Table-hosted events are an excellent way to attract new donors and build lasting donor relationships, especially when held annually. For many nonprofits, this is often a first choice when seeking to diversify their revenue streams or grow an annual donor base. Here are 10 valuable tips to help you get started, ensuring a successful and impactful gathering.
- Keep your table-hosted event to about an hour and make it free to attend. We’ve found that removing ticket costs or minimum donation requirements leads to a higher average gift from attendees.
- Define your fundraising target and the purpose behind it. Set a budget with clear financial goals and calculate how many hosts you’ll need to reach that target. (Some math to help you determine your needs: on average, about 50-60% of attendees will give a gift and average gift size is around $150-$300.) Then, brainstorm potential sponsors, considering the sponsorship level you will invite each to contribute.
- Research local venues that can comfortably accommodate the number of guests you’re expecting. Hold off on booking until you’ve completed a prospect list of hosts to ensure the space aligns with your attendance needs.
- Be mindful of asking individuals who might have a conflict of interest to be a host. For example, the executive director of another nonprofit.
- Create a list of key individuals to serve as table hosts: board and former board members, donors, volunteers, families, former staff, committee members. Ask them to serve in this manner by asking them personally.
- Consider hosting a kick-off (let’s be real – it’s a training but during happy hour) for your hosts to set them up for success. Events tend to run smoother and yield better results when hosts are well-prepared. Include clear outlines of roles and responsibilities, along with sample invitation wording for them to use. Help hosts navigate their networks and contacts so they know who to invite. It’s also helpful to provide a list of names for hosts to review and consider when inviting attendees. This list of names might include lapsed donors, community VIP’s you would like at your event, corporate contacts you don’t have a contact for, etc. See who your hosts know!
- Even with hosts doing the work of filling the room, keep in mind you should still be inviting those close to your organization so they don’t feel left out. Think of major and recurring donors, dedicated volunteers, last year’s event donors, VIPs. This is a great way to fill up those extra seats that don’t get filled by hosts. It’s also a great time to recognize these supporters by expressing how their previous contributions made a difference. Inviting last year’s donors to your event is a vital part of donor renewal.
- Plan out the event flow, designating speakers for each segment. Include time for welcoming introductions, a break for eating, and presentations on your organization’s history, current status, and future goals. Incorporate a testimonial, story, interview, or video to add a personal touch. Be sure to leave time toward the end for making the ask and sharing closing remarks. When thinking about event speakers, one of the key roles is the person making the ask. It is most beneficial when this person is a donor and non-staff member and can encourage the guests by saying, “Join me in supporting this work.”
- After the event, prepare a follow-up email template to thank all attendees for joining. Use this message to express gratitude and provide them with another opportunity to contribute to your cause.
- Create a matrix of which donors you are going to call and who will make the calls. This likely will be a mix of staff, board members, and volunteers.
These 10 tips will help you attract new donors while strengthening connections with existing ones. Hosting a successful table event is essential for building lasting relationships, raising awareness, and achieving your fundraising goals.
If you are interested in learning more about how Kennari Consulting can help, reach out to us here.