Sponsorship Recognition

Getting a sponsor for your event can be all kinds of fantastic.  From being able to leverage their brand recognition to more money in the budget.  Of course this does get paired with ensuring they are recognized (rightfully so!) on event.  Where the challenge comes in is finding a unique and creative way to do this that can serve as an enhancement of the experience rather than a last minute thought to comply with agreements.

After recently volunteering at an incredible gala I was inspired by a particular sponsor that utilized the table setting to interact with the guests.  This was executed utilizing wine glass inserts at the place settings, each with a different conversation starter question relevant to the event and the guests.  This was paired with their logo and messaging on the reverse.  This created a wonderfully interactive experience between the guests and the brand, especially considering that some of the tables consisted of guests that may not necessarily have known each other.

I know after seeing this display of creativity I will be sure to challenge myself in the future to think above and beyond the standard flyer or folded display and think about how I can capitalize on the opportunity to really have the sponsor be involved.

This was a simple focus on printed material, I hope to look further into ways to recognize them electronically as there has been incredible growth in this area over the last few years, becoming sleek and interactive in many exciting ways.

Investing in your Volunteers

Now when I use the word investing I am not solely thinking of money, as volunteers are often utilized to help cut costs.  However, taking some time to create a network of strong volunteers really can have a long term benefit to your events.

For example:

• they come to really understand your messaging and representing your company exactly how you would expect an employee to 
• with annual events they are familiar with the flow and set up, easily jumping in to complete tasks with limited instruction/supervision needed 
• they build confidence in their interactions with your guests, resulting in a greater experience for them 
• with each event you can spend less time providing them background information/general instruction 
• they can become Volunteer Leads and take over some of the instruction duties 
• they will start to refer other good volunteers to you 
• you can be confident that they will remain professional and conduct themselves appropriately 
• in knowing their strengths you can assign them tasks with added responsibility (freeing you up take on other matters) 

Have you experienced any other ways in which investing in your volunteers has paid off? 

Simple Tips for Managing Volunteers

There is just something so wonderful about someone who wants to give their time for free to be a part of creating an exceptional experience for others.  Whether assisting with a fundraising or charity event, getting involved in the community or assisting at a corporate gala the extra set of hands can be magical. 

However, what I wanted to touch on was the managing of volunteers and the fact that forgetting to budget time for preparing and managing them can result in some negative interactions for your guests.  Having volunteered for a number of different types of events and organizations over the years I have had quite a mix of both positive and negative experiences.  

To make it simple I will outline my DO's and DON'Ts of creating a great experience for your volunteers and in turn for your guests!

DO:

• Train them! This goes beyond giving them a general walk around of the venue.  Give them specific instructions for the task they are to complete.  Provide a quick example where possible so that they have something to reference.  Yes, events are busy and hectic but taking this time will ensure volunteers are providing correct information to guests and executing set ups without having to redo them. 
• Provide them with a direct chain of communication.  If something goes wrong or a situation arises what steps must they take, who do they connect with and how do they reach that person. This also provides a benefit when you need a message sent out to update the timing of the evening to help ensure all your volunteers are updated.  Inviting a couple volunteers to be team leads assists greatly in this, especially if you have individuals showing keen interest.  
• Remember them! If the time is coming up for them to be finished, or sit down to dinner make sure you tell them this.  You don't want your wonderful volunteers left stationed at their post well into the first course or after paid team members have headed home.
• Lastly, be certainly not least. THANK THEM! There is no such thing as over thanking a volunteer.  Encourage all staff members to do the same because building up a volunteer has many benefits that can be realized.  

DON'T: 

• I really only have one don't and that is do not scold them for performing a task incorrectly.  They willingly volunteered their time to be of assistance and the majority of the time a wrong step is a result in not taking time to train them on responsibilities and expectations.  

These are just my basic tips for making the most of your volunteers on event, especially if this task is assigned to you at the last minute.  I hope to continue to discuss the benefits of creating lasting relationships with volunteers and was to make that happen.  Feel free to share any do's or don'ts you would add to my list.