The Secret Weapon for Successful Events: Board Members

Yes. When it comes to events, the Development Director or Event Planner will do the heavy lifting, but Board members can take your event over the top. First, they are there! Board members tend to be people known and admired in the community. So be sure they have the event on their calendars from the day the date is set. By being there, they help make it THE place to be.

Next, they can extend invitations to others in the community – folks who share your values and may become supporters or even bigger supporters. Be sure everyone coming knows they will learn more about what your organization does AND they will be given a chance to support it. Surprising people by asking them for money is a no-no.

It’s helpful if your board chair or the chair of the Development Committee will set an expectation for all board members to be there and to bring others. It can be tons of fun. Here is what one of my favorite board members did:

She invited a van load of her affluent friends to our event. It was a girls’ night for her group. Her husband drove the van; dropped them off, and picked them up after. They could imbibe and not worry. They could relax and enjoy – and yes, spend a little more. The group sat together and urged each other to give, give, and give!

Another idea: this one is from one of my new clients, Dramatic Results. Dramatic Results is a nonprofit that works with schools to use the arts to help students understand STEM concepts. Their signature event will be an opportunity for potential donors to gather in a posh setting, enjoy yummy food and adult beverages, while they actually participate in the same art activities that DR students do. Now, the brilliant idea was this: one of the board members bought ten tickets and gave them to teachers, whose students benefit from the program. Genius!

Picture well-dressed adults having a ball weaving a basket. As it happens, sitting next to them is a teacher, who knows first-hand the difference this activity has made to her students. Think of the power of that person-to-person communication. How authentic! You know how engaging the activity is. You’ve done it, and now you know the difference it made in a child’s life. The teacher told you. Powerful. Kudos, Dramatic Results!

You may not have teachers to invite, but your board members can still make the event effective. Tell them to divide up and serve as a welcoming committee. As guest enter, have board members scattered about to say hello, thank guests for coming, answer any questions. You can even give board members specific folks to watch for, to seek out, and be sure to welcome and chat with.

Having the board consciously radiate joy and positiveness is incredibly effective. Think what a downer it is when you’ve just entered an event and you hear someone complaining. It’s contagious. So have your board inoculate the event with good attitudes. They find good things to say about the food, the venue, the decorations, and the message. Something goes awry. They spin it.

During the message part of your event, be sure the board is scattered around the room and actively nodding, applauding, murmuring good things. Think church. A few well timed amens can set the tone. A few “Give us Barabbas” shouts can be deadly.

When the event is breaking up. Board members act as gracious hosts – thanking folks for coming, shaking hands, making people feel noticed and appreciated.

After the event, board members can help call, email or write folks to thank them for coming, to invite them to visit your organization or come to a small personal event.

And equally important is remember to thank the event planners, the development director and ED. If anything went wrong, they know it. In all likelihood, they put in hours of effort, lost a lot of sleep and their muscles are aching. Find something to praise and do in writing. It will go a long way to retain good employees and to build a strong team.

Together, that mission is benefitting. What a team!