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Aug 23, 2024
15 Essentials to Get You Through Nonprofit Event Season
Your days are about to get busy. Starting in the fall, it is an all-out sprint through the spring for staff managing galas, golf outings, auctions, and other fundraising events. It means a lot of long nights, takeout meals, and snacking. It means even more lifting, loading, and sorting. Then there are the spreadsheets and seating charts.
With all those moving parts, it can be overwhelming, and your needs can easily fall by the wayside. Here’s a list of 15 things that can make the day-to-day marginally more manageable—with some suggestions for more (wo)manpower in the wings.
Hydrate and Caffeinate
1. Cold water. It is an actual necessity, and oft forgotten when you’re in the thick of event season. How many times have you looked at the clock as the sun sets and thought, “When was the last time I ate or drank?” A water bottle that keeps your drink cool for a long time is a game changer.
Your gross motor skills can get a little shaky during the height of busy season. If you are prone to drops and knocking things off of the corner of your desk, make sure to grab a water bottle that not only keeps things cool but is also no-spill.
2. Some need caffeine to get through the season. A lukewarm coffee does not set the tone for a good day. Use a no-spill travel mug to make sure your coffee or tea is hot for hours and stays where it belongs.
3. While the koozie from your 2018 golf outing (that you still have hundreds of in a box under your desk) does the job, a proper, insulated koozie can keep your sparkling water at just the right temperature through all your meetings during event week.
Prevent Wear and Tear
4. All the lifting, packing, and floor sitting during the days leading up to (and the day or night of) your event can take a toll on your knees, back, and shoulders. Having a flexible, reusable ice pack in your freezer ensures you have relief when you need to alleviate those aches and pains before they slow you down too much.
Prioritize Comfort
5. Ballrooms and golf clubs can be COLD. Some also like to cozy up at their desks when they’re answering emails and combing through spreadsheets or uploading auction item photos. Splurge on a comfortable, versatile sweatshirt that you can wear year after year.
6. Polished concrete is in vogue in event spaces. Unfortunately, that design choice does a number on your feet and lower legs. A supportive pair of gym shoes can keep you going through loading, unloading, setup, and reloading. Your feet will thank you later.
7. You do a lot of moving during event season. Your job description doesn’t say “must be able to lift 25 pounds” for no reason. Do yourself a favor and embrace an elastic waistband. Get a pair of pants you can dress up or a more casual, jogger pair to keep up with your day—from loading to driving a golf cart or Gator Utility Vehicle to setting up.
8. Do yourself a favor and turn off your screen time clock. Event week is no time for that nonsense. Get yourself a pair of blue light-blocking glasses to keep your eye strain at a minimum.
9. Protect those eyes during outdoor events with quality, UV-blocking sunglasses. Not only will your ophthalmologist thank you, but donors won’t be distracted by your squinting eyes.
Keep It Together
10. You’ll want to keep a toothbrush, mouthwash, and other necessities together and portable. It is a busy time, and you’ll certainly want to freshen up between setup and event start, and it is easier than you’d think to forget to pack the basics when things get busy. A hardy dopp kit can withstand years of use and never wear.
11. There are few things more universally loved by nonprofit staff than a GOOD tote. You know, one that has a flat bottom, is big (but not too big), and will hold up to all of the tossing and carrying you need it to. Skip the one from your walk in 2017, and use a more quality one instead.
12. Your Netflix and Prime binge list probably gets put on the back burner when you’re in the thick of event season. But, you still deserve some entertainment. Pull up a readymade playlist, audiobooks from your library’s partner program (we’re fans of comedian memoirs read by the author), and a few podcasts. Choose something for the car or to carry you through your (ever-lengthening) list of daily tasks
13. If jewelry is important to you and helps you feel put together (and it is nice to have a little sparkle on event day) consider nap earrings. They will withstand long-term wear, from shower to sleep to cleanup.
We hope these recommendations keep you hydrated, comfortable, and organized. We aren’t affiliates of any of the above linked companies, so no compensation or share of sales from the products benefits us or any GiveSmart individual. Consider just one thing—purchase or not—that can make this time just a little better for you. We just care about your arch support and forever appreciate a good tote.
Invest in Your Success
14. Live-event support, whether from a Remote Technician or an onsite event team can drive growth and success for your event day or night. Plus, the extra people can free up your time to build relationships and steward donors. GiveSmart offers Remote Technicans, and we’ve created a Smart Partner program, to ensure you’re working with quality, GiveSmart-trained folks.
15. Contract with a fundraising software that supports all your needs. From golf outings to galas to runs/walks and everything in between, GiveSmart is the all-inclusive solution to support your organization’s events and goals. Explore our features and Services today to see how we can elevate your campaigns.
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