6-Step Guide to Virtual Event Planning
We’re seeing more and more success with virtual fundraising events. If you haven’t hosted a virtual fundraiser or are unsure where to start, use our 6-step guide to help you launch your first virtual event.
- Identify + Pre-Record Speakers to Tell Your Story
Unlike your in-person event that is focused on the party, the food and the entertainment, the virtual format is more like a TV show and should focus on your story. The speakers you choose to include in your event are meant to help tell your organization’s story and connect people to the importance of your work. Identify the speakers early on and pre-record speeches and storytelling videos in advance. If your host is the only live element during your broadcast, you’re assured fewer technical difficulties.
- Secure Sponsorships
Reach out to possible sponsors to secure sponsorships. This is a revenue area that has really been strong—and growing—in the virtual setting. There are a lot of additional benefits you can offer a sponsor, including the ability to view specific analytics to track reach. This means sponsors are better able to track how many people viewed their logo and sponsorship segment at the event. You can include a 60-second pre-recorded video to air at your event or provide live sponsor recognition during your program. And if you’re pre-recording your speakers, you can even offer the opportunity for a presenting sponsor to have a speaker welcome everyone to the event.
- Secure Pre-committed Gifts
Getting surprise gifts at high levels in the virtual event setting is rare, so it’s important to establish pre-committed gifts. We recommend confirming all gifts above $1,000 to maximize revenue. This allows you to have direct conversations to steward your donors in advance and recognize them during the event. This will come in handy during the appeal portion of your virtual event. It will not only help kick off donations, but also create momentum for the rest of the giving levels.
Matching funds are also still working very well in the virtual setting as an incentive for giving, especially in driving giving up to the mid-tier levels of $500–$1,000. Setting up a matching challenge encourages your viewers to show up as they would have in the ballroom by stretching their support to give big.
- Secure Live Host or Emcee
You’ll need a live host to guide your virtual event. The emcee will introduce speakers and videos, recognize sponsors and respond to donors and donations in real-time. Having a host to read out donors’ names is especially crucial. We’ve found that recognizing donors actually promotes viewer participation, which yields more donors and donations. This is the element in the program that makes the event very effective for fundraising. We also highly recommend using a benefit auctioneer as your live host and appeal auctioneer so that they can really show up and deliver on strategy.
Here are some benefit auctioneers we recommend:
- Establish a Giving Platform
An important part of your virtual fundraising is the giving platform. You’ll want to make sure there is a rising thermometer that allows you to see both the goal and the current funds raised. This is helpful in building viewer energy and encouraging further donations. Additionally, you’ll want that tool to show donors’ names as gifts are coming in. And if you’re doing name recognition in real time, you’ll want to be sure your host has access to the full list of donors as they come in, not just one name recognized at a time. This allows everyone to be recognized.
If you have an online auction, we recommend:
If you’re only doing an appeal, we recommend:
- Establish a Streaming Platform
Finally, you’ll need a streaming page to air your virtual event. You have a few options—we recommend you partner with an AV production team to build a website specific for the event where viewers can stream, chat and donate. They can also manage your stream the night of the event, so you don’t have to worry about the technical issues. You can also livestream yourself with tools like Stream Yard or Twitch, although they do have limitations. Regardless of how you stream, look for opportunities to simulcast your stream to YouTube and Facebook Live.
We recommend letting the pros manage the technology:
If you’re interested in talking more about your virtual fundraising event, reach out to us here.
