How to Turn It Up a Notch When Planning Your Fundraising Gala By Julie Buckley H osting an annual fundraising gala can be an exceptional opportunity to grow your base of supporters, cultivate current donors and celebrate your organization’s mission and success. However, too often these multiple goals – as well as an over-burdened staff and lack of resources - can distract your team from the ultimate goal: hosting an event that is truly enjoyable for the attendees. An annual event should be something that people look forward to each year. It is important to create a positive experience and one that gives them a compelling reason to return year after year. Whether you have been hosting an annual fundraising gala for years or are just about to host your first one, here are a few ideas to make things fun and interesting. Start with the Entryway Make your guests feel special the minute they walk through the door. Who doesn’t love to walk down a long carpet? Use a large group of volunteers to greet guests with a warm welcome or make guests feel like celebrities by having ‘paparazzi’ hoot and holler and ask, “Who are you wearing?” This is guaranteed to make people smile before they even get to registration. If your event is themed, make sure your theme starts at the entryway. At a Woodstock themed event, volunteers dressed as hippies greeted guests by handing out single daisies; others were sitting around playing the guitar or lying outside tents in sleeping bags. Remember the Mission. Get your message out in as many ways as you can to remind guests of why they are there. Print your mission or “Did You Know…?” factoids on the back of menu cards or disposable cocktail napkins. Place table tents on each table with reminders about how the money raised that night is being spent. Make your logo visible to guests even after the event ends by providing a photo-op such as a photo booth, party portraits or green screen that will provide guests with a take home memento. And don’t forget to place donation slips and pens on guests tables for any ‘spontaneous’ donors. Change It Up Do you feel like your event has become stale or is ready for a change? Look for a new venue. Change the flow or format of the event such as from a seated dinner to a cocktail reception. Have some interactive entertainment during cocktails or after dinner such as a photo-op or carnival games. If it’s a late night affair, add a ‘midnight snack’ or coffee and treats to go. Remember the Small Details Make sure registration tables are clear of cell phones and clutter and there are no personal belongings peeking out from under the tables. Hide ugly garbage cans or cover them; some rental companies have fabric covers available or you can use plastic table cover rolls. Put fun amenity baskets in the restrooms. People notice the small touches. Take Your Guests on a Journey If your event is reception style and takes place in several rooms of a venue, make each room look different. It could be something as simple as a complete color change or utilize a theme such as different seasons, movies or countries. This will create intrigue and make your guests want to explore. If Continued on next page Page 24 | Nonprofit Advantage | September 2012 u CONNECTICUT ASSOCIATION OF NONPROFITS TECHNOLOGY & HIPAA MATTERS T By Richard C. Luna he Health Insurance Portability The bottom line is no one person should Founding Partner, and Accountability Act (HIPAA) be able to edit and also have the ability to Protected Harbor can at times be a frustrating backup and restore a database. If one mystery. But when it comes to technology, person has the ability to do both, then that it’s helpful not to focus on the exact phrases or legal rules person can modify a client’s record undetected. contained within the act; rather it’s best to focus on the It’s highly recommended to split both functions: only give fundamental purpose of HIPAA: protecting client’s data. the backup and restore permissions to your Information HIPAA’s biggest impact in terms of technology has been on Technology staff and only give the right to modify the the storage and retrieval of database information, which database to the database administrator. contains client data. Some older database platforms cannot segment backup and Most organizations understand not to distribute a client’s access operations, and in that case, those platforms should be Social Security number on a form, but few realize that replaced to be completely compliant with HIPAA. protecting a client’s information starts with database access. Although HIPAA does not require it, having a transaction Database access can be controlled in two ways: log—a sequential record of system access—is a good safeguard to have so entry into the database can be recorded. x who can access the database; and, x what they can access. Each time a user updates a client record, the transaction log is updated. Almost all systems have some form of The two most common methods of access are: transaction logging built-in. With large hard drives now x backup and restore capabilities; and, becoming more affordable every day, you can now store a x editing capabilities. database transaction log for years inexpensively. Ƈ TECHNOLOGY: SIX BASIC TIPS TO SAFEGUARD YOUR COMPUTERS you are working (Continued from pagewith 15) two different spaces for cocktails and dinner, do the same thing. Take your from to Hell,!through TIPguests 3: DON ’T Heaven BE FRIENDLY Fire into Ice, or simply take Problem: Wireless hubs by them defaultfrom havea no security humdrum cocktail hour with nothing but a few enabled. Without modifications, anyone nearby can high cocktail tables with boring linens into a access your network. Once on a network, unwelcome room with over-the-top lighting and décor. Be guests can search your computer for confidential memorable! information. Because security can be challenging to configure, wireless switch manufacturers ship their units Create a ‘WOW’ Moment with security disabled. You don’t have to have a big budget to create Solution: Enable wireless security. wirelessthe routers that ‘WOW’ moment. Keep doorsAll between include and security, butspaces that security must the be manually cocktail dinner closed until last moment reveal the beautiful room Or the enabled. to Look at the wireless router and inside. write down choose unique form ofGo entertainment such asWeb model aand serial number. to the manufacturer’s a site human table with horsnote d’oeuvres or the and strolling search for a technical answering living statues at the entrance; or perhaps a midquestion; “How do I enable WEP Security?” Each event surprise as a dance performance router’s ID andsuch password are different. It is beyond the orscope flashofmob. could even be as simple as but all this It document to explain each router, having huge, visually stunning decor piece routers one include security and the manufacturer’s Web site atwill the center room suchinstruction as a giantfor floral contain ofa the step-by-step enabling arrangement a beautifully lit tree. These security. For or Dlink routers, the support Webare site is the kind of things people will remember www.dlink.com, for Linksys routers,andgo to it will distract them from the modest catering www.LinkSys.com. or minimal décor that is part and parcel of budget-conscious nonprofit TIP 4: RENAME HIM! events. Problem: As shipped, all computers have an Creating a unique and memorable event “Administrator” ID. What is worse is, by default, the doesn’t have to translate into spending lots of Administrator ID has no password. If someone gains money or overtaxing your small team of staff. access to your computer or network, they can easily login to your system. The Administrator ID is very powerful Continued on next page u (Continued on page 17) 16 • SPRING 2008 • THE NONPROFIT ADVANTAGE CONNECTICUT ASSOCIATION OF NONPROFITS CONNECTICUT ASSOCIATION OF NONPROFITS Nonprofit Advantage | September 2012 | Page 25 Cost Savings • Advocacy • Training • Networking • Information • Publicity 3All of the above We help nonprofits help Connecticut. For over 30 years, Connecticut Association of Nonprofits (CT Nonprofits) has championed its members & proudly served as the leading source of support in the sector. There are thousands of nonprofits in Connecticut striving to better our communities. We bring them together so that each member can benefit from our collective strength. CT Nonprofits is the largest member organization in the state dedicated exclusively to nonprofits. We connect organizations with information, education, advocacy and collaboration – helping members focus their energy on the people and communities they serve. To learn more about CT Nonprofits contact Mark Berardi at 860.525.5080 x14. www.ctnonprofits.org Try something new, build excitement and be adventurous. Remember to put the ‘fun’ into your gala and focus on the attendees’ experience. Not only will it make the event more enjoyable for your guests but it will also make it more enjoyable to plan. ______________________________ Julie Buckley is a professional event planner and owner of Magenta, a full service event and coordination service company specializing in small to mid-sized corporate events, social celebrations and nonprofit galas. jules@ magentaspecialevents.com. Providing legal services to all types of nonprot, healthcare and community-based organizations. John M. Horak Chair, Nonprot Organizations Practice Area (860) 240-1077 jhorak@rrlawpc.com One Financial Plaza • Hartford, Connecticut 06103 www.rrlawpc.com Page 26 | Nonprofit Advantage | September 2012 CONNECTICUT ASSOCIATION OF NONPROFITS