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September 12, 2014 Timing is Everything

As I get older, I find myself agreeing with the old saying that time goes by faster the older you get. There are not enough hours in the day to accomplish all we need to accomplish.

Unfortunately, this is not anything unique to age. As you prepare for your fundraising events, time speeds by faster for you, too. That is why it is so important to create a timeline of the tasks that must be completed before your event. Set deadlines for item procurement, ad and sponsorship sales, and ticket sales, among other things. This will help prevent the “OH NO! Our event is in how many days!?!?!?” scenario.

For your procurement deadline, set one 30 days in advance of your event. You may be thinking, “Really?”. But imagine how much easier your life would be if you had the luxury of that extra time to prepare your items with desirable packaging and work through the details of your program. It can happen, folks. Simply set a hard deadline for your volunteers of 30 days out. You can know this is really a soft deadline, allowing you to add high end items to your live auction should they continue to come in. This deadline plan can also apply to ad and sponsorship sales.

When approaching a vendor or donor don’t necessarily give the exact date of your event, thereby implying they have a long time to make their commitment. This might allow them to stall with their donation since it is “so far off”. Let’s say your auction is in March, which is 6 months out. Rather than telling the donor/vendor you have an auction coming up in March, indicate your event is in the spring and you have a committee meeting in two weeks. Tell them you would love to share with the committee that this person/group donated/sponsored/bought an ad. This sets a tone of urgency and allows you to meet that 30-day-prior-to-event procurement goal. While you may not actually pick that item up, you’ve filled out the donation form so the process can start. Just be sure to schedule a time to go back and pick the item up!

Let time work for you by establishing deadlines well in advance. You’ll earn yourself some extra much-needed sleep before your great event!

Make every minute a revenue generating minute!

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