A non-profit is still a business. Whether there are paid employees or 100% volunteer, it still has to be accountable and progress toward increasing volunteers, resources, and cash flow in order to keep the organization growing. As the president of a 501c3 corporation since 1996, there has been endless value remembering that there is still a need for follow up with all leads. Whether these leads are potential volunteers, chapter leaders, sponsors, or media opportunities; they all need to be managed.

When a non-profit of any size decides to participate in an event, such as Race for the Cure, they need to consider what the goals are of having the event. Are they merely trying to get people familiar with the organization or are they truly trying to generate more volunteers and potential sponsors? What about the media opportunities?

With a Race for the Cure event - they already have media contacts in place that are set to cover the day. There are corporations attending the event with their teams and there are a bunch of people participating for very personal reasons. How do you reach them all with your message? How do you follow up after the event?

It can be as simple as a clipboard, and a jar with a slit in the lid and one prize.

Local organizations can be home-spun and cozy feeling, but you still need to show that you have your act together. There needs to be a standard kit for events to maximize the time invested, and sometimes money invested for these events.

Checklist of 10 Critical Items to a Successful Event:

1. PREP: business cards with corporate information, including 501c3 status for credibility, year established if more than 3.
2. PREP: Banner with logo in the booth or on the table LARGE to be seen from the next aisle.
3. PREP: Mission statement somewhere so that if your booth is crowded, potential visitors and sponsors will know exactly what you do.
4. PREP: A list of 'ways to help' with 10 bullet points to make it easy. Include ways for corporations and individuals to help.
5. PREP: A list of "how donations are used" to help them easily visualize that their contribution will be going directly to the program.
6. PREP: A clipboard to allow people to fill out their names and allow you to make a quick note. Laptops are not always feasible because these are freestanding outdoor events. iPads and the like are a great idea, but you may be inundated with people in your booth and will need to allow people to sign up on their own. The simple clipboard with preprinted sheets that have your information on them is the best way. Explain how the names are used and that you won't be giving away or selling their information to anyone. Assure them you won't cram their inboxes.
7. PREP: A BIG JAR - CLEAR glass - opportunity drawing. This is for business cards. Have one item that you can give away and that winners need not be present. Binky Patrol usually gives away a special quilt. They also accept donations in the same jar. This is part of the media follow up. After the event a press release can be sent out announcing the winner of the prize and then covering the organizations participation in the event.
8. PREP: Visual example of the work the organization does. If it's for animals, large photos of the animals hung around. They can be stored and used at each event. For Binky Patrol, they've found having sewing machines at events with electricity is HUGE. They make blankets during the event and display them in the booth as they are completed.
9. DURING: ENGAGE the attendees. Nothing like a veggie-chop-o-matic demo to get their attention. What can they do to participate and become emotionally involved? Binky Patrol always has tables with fabric squares taped down. They allow anyone to decorate a square with fabric markers. Those squares are immediately sewn into blankets that are displayed. This gives the younger attendees something to do, keeps them from being bored, make the event organizers happy for that reason AND gets everyone emotionally involved in the organization. They are captivated and listening to anything you are saying to them while they work on the squares.
10. AFTER the event, send each email address a personalized thank you note - with some canned stuff to quickly remind them who you are and why they like you.
11. Put them into your regular list of email addresses and categorize accordingly:
    1. corporations/potential sponsors,
    2. media,
    3. potential volunteers/chapter leaders,
    4. other resources.

Many corporations want to get involved in community organizations to increase their exposure in local publications, raise brand awareness and send out the general message that even though they are corporate, they are the good guys. This is seen as a win-win situation. Non-profits realize that there has to be value to corporations that are sponsoring them. Sometimes this is in advertising exposure with their logos on all materials along with the organization, or in sponsoring an event for the organization that gives rise to many public relations opportunities.

If your company would be interested in considering sponsoring Binky Patrol at the local or national level, please contact me directly. There are dozens of opportunities that range in commitment from $100 to $2500.