Hosting Virtual and Hybrid Fundraising Events: Engage Supporters Everywhere
Virtual fundraising has become a viable option for fundraising; it is an effective way for smaller nonprofits and churches to connect with donors and to raise money from donors who live outside of their local area or cannot be there in person. In this way, virtual fundraising also allows your organization and mission to be seen by a greater number of people.
Cloud Donor Manager is designed to help small nonprofits and churches effectively manage their donors, track donations, and build stronger supporter relationships. Fundraising events are about more than just raising money on one specific night. Rather, they are used as a means to build ongoing support from your donors for your organization. Virtual fundraising and hybrid fundraising events can offer excellent opportunities to recruit new supporters for your organization and maintain the interest of your existing donors. Now is the time to learn how to implement these new fundraising methods appropriately.
Choosing the Appropriate Format for Virtual Fundraising and Hybrid Events
The very first thing to do when fundraising virtually is to determine which format will work best for your organization. Not every fundraising format will work with every audience. As a fundraiser, it is essential to consider your audience’s comfort level and how they like to be engaged. For example, does your audience prefer structured programs or informal ways to connect with you?
One popular fundraising option is a virtual gala. A virtual gala can include entertainment, guest speakers, and an online silent auction. Supporters who join you for these types of events will usually do so from the comfort of their own home and will have a link to donate at their convenience after the event. If your audience likes structured programs with an emphasis on storytelling, a virtual gala would be an excellent option.
A live-stream fundraising event is another option for virtual fundraising. This could include a benefit concert or live-streamed worship service. A live-stream event is generally a very relaxed way of connecting with your supporters and typically requires less preparation than other fundraising formats. A live-stream fundraising event is also a great choice if you’re working on a small team and need a fundraising format that is both simple and impactful.
You may also want to consider holding a peer-to-peer fundraising campaign with a live kick-off event. Each of your supporters can set up their own fundraising pages and share them with their friends and family to raise funds on behalf of your organization. Additionally, at the time of the live kick-off event, you can show the supporters in attendance how much money has been raised so far during this fundraising campaign to generate excitement and friendly competition.
A hybrid fundraising format blends an in-person gathering with a virtual participation option, allowing supporters to engage from anywhere. For instance, you might hold a small community dinner and live-stream it to people who could not attend in person. You could also host a community-building fundraising event with an in-person component and live streaming option.
Virtual Fundraising and Hybrid Event Planning and Promotion
After determining your event format, you can continue on to your planning phase; the first step is to make an overall fundraising goal. Have a dollar amount in mind that would be your target amount, and determine how many people you believe you will bring to your event—based on those figures, you can proceed with developing your strategy and measuring the success of the event.
Make sure to secure all speakers, performers, and/or special guests early in the planning process; make sure they know the date and time of the event, as well as that they all have a good understanding of how the event will be run, and schedule a time for everyone to rehearse.
Promotion is important for both online and in-person formats; you can promote your event by utilizing email campaigns to invite donors, by making consistent social media postings about the event, by adding your event to the community calendars and on your website, and by requiring pre-registration or RSVPs for your event so that you can estimate how many people are attending and send out reminders about the event.
Send reminder emails one week before, one day before, and one hour before it begins; there is a direct correlation between clear communication and increased attendance at your event, and it reduces confusion on the day it takes place.
Implementing Technology for Virtual Fundraising and Hybrid Events Isn’t as Scary as It Sounds
Technology does not need to be intimidating. Setting up an online event is simpler than most organizations expect. Most virtual fundraisers will only require some basic technology.
You can use tools like Zoom, YouTube Live, and Facebook Live. They are all low-cost and fairly simple to navigate once familiar! Use the streaming platform that the team already knows.
When it comes to your equipment, you will need to have:
- A reliable internet connection
- Awebcam or smartphone
- A good microphone
- Simple lighting
And before your event occurs, you will want to do a complete setup at the same time of day as your actual event. Test your audio, video, and internet speed during this time.
Designate one person as your technology point person—they will be the go-to for fixing minor issues and answering questions in the chat. This person is especially helpful during hybrid events, where you will be managing both online and in-person audiences.
You will also want to make sure to provide your participants with clearly defined instructions for accessing your event. Providing a step-by-step approach and, if possible, supporting screenshots will also be beneficial, as some participants may not feel comfortable using technology. Simple instructions will help alleviate stress and confusion for your guests.
Whichever donation platform you use, be sure to test it as well! Make sure that online donation forms work seamlessly. Givebutter and OneCause offer ticket sales and tracking tools; just find out what will be best for your fundraisers.
Strategies for Successful Virtual Fundraising Through Increased Engagement
Engagement is the most important part of any online fundraiser, as people are far more likely to support a cause when they feel engaged.
Start by welcoming participants; begin with a warm and professional welcome from the host. The host should smile, speak clearly, and thank guests for attending.
Use interactive polls or Q&A during the program. Ask questions that are easy to answer, and encourage participants to participate by using the chat feature to share their responses. For example, during a live streaming event that encourages giving, use the chat feature to recognize all of the donors by reading their names and the amount of their donations—”Thank you to Sarah for her $100 donation.” Each time you are able to acknowledge a donor at the event, it helps to provide them with a sense of being recognized and valued.
Display an on-screen, real-time donation tracking system. Watching the donation total increase develops excitement and will encourage continued support of your cause. Whenever goals are reached, be sure to celebrate those milestones during the event. For example, if you are halfway to your goal, encourage all to take a moment to celebrate with your participants.
Use short videos to show your programs in action. Share photos of the people you serve. Keep each visual simple and meaningful.
Your online participants should also be included in your hybrid event by ensuring that a person or people are tracking the comments and providing them to those in attendance. Throughout the program, have the host speak directly to the camera so online attendees feel included. Share the reactions from those in attendance with the online participants to provide a sense of energy to the event.
Another way to enhance the visual appeal of your virtual fundraising event is to provide creative nonprofit event ideas, such as delivering small event kits, including the program, a candle, a snack, etc.
Contact People After Virtual Fundraising Events and Hybrid Events
Your job does not finish when your event is over. Follow-up is just as important as the original event.
Send each participant a thank-you email within 24 hours with information about how much money was raised and what the money will be used to support. Give them specific details and examples of how the money will benefit the organization.
Follow up with major donors by sending a personal thank-you message. A phone call is always a nice touch and will make an impact on major donor relationships. This is also the time to update your donor records and make sure they are accurate in your donor management system.
Send participants a survey with a few simple questions, such as what they liked about the event and what could have been better. This feedback will help you plan future hybrid events for your organization.
Share highlights from your event on social media channels, including pictures and short video clips, and celebrate your organization and your community. Sharing these highlights will keep the excitement alive and help to attract new supporters.
If your organization uses a donor management system for tracking attendance and giving, now is a good time to do so. Accurate record keeping helps you to build better relationships with donors and develop better plans for small nonprofit events next year.
Conclusion
Online and blended formats create strong growth opportunities. Small organizations can reach supporters worldwide through these types of events by having clear objectives, using easy-to-use technology, and keeping supporters engaged with the organization.
Virtual fundraising does not require large budgets or large teams of people to be successful. What is needed is careful planning and honest storytelling, along with a focus on a mission. When organizations connect with supporters in simple and honest ways, physical distance is no longer a barrier. Through virtual fundraising and hybrid events, organizations can extend their missions beyond the walls of an organization, city, and beyond any other limitations.
FAQ
What tools can we use to host a low-cost virtual fundraiser?
Groups often choose low-cost platforms like Zoom or Facebook Live for live-streaming events. By combining these platforms with a single online donation page, donations can be collected easily.
How can we get donations during a live stream fundraiser?
One easy way to collect donations is to create a single, simple donation link and promote it often during your event. This link can be displayed on the screen for all people to see and mentioned verbally at specific times throughout the event.
How will we manage when technical difficulties occur during the event?
To avoid technical challenges during an event, it is important to perform a tech test and develop a backup plan before the event begins. If you experience technical challenges, remain calm and respectfully compose yourself in front of your audience.
How do we balance our guests who are watching online with those who are attending in person at a hybrid event?
The best way to create an environment where both groups of guests feel included is to have one designated host for each group and regularly acknowledge both groups as part of the live presentation.
Are virtual fundraising events effective for small nonprofits?
Yes, virtual fundraising events can be highly effective for small nonprofits by reaching an audience much larger than the audience attracted to in-person events, with thoughtful event planning.