Virtual Events

Your non-profit can increase its reach with innovative entertainment.Brochure and Lip Print Analysis Card. Great choice for virtual events!

How to Increase Your Non-profit’s Reach

Looking at how to increase your non-profit’s reach might be the simplest and most effective way of increasing revenue. Does your organization rely on an annual fundraiser to survive?

Are you using your precious resources to develop, market, and run it?

Avoid staff burnout and limit overtime.

Most non-profits set a format and stick to it because “if it ain’t broke, don’t fix it.” Times change, people change, societies change, and eventually your donor pool changes.

Who are your donors?

Did you notice when your donor pool changed? What did you first notice? Was it when donations started to dry up? Diversification is important in fundraising. To create a diverse pool of donors, take a deep and hard look at who your are trying to reach: who they are, how they relate to you, and how you can support THEM.

Shared affinities increase your non-profit’s reach

People support organizations when they share affinities with them. Look at how to increase your non-profit’s reach ny growing your donor pool. Are your donors part of the group your organization serves? An example of this is families with a loved one suffering from an incurable disease. Of course they want to contribute to the charity dedicated to finding a cure for it.

Sometimes the main sponsors are NOT directly affected by the organization’s outreach. One example of this is a business that contributes to a non-profit serving homeless children. Where is the connection in this case? Is it because of the activity the sponsors can take to help, or is it about their reputational enhancement by associating with the non-profit?

Organizational culture

Look at your organization’s culture. Is it homogenous? Do the majority of your supporters look alike, live in the same place, have the same interests, or have the same socio-economic status? There’s a lot to be said for extending your reach. For example, a food bank which had previously funded by church members extending their reach by joining the local Chamber of Commerce.

Diversify your outreach

Many nonprofits first become viable when they increase their visibility beyond their traditional supporters. How do you do that? One way is by diversifying your means of outreach. Another way is by diversifying what your organization offers people and organizations.

How do you fundraise?

A very simple idea that is worth examining, is how your non-profit currently fundraises. Where can you find opportunities to shift the concept? Something that amazes me is how some organizations are still doing the same thing that they did 20 years ago, 10 years ago, five years ago. It may have stopped working a long time ago, but you won’t know that unless you have been keeping diligent KPI records.

We began working with a non-profit that provides medical services to remote villages in Nicaragua and Ecuador. They have dedicated medical providers who donate their time and expertise. In addition, they are setting up satellite offices to develop the healthcare infrastructure of small villages that are far away from normal services. Being a relatively new organization, they are always on the lookout for different ways of doing things. When they reached out to us in 2019 for their annual fundraiser, we were intrigued. What could we offer them that they had not already done or seen?

Palm readings to engage donors?

They asked us to do palm readings. That’s simple. But how could we put something into what they were doing that would be a game-changer? The first event we did for them was so fast and furious and the attendees’ waits were long for their palm reading or a lip print analysis or handwriting analysis. There was an opportunity to extend their reach and really think through the process of what they were trying to do and find different ways to do it.

Pivot and profit

For their 2020 event, discussion had started earlier in the year.  It became obvious that an in-person event would most likely not be an option. They were swift to pivot, and hired a company to provide an online auction service. This was great for them in many different ways. They used it to create excitement, first off.  Most importantly, they used it to reduce the time that their staff had to spend on creating packages, selling packages and collecting for packages. This turned out to be a real timesaver and also help them raise a proportionately much larger amount of money than in past years.

No idea is wasted

Because everybody was working so hard to pivot, (the most overused term of the year), we didn’t have time to flesh out an idea that had been “percolating’ in my head – to offer coffee cup readings. The director of the nonprofit owns a coffee business. We had begun to work on providing kits to individuals that would let them get coffee, brew it in their cup, and get a coffee reading all in one with a virtual coffee reading and coffee kit.

How are you trying to increase your non-profit’s reach?

The drawback was that our advance timeline was shorter than we needed to make this function optimally. Another issue that was that the majority the people involved in the organization were young families. Due to the pandemic, they were more stressed out than ever before—balancing jobs, childcare and educational tasks on top of their usual family involvement. They just didn’t have the bandwidth to be able to deal with making a cup of coffee and executing all the little intricacies at a prescribed moment and in a specific way.

Hopefully, the seeds that we have planted will help this non-profit continue to  reach their donors to create an even better event this year!

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Back of Lip Card for Lip Print Analysis

Wedding and Party Favors

Outstanding Wedding and Party Favors have one things in common–they are meaningful.

Lip Print Analysis and Handwriting Analysis connect everyone. Send a Lip Kit or Handwriting Kit to family and friends who can’t attend attend your event. They make PERFECT wedding and party favors! People are so happy to connect, to find out about themselves, and the cards remind them of you and your event!

Simple or lavish–your choice. A slim, elegant envelope with a Lip Card or Handwriting Card and instructions, or a Lip Kit with a handmade, artisanal card, individual lipstick applicator, makeup remover and your message.

Group at formal corporate event
Meaningful Entertainment and Thoughtful Seating Photo: Manuel Llaneras

What’s most important to you? Handmade cards? Making sure EVERYONE gets a reading? Why does live, in-person event entertainment that connect people like nothing else?

As we’re getting used to being together again, know that nothing sparks conversation and real interactions better than finding out about yourself and others with handwriting analysis or lip print analysis. It’s fun, it’s neutral, and it’s meaningful!

Many people have started new positions, working remotely with colleagues they’ve never met. When you DO come together, give yourselves a chance to have fun, relax and get to know one another! Build trust,  build community, and create common ground in a heartbeat!

Our Contact-Free Entertainer Booth can keep everybody safe and let them enjoy the live entertainment.

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How to Maximize Event Accessibility

You can maximize event accessibility in many ways.

By accommodating everybody, including those with invisible disabilities, you make your events more comfortable, increase your reach, and create a premium environment.

  • Planning
  • Event design
  • Technology

Event planners work magic behind the scenes. They pull everything together to create an exciting, welcoming environment.

Diversity and inclusion work best when they are a part of the planning process. ​

〰PLANNING〰

Are guest accommodations friendly to people with disabilities, including those with ‘hidden’ disabilities? Most U.S. hotels, motels, inns, etc. include accommodations that are ADA (Americans with Disabilities Act) compliant. In fact, all accommodations designed or constructed after January 26, 1993 are required to be ADA compliant.

How can you make it easy for your attendees from the start? Provide them with an accessibility statement and point of contact in event announcements and invitations. Include clear instructions on how to request accommodations. You’ll want to clarify deadlines for requests for special accommodations and avoid disappointment or avoid confusion. (Scroll to the end for two examples!)

Share details about lodging and transportation accessibility with out-of-town guests.

〰EVENT DESIGN〰

The best event designs unify and refine your event. You’ll want to make sure that acoustics, lighting, and climate all contribute to making your event as comfortable and inviting as possible–for everyone.

Prioritize details that contribute to guests’ ability to see, hear, and fully participate in your event.

Ideas to help create a supportive environment:

Thoughtful seating arrangements

Unobtrusive decor

Easily available information

Take it a step further and add personalized event entertainment to make sure ALL  your guests can participate. Strolling entertainers make accessibility a breeze for those with mobility impairments–the entertainment comes to you!

〰TECHNOLOGY〰

If you use visual or auxiliary elements (for example a slideshow or speaker), share a list of  additional services, assistive technology, or accommodations that you can provide.

Examples:

●  American Sign Language interpreters

●  CART services (Real time closed-captioning is more accurate than computer generated captions)

●  Visual and auxiliary aids

●  Assistive communication devices

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Tips for Creating Successful Virtual Events

What are the most important elements for producing successful virtual events?

Keys and tips for producing successful virtual events are similar to those used to produce successful live events. However, even the simplest virtual events require different skills than those used to produce traditional events.

It’s not easier to create virtual events

That being said, producing any kind of event is not for the faint of heart. At least one team member should have a fairly robust knowledge of technology, sound, lighting, and event production. Each team member should, at the very least, have a rudimentary working knowledge of the key elements needed for the virtual event.

Essentials for virtual events

Make sure you have access to electricity and a stable internet connection.

  • Simplify every element of your event.
  • Streamline your processes in as many ways as possible.

The key for us was to focus on a detailed understanding of what we needed to be able to do, when we needed to do it, and how to execute it. Live event and virtual event production share fundamental requirements for success: We produced several small events during a power outage. Because we had done several large and medium-sized events beforehand, we knew the drill.

Learning from experience

After experiencing an internet outage that lasted more than five hours, we knew to create backup plans and to test them extensively. Luckily, the outage started hours before the event and we were able to reroute everything before going live. But when the power came back on and we switched back to our regular ISP, the password that had been previously issued to participants did not function and we had to quickly get new ones to them. Since we hadn’t practiced a power outage and the effects it would have on our system, we had to improvise.

The lesson

There are fun improvisations and there are those improvisations that are somewhat less fun. This was one of them. Despite the difficulties we encountered, we made the most out of these situations. Key participants and team members were able to access information quickly and immediately share it with participants.

Be sure to deliver the stated mission of your event.

What is the event’s goal? Is everyone clear about it? Even if your delivery is flawless, the most important goal should be to support the event’s overall mission. Keep that goal top of mind and work to deliver it. What is the use of a ‘perfect’ event if it falls short of meeting its mission?

How do you help your clients understand how you can support their mission?

An example: a children’s charity fundraiser. Help your client by letting them know what will communicate their mission most effectively. Not everyone knows which elements work best for virtual events. Our job as event producers is to share information with our clients about which elements and tools will best serve them in achieving their particular goals.

Treat your people well

A labor saving piece of advice from several of our non-profit clients: use an automated bidding platform. They are worth the investment. Share your auction items in advance, track bidding, accept payment, and capture transactions, inventory, and delivery without investing more staff or volunteer time.

As a parting piece of advice: when deciding on project assignments, treat your volunteers’ time as sacred. Let them take on tasks they find fulfilling that support your organization’s mission. Most importantly: enjoy your event!

What are some of the challenges you’ve faced with producing virtual events? What solutions did you find? Tell us!

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