You're managing a non-profit event. How can you streamline your planning process?

1 Set clear goals and objectives

Before you start planning your event, you need to define what you want to achieve and how you will measure it. What is the purpose of your event? Who is your target audience? How many people do you expect to attend? How much money do you hope to raise? What are the key messages and outcomes you want to communicate? Having clear goals and objectives will help you focus your efforts and align your team.

2 Choose the right format and platform

Depending on your goals and audience, you may want to consider different formats and platforms for your event. For example, you may opt for a virtual event, a hybrid event, or a live event. You may also choose between a webinar, a workshop, a panel, a gala, or a fundraiser. Each format and platform has its own advantages and disadvantages, so you need to weigh them carefully and decide what works best for your non-profit.

3 Use online tools and templates

One way to streamline your planning process is to use online tools and templates that can help you organize and manage your event. For example, you can use a project management tool like Trello or Asana to create a timeline, assign tasks, and track progress. You can also use a budgeting tool like Mint or Wave to track your income and expenses. You can also find templates for event proposals, invitations, agendas, feedback forms, and more on websites like Canva or Eventbrite.

4 Delegate and collaborate

You don't have to plan and run your event alone. You can delegate and collaborate with your team, volunteers, partners, sponsors, and speakers. By delegating tasks and responsibilities, you can reduce your workload and stress. By collaborating with others, you can leverage their skills, expertise, and networks. You can use tools like Slack or Zoom to communicate and coordinate with your team and stakeholders. You can also use tools like Google Docs or Dropbox to share and edit documents and files.

5 Automate and integrate

Another way to streamline your planning process is to automate and integrate some of the tasks and processes that can be done by software or systems. For example, you can use an online registration tool like Eventbrite or Ticketleap to collect and manage attendee information and payments. You can also use an email marketing tool like Mailchimp or Constant Contact to send automated reminders, confirmations, and follow-ups. You can also use tools like Zapier or IFTTT to connect and sync different apps and platforms.

6 Evaluate and improve

After your event, you need to evaluate how well you achieved your goals and objectives, and how you can improve for future events. You can use tools like SurveyMonkey or Typeform to collect feedback from your attendees, speakers, sponsors, and team. You can also use tools like Google Analytics or Facebook Insights to measure the reach, engagement, and impact of your event. You can also use tools like Airtable or Excel to analyze and visualize your data and results.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?