A question that comes up in the nonprofit world often is whether it makes sense to have a full-time event planner on staff and if not, what are the alternatives. If your organization only hosts occasional events, maintaining a salaried event planner might not be cost-effective. For smaller to midsize nonprofits, hiring a dedicated event planner may be impractical due to budget constraints. When nonprofits choose not to employ an event planner, the structures we see most often are that they either have staff or volunteers coordinate small-scale gatherings without additional resources, or they have someone that is skilled in both fundraising and event planning split their time between the two roles.
While both options have positive benefits from a cost perspective, they can have a negative impact on your bottom line if it takes away time from your fundraiser bringing in sponsors or gifts or takes away your other staffs’ time from their main area of focus regardless of what their main role is.
Why Outsourcing Makes Sense
Outsourcing to event management firms can be a game-changer for nonprofits, offering several distinct advantages:
1) Expertise and Connections
We bring specialized knowledge and experience to ensure a seamless event which eliminates the time you would need to split between planning an event and your regular duties or even training a new employee. We have established relationships with trusted vendors who may offer additional discounts or services. Leveraging these connections often results in higher-quality service and cost savings or gives us insight into where we can ask for more or where vendors are more likely to offer discounts to save money in all aspects of your event.
2) Efficiency and Focus
Delegating event details allows nonprofit teams to concentrate on their mission. For example, a fundraiser can focus on cultivating meaningful donor relationships or seeking out new relationships instead of spending time coordinating logistics. Freeing up staffs’ valuable time to focus on the mission and their role can lead to greater long-term benefits for the organization while still allowing more emphasis on short-term goals.
3) Innovation and Trends
At K2, we prioritize and enjoy researching industry trends and attending conferences to learn from other companies, industries, and even regions. This commitment keeps us informed about the latest trends and allows us to incorporate innovative ideas and themes that elevate your events.
4) Flexibility and Customization
We tailor our services to match your event’s size, goals, and specific needs. Whether you’re planning an intimate gathering or a large-scale gala, we adapt our offerings and services to ensure your event’s success in a cost efficient and effective way.
5) Event Day Support Staff
When you work with K2, you gain access to additional event-day support staff. Throughout the planning process, you’ll collaborate closely with a dedicated event team member. On the event day, you’ll have the support of multiple team members, starting with setup and continuing through the event and teardown. We’ll handle any issues that arise, allowing you to focus on your guests and ensuring everything runs seamlessly. Let us manage the details so you can enjoy the event stress-free!
6) Decor
K2 now offers a collection of décor that nonprofits can access as part of our event planning fee, saving you thousands of dollars typically spent on flowers, vases, photo backdrops and more. These things add up and are a vital element in creating an inviting atmosphere. This allows your organization to invest more in the programs and initiatives that matter most. We work closely with you to design custom décor that enhances the atmosphere of your event while staying within your financial goals. With K2, you receive professional, high-quality design at no additional cost, supporting your mission and maximizing your budget.
The Bottom Line
Outsourcing event planning can save money, reduce stress, free up your staff to focus on their vital roles, and ensure successful and seamless events. If you need help choosing the right option for your nonprofit, we would be happy to have a conversation to explore the option best for your organization or to determine if we would be a good fit to partner with.
– Brenna Wood, Nonprofit Events Director