Frequently Asked Questions
1. Q: Are special events for fundraising only?
A: No. Although, most people associate special events with fundraising, they can be used for other purposes such as advocacy, volunteer and donor recruitment, and community building. Special events have the benefit of attracting a large amount of people and providing a fun and entertaining environment.
2. Q: What if my nonprofit organization does not have the financial capital to throw a large gala or dinner?
A: A nonprofit organization does not have to host an expensive gala to have a successful special event. The first step your nonprofit must complete is to establish a goal for the special event. Then your nonprofit can choose an appropriate event. Email and electronic registration can be employed to save money on the postage and labor of paper invitations and announcements. Also, local companies and volunteers may be able to additional provide resources for the event. Some examples of inexpensive special events are auctions and rummage sales, bingo matches, car washes, and raffles.
3. Q: What resources are available for special event planning?
A: There are a variety of resources available for nonprofit organizations. Publications such as The Grass Roots Fundraising Book by Joan Flanagan and Securing Your Organization’s Future by Michael Seltzer provide thorough frameworks to plan special events and each talks about the benefits and costs of sponsoring them. The Society for Nonprofit Organizations website posts a brief fundraising guide that is focused on special events lists pros and cons and some planning tips. Consultants, such as Zimmerman Lehman, posts articles and training workshops for nonprofit fundraising activities.
The Nonprofit Risk Management Center and the Nonprofits’ Insurance Alliance of California together have published Managing Special Event Risks: Ten Steps to Safety. It is a guide that provides tips about controlling the risks associated with special events. Another resource from the Nonprofits’ Insurance Alliance and the Alliance of Nonprofits for Insurance Risk Retention Group is Sound Advice for Functions and Events. Additionally, No Strings Attached: Untangling the Risks of Fundraising and Collaboration addresses managing special event risks.
4. Q: Is there any type of permit required to hold a special event?
A: Normally, a special event that is held on public property will require approval from the local governing body. Many local governments manage the special events permitting through a process that involves an official coordinator and a special events committee. The committee includes representatives from each of the local government agencies whose functions are affected by special events, including those that issue permits for specific activities. Agencies commonly represented on the committee include police, fire, public works/ transportation, parks and recreation, risk management, and health. The process of reviewing applications, confirming that the sponsor has the appropriate permits and licenses, and has met any other requirements often can become complex. Local governing bodies establish written procedures for the special events approval process, and publish detailed instructions and application forms for potential event sponsors to facilitate the process and ensure a comprehensive review. Nonprofit organizations that have risk management plans for special events will be better equipped to handle the permitting and licensing process.
5. Q: Who is responsible for injuries and accidents that occur on property that is rented or leased for the special event?
A: When a nonprofit organization leases or rents space from a third party to hold a special event, the owner of the property will normally require the nonprofit organization to sign a contract that contains provisions to indemnify and hold harmless the property owner for any accidents and injuries that occur on the premises during the event. Another common practice is to name the property owner on the nonprofit organization’s insurance as an additional insured.