Tips For Hosting Virtual Fundraising Events

Although the absolute necessity of virtual events is starting to slow down as we continue to move forward from the pandemic, there will always be a place for virtual events in the world to come. The convenience of attending an event from the comfort of your home is almost too good to pass up. In addition, the lower overhead costs that go into hosting virtual events is also a big pull for organizations to continue incorporating them.

Does your nonprofit organization have an interest in hosting virtual fundraisers? Have you started implementing them due to the restrictions of the pandemic and realized that you want to keep them in the mix? Either way, we have some tips for you on the logistics of these web-based events and how to maximize your success.

1. Put Effort into the Invite Process

You’re hosting a virtual event so logically you would just send an e-vite and be done with it, right? Wrong. Even though you will need to send electronic invitations and reminders with direct links to your live stream, you also want to entice more people to attend by reaching out in different ways.

Think of how you can make the invite process more personalized. Perhaps you put together a list of donors who have supported you in the past and make direct calls. You can also send a beautifully designed post card or invite in the mail. Or just a letter reminding donors of your virtual event and directing them to an online RSVP location. Making multiple points on contact and addressing your donors by name will make them feel more connected to your cause.

Make sure to also post links to your event all over your organization’s social media platforms. Give teasers to any speakers or presentations that may be taking place during your virtual fundraiser. Reach out to any participants and ask them to re-post on their platforms to widen your reach.

2. Choose a Streaming Platform

A big step in hosting a virtual event is making sure you have the correct software and setup to do so. Appoint one or more team members to look into software options, as well as streaming platform options and do a compare and contrast. With the increase in digitally hosted events over the past year and a half, there is also in increase in available information on the topic. If it is within budget, you can also outsource this to a vendor who specializes in this technology and have them help you get everything set up, as well as give tutorials so you may be proficient with the process before the date of your event.

3. Secure Sponsors

Just because your event is virtual, doesn’t mean you should treat it much differently. You will still want to secure sponsors for your fundraiser so that you can offset the costs of hosting. You may find that some of your usual sponsors have been hit hard by the pandemic. Fortunately, there are plenty of others who have continued to thrive and have been looking to increase their philanthropy in a time with the world really needs it. Cast a wide net throughout the connections of your employees, volunteers, donors and all of those who are in the circle of your nonprofit organization.

4. Focus on Production Quality

Again, you will want to treat your virtual fundraising event as if it were still an in-person scenario. Quality of production should not suffer and actually should have even more emphasis. Cohesive graphic design, smooth transitions, hosting and overall glitz and glam should be a focal point of your planning process. You want to grab your audience through the screen.

Ensure that you host a dress rehearsal before the actual date of your event to work out any kinks, such as tech logistics, lighting, camera angles, sound etc.

5. Speak with a Purpose

Ensure that you are not supporting the concept that a virtual fundraiser might feel less formal than an in-person event. You want to keep your audience engaged in your mission and your cause. Speak with a purpose and ensure that you convey gratitude towards your donors, letting them know how much their contributions (big and small) mean to your organization and to your overall cause. You can use actual dollar amounts to communicate this message – as little as $5 can accomplish …showing the donor the power of their money.

Throughout your event, speak about the accomplishments of your organization. How many people have you helped? How have you served the community? Keep your attendees emotionally invested in your organization.

6. Keep it Interesting

The last thing you want is a boring event. Due to the lack of in-person interaction, you will want to ensure that your virtual event is engaging and that it doesn’t drag on. Depending on the number of speakers/presentations and the overall layout of your event, you may want to aim for anywhere between 45 minutes to a few hours. If it’s packed with engaging information and attention-grabbing content, you can get away with a few hours. If you have less information to get across, stick to a shorter event to ensure the best impact.

Incorporate fun transitions, perhaps a comedy-based host, a theme….anything your organization can think of to keep your virtual fundraising event entertaining and enjoyable.

7. Say Thank You

Live streaming an event allows you to reach our audience on camera and express your gratitude directly to your donors and supporters.

Flash names up on your screen of big donors an anyone you want to thank. Maybe email out a graphic with a full list of donor names. Any way that you can make your supporters feel special and appreciated will do you good.