  Understanding that time is either on our side or can play against us is very real in regard to your ultimate success. 

First, we must understand that we cannot stretch or control time is important, however, time can be our friend if we work with it.  Here is how time can hurt you:

1.  Event is either too long (more than 4 hours) – OR – too short (3 hours or less).

2.  Your guests will arrive late.  If you publish that your event starts at a certain time, you can plan on people arriving 30 minutes late. 

3.  Check in for your guests will not happen quickly.

4.  If you are serving a plated dinner, people will always finish their meals quicker than you have planned.

5.  When planning for a short speech, speakers will always run over.

6.  If you have a performance of some type, it will always take longer then you expected.

7.  If you have a presentation, this will also take longer than expected.

8.  Your guests will not truly start to bid on items until the last 15 minutes prior to the Silent Auction closing.  Absolute competitive bidding will not occur until the last moment.

How do you work with time so that is part of the success?

The answer to this is clear – a planned, detailed, written timeline - Time Management.  A published time line, shared with your event staff is absolutely key.  During the planning stages, weeks prior, ensure that you or someone does a read through with your event staff.  Have someone monitoring the clock during your event is crucial.

Understand that people are all devoted to time.  Also, your guests will truly enjoy an event which is ran efficiently.  Nothing can hurt an event more when people don’t know what is going on.  It is truly embarrassing when certain aspects do not happen when scheduled, especially when you have a Master of Ceremonies announcing everything.

To cure the above, while using a “Clock Watcher”, here are some hints that will greatly assist you while planning and hosting your event:

1.  Event length – 4 hours – One thing you should absolutely know for certain, your event will run over if it’s too short.  In order to plan a successful fundraising event, event planner must allow for enough time for everything while understanding that people need to get “Engaged” in the event.  A 4 hour event allows for enough time for speeches, presentations and all your fundraising platforms.  If it shorter, there will not be enough time and something will lack – normally the fundraising.  But having a long event, your guests will get bored and lose interest.

2.  Appointed “Clock Watcher” – One person should be appointed as the Event Manager.  This person is totally in charge of the event.  The event manager should not be sitting down having dinner with their guests or standing talking for an extended period of time.  This person is the most important person at your event.  This person will monitor the time and ensure the time line is followed closely.

3.  Check In personnel – the staff working the “Check in” table, should stay in place at least 45 minutes after the event starts.  Even after the 45 minutes, people will still trickle in so the check in table should be monitored.

4.  Dinner – While people are eating dinner, do not appoint a certain amount of time to it.  People eat at different speeds so don’t give them a certain time. 

5.  15 minutes prior – Prior to someone giving a speech, speak to them 15 minutes before and ask them to get ready.  It will always take them 5 minutes or so to break away from what they are doing.  Then another 5 minutes to get them near the stage.  You will then have a five (5) minute buffer.

6.  Run on Speeches – When asking someone to give a presentation or a speech, ensure you tell them how long they can speak and they adhere to it.  Someone needs to stand stage left or right, in the peripheral vision of the speaker monitoring the time and give them signs when they are getting close to the end of the time allotted. 

7.  Closing the Silent Auction – This perhaps is the most important aspect which either positively or negatively effects the success of your Silent Auction.  Understand that people will “Stalk” the silent auction, finding something they want to bid on then watching the bids.  People will not begin to bid until 15 minutes prior to the close of the Silent Auction.  This most important task you can do is to announce when the Silent Auction will be closing.  Let your guests know it will be closing in 15 minutes, then 10 minutes, 5 minutes and then 1 minute.  Closing the Silent Auction should be a “Rolling Closer.”  There should only be one (1) person appointed to closing the Silent Auction (which will be yet another blog).  If you have more than one person closing the Silent Auction, your guests will not have enough time to place last minute competitive bids.  By closing it this way, it will promote “Bidding Wars.”  Your guests should be allowed to bid until they are completely done with a winner. 

    DO NOT close the Silent Auction without telling your guests – DO NOT quickly pick up all the bid sheets.  Allow them time to be competitive because the success of your Silent Auction will go up and up.

With all of these secrets revealed about the importance of a Time Line, let time be on your side instead of playing against you.  Work with it, roll with it…and properly plan for it.  The Fundraising Experts at BW Unlimited Charity Fundraising would love the chance to help you at your next event by showing you the importance of Time Management as well as the many other Secrets to Fundraising Success.

BW Unlimited Charity Fundraising is a Leader in Charity Fundraising in North America in a “One Stop Shop” setting.  A very important aspect about BW Unlimited Charity Fundraising which is unlike everyone else, BW Unlimited Charity Fundraising is the only Charity Fundraising firm in North America which only are charity fundraisers.  Following fundraising trends across the country while being constantly educated by the various formats available, the Charity Fundraising Experts at BW Unlimited Charity Fundraising will guide you through the myriad of “Pitfalls” which can misdirect you and your organization when planning your next charity fundraising event.  If you would like our help, we would be honored to do so.  Contact us today at www.BWUnlimited.com