While there are many do and don’ts when it comes to charity event planning, there are many mistakes that can be avoided simply by planning ahead of time. Raise as much money as you can for your cause and avoid making your event a bust by reviewing this list of commonly made mistakes at charity events.
Mistake #1: Not using a professional auctioneer
This is the worst mistake you can make when planning a live auction at a charity event.
Using a staff member or any other non professional to auctioneer can cost you a lot of money. Many charity event planners do not want to spend the funds to hire an auctioneer but it will not be wasted money.
A professional will easily earn their fee back and increase profits from previous years. This is what they do for a living and know how to get every penny out of the room. Many auctioneers will also bring their own bid spotters which is a must! If the auctioneer does not provide them, be sure to have people on hand to spot. You don’t want to miss out funds because the auctioneer never saw the bid.
Mistake #2: No transition plan
The transition between cocktail hour and the actual charity event program can often be sloppy and throw off the timeline. One simple tip can help solve that problem… Close down the cocktail bar as soon as the doors to the event open.
When people can no longer get their drinks from this area, they will naturally make their way inside. Open a bar inside when you want them to make the transition or better yet, switch to table service from the servers. This will keep everyone seated and keep a great flow to the evening.
Charity event timelines are oftentimes thrown off by as much as an hour because of people continuing to drink in the cocktail area. Account for this early on in the charity event planning process.
Mistake #3: Choosing oversized centerpieces
A lot of attention is given to making the room feel magical. While this is indeed a very important aspect to setting the mood of the charity event, it’s possible to get carried away in some aspects.
Large centerpieces may look beautiful, but are often impractical in this setting as they just end up blocking the view of over half the people in the room.
Obscuring the view of the stage will make people feel disconnected resulting in chatter at the wrong times and lower bidding when it comes time to raise money.
Mistake #4: Ineffective room layout
Try to lay out the room so that all tables are in front of the stage. Having tables directly to the left or right makes for a terrible view for those guests.
Another aspect to consider while charity event planning is table distance from the stage. Try not to have a huge gap between the attendees and the stage, as this is yet another thing that can cause a disconnect. The further away people are, the more they feel they aren’t apart of what’s happening onstage.
Spacing between tables is also important. Make sure there is enough space for servers and guests to move comfortably.
Mistake #5: Not hiring charity event entertainment
Obviously, the point of a charity event is to raise money for a great cause, but what better way to show your appreciation to donors than with amazing entertainment? Great charity event entertainment puts donors in a good mood and happy people are generous people.
Hiring charity entertainment doesn’t have to be just a loss to your budget. Charity event entertainer Tim Decker can provide your audience with a fast paced, high energy speed painting performance right before your live auction begins. He will get the crowd pumped to bid and the pieces he created before their very eyes can be auctioned to raise funds for your cause!
Mistake #6: Unprofessional sound system
So, you hired a professional auctioneer and planned for some touching testimonies about your cause? It’s all for naught if you’re not using a professional sound system. The last thing you want is people talking over the program because they can’t hear a word of it.
This mistake can also stunt you financially. If people cannot hear and are chatting, do you really think they will be bidding during the live auction? Many auctions have been ruined due to a faulty sound system, as people strain to hear auction item descriptions and just give up. This is definitely one of the more overlooked aspects of charity event planning.
Mistake #7: Too many auction items
Having too many items takes away the unique excitement of bidding. Having just the right amount of high impact items will drive higher competition among bidders, drawing in greater amounts of money.
If the list of auction items is too long, people can also become bored with bidding causing those items to go for way under value and people may even leave early.
Still need ideas for the live auction items? Live Auction Ideas for your Next Charity Event
Mistake #8: Skipping the fund a need
Why skip out on an opportunity to raise funds without having to spend a dime? This will give charity event guests an opportunity to donate to your cause even if an auction item hasn’t caught their eye.
It can also allow guests who cannot afford to bid on an expensive trip or experience to still contribute. It all adds up!
Mistake #9: Boring guests with too many speeches
If you put donors to sleep with hours of speeches, how will they bid later on in the night? Or even worse, will they return next year? Beware of putting your donors to sleep with long speeches and an excess of auction items! 😴
Short, high impact videos are great, as are first person testimonials about your cause. All other speeches should be very limited so you do not kill the pace of the evening. Make sure anyone who plans to speak that night knows their time limit.
Mistake #10: Saving the auction until the very end of the night
Waiting to hold the auction until the very end can definitely cost your charity event much needed funds. By that point in the evening people will be less energetic and winding down, resulting in a lackluster live auction.
You also run the risk that people will leave once they have had their share of food and drinks. Holding your live auction to a half empty room would be tragic.
Need some tips for the live auction? Charity Event Planning: How to Run a Live Auction
In Conclusion…
With so many aspects to consider while charity event planning, it’s easy to get overwhelmed. Following these tips can help make your life a little easier and help you avoid the mistakes that have been made at countless events.
Happy planning!
You’ve spent money on your trade show booth and promotional materials, so you are all set, right? Wrong!