Are you planning an event for your nonprofit organization?
But feeling speechless when you think of the struggles between sponsors, volunteers, ticketing, follow-ups, and many more?
With the right strategy and best practices, you can transform the event into a purpose-driven experience and achieve tangible results. In this article, we will guide you through everything you need to know about event management and ticketing, from planning and registration to closing the event, and the tools to use and how to avoid common pitfalls.
Nonprofit event management is all about bringing people together for a shared cause, turning a vision into reality. It could be for raising funds, building a community, or spreading awareness. From volunteering to post-event follow-ups, each step should be planned carefully.
You should plan your schedule by setting timelines for registration, welcome remarks, programs, breaks, awards, auctions, and closing notes. You should also arrange for parking, security, signage, volunteers, a checklist for Wi-Fi, generators, and payment systems. A technical person who can troubleshoot any problems in case of last-minute issues should always be there.
Looks hectic?
There is nothing to worry about. You can manage the event tirelessly when your systems are integrated with event ticketing software. Event ticketing software is a game-changer for nonprofits, as it reduces manual errors, enhances donor segmentation, supports hybrid and virtual events, and provides real-time insights.
Let us explore best practices for using event ticketing software to enhance your donor experience.
Best practices for using event ticketing software
It all starts with your goals and the data you want to collect. The event management software can map timelines, assign tasks, and track progress in real-time.
Registration must be a well-designed page depicting professionalism and trust. The attendees must be able to sign up, donate, or volunteer on the same page, making the process hassle-free for everyone. Event ticketing software can be integrated with your CRM platform, making it easier for the organizers to track returning donors.
Let’s understand the integration of event ticketing software in phases.
A: Defining your event goals
Your ticketing depends on your goals. So, as a first step, define your goals. It could be
Engaging new supporters
Raising funds for a specific cause
Educating donors, or
Celebrating your community
Your event software must track metrics, such as tickets sold, donor sign-ups, attendee satisfaction score and total amount raised.
B: Selling tickets
In an event, you must be able to sell tickets in-person, virtually, or at hybrid fundraising events. For this, integrating your CRM with the best ticketing software is essential. Your ticketing software should
Support multiple ticket types
Offer early bird discounts
Possess pricing tiers
Secure payment processing, and
Generate QR codes or barcodes for seamless check-in
Provide real-time tracking
C. Choosing the right ticketing software
Look for tools that are easy to use, integrate with your CRM hassle-free, are scalable and customizable [create custom tickets], etc.
For example, Donorbox event ticketing generates tax-deductible value and allows your supporters to see the tax-deductible market values. It minimizes your tax work efforts.
Zapier seamlessly connects Donorbox CRM software with several event tools (e.g., Google Calendar, Asana), eliminating the need for coding. It also automates donor follow-up, syncs data and sets event reminders.
Furthermore, Donorbox enhances in-person donations through the Donorbox Live Kiosk App. Donors can go cashless in high-traffic areas.
D. Enhancing the attendee experience
Arranging mobile check-ins for the event, an updated dashboard, and live tracking leads to a seamless process.
As the event unfolds, it is necessary to allow members and attendees to access conference documents that should be password-protected.
Attendees must be able to share, react, and comment on photos or posts (before, during, and after the event).
Automated thank-you emails, reports, and feedback surveys strengthen relationships. Moreover, it recognizes key contributors and helps future outreach.
E. Engaging sponsors
In a way, sponsors are your partners in raising donations. Use your ticketing software to
Enable sponsors to showcase their brand by uploading images or videos
Enable sponsors to interact with attendees
Embed sponsor banners or videos in the registration page
Offer branded ticket tiers, e.g. Platinum sponsor table
F. Post-event reporting
After the event, track
Donations, survey responses, attendance, volunteer hours, etc.
Ensure every interaction is synced with your CRM
Use dashboards to identify trends
In a nutshell, every iteration, such as attendance, donations, event tickets, volunteer hours, and survey responses, must be uploaded into your data ecosystem.
Illustrative example
How can a nonprofit boost revenue by using an event ticketing software?
Organization: Green Foundation, a nonprofit organization
Event: Green Foundation hosted its Annual Eco Gala
Challenge: Green Foundation struggled with manual registration, a low retention rate from past events, and inconsistent donor follow-up
Solution: They integrated their CRM with event ticketing software.
Key features: It offered embedded donation prompts, three ticket tiers, mobile check-in with QR codes, sponsor branding on registration pages, and Zapier integration for automated reminders.
Result:
40% increase in donor retention
25% boost in event revenue compared to the previous year
60% of first-time attendees subscribed to newsletters
How to maximize event ticketing outreach with social media integration?
The integration of event ticketing software with social media channels improves outreach for any fundraising events. By expanding the network, organizers can tap into new potential donors, increase numbers, and dynamically engage supporters. Moreover, when attendees share their participation on their social page, it attracts additional attention. It also instils trust and credibility, increasing positive response. Nonprofits can transform their event into visible campaigns, drive participation, and increase funding.
Key considerations to avoid pitfalls
Now you know the best practices to follow for managing an event successfully. In addition, it is recommended to understand the pitfalls to avoid last-minute glitches.
Delaying the planning process will limit sponsor opportunities, and you may have to compromise venues or vendors. Therefore:
Start your event with a one-page milestone calendar and share it with the committee, so participants are aligned.
Plan a full-cost budget that includes staff payment, volunteer coordination time, and ~20% contingency buffer.
When it comes to sponsorships, I recommend creating tiered, measurable options to understand sponsors and visibility.
Run a 90-minute training and establish escalation paths to manage your team efficiently.
After the event, segment donors, first-time contributors, and major donors so that you can send messages reflecting their roles.
Prepare a report and identify areas of improvement.
Above all, be prepared to address any tech failures. Audio-visual issues, Wi-Fi drops, payment problems, or weather changes can ruin a well-planned event.
Secure professional tech support, backup venue, and rescheduling policy beforehand.
In a nutshell, avoid common mistakes such as delayed planning, weak budgets, poor coordination, and a lack of proactive strategies.
Future-proofing your event strategy
Above all, it is necessary to future-proof your strategy. Key strategies include:
Cloud-based ticketing system: Using a cloud-based ticketing system helps you handle heavy traffic and is scalable.
Hybrid support: The software must support in-person and online attendees and facilitate smooth interaction between them.
Seamless integration: The event ticketing system must seamlessly integrate with other apps or event platforms for data synchronization.
Security features: Prioritize secure payments by adhering to existing laws and regulations.
Leverage AI: Deploy AI to personalize outreach and set reminders, thereby increasing engagement.
Sustainability: Opt for paperless check-ins and carbon offset options.
Checklist for event ticketing success
Let’s have a quick recap here:
Establish clear goals
Measure KPIs
Mobile-optimized registration
Mobile-friendly ticketing
Ensure multiple ticket types
Apply pricing tiers
Set automated emails and reminders
Sponsor branding
Real-time dashboards
Have real-time analytics
Have contingency plans in place
Final thoughts
When you arrange an event, event ticketing software can help automate and simplify registration and check-ins, and eliminate manual work. It sends personalized thank-you emails as soon as a donor buys your ticket. From the moment a donor buys your ticket to post-event communications, the software updates everything.
By integrating with your donor management system, the ticketing software centralizes attendee and donor information for future reference, eliminating data silos. It helps nonprofits measure the success of an event, eventually, enabling data-driven decisions.
Want to find out more? Talk to our team.
