Keep Fundraising Meetings Fun and Focused
If you’re organizing a charity event or putting together a fundraising team, you’ll need to have some meetings in order to motivate and coordinate. Unfortunately, meetings can be a drag sometimes, and it’s not easy to get everyone to attend. Here are some tips for holding productive, enjoyable meetings:
Set the schedule early. When you assemble your group, try to pick a meeting time early on that works for most people most of the time (you’ll rarely find a day/time that works for everyone all of the time). Send email reminders and/or make phone calls to ensure maximum participation.
Pick the right spot. Hold your meetings in a place that’s centrally located among the volunteers. It’s great to have meetings at your house, but if you live in a different town from everyone else, it’s unlikely that your fellow fundraisers will want to make the drive. If necessary, go to where they are to show your commitment to leading the team.
The location should be relatively quiet – an evening meeting in a coffee shop might be okay, but a lunch meeting in the middle of a busy restaurant might not be the wisest choice. However, some restaurants offer private rooms for groups, often at no cost if the meeting is for charity. Libraries and schools also offer space at little or no cost for these types of gatherings.
Have an agenda. You don’t want to come across as militant, but it’s important to have an agenda with goals to accomplish and tasks to discuss. Otherwise, the meeting can turn into a social hour and lose its focus. This can turn off volunteers who made special arrangements to attend the meeting and who could leave feeling like little was done.
Serve refreshments. If you’re not meeting at a location that serves drinks and food, consider bringing some simple refreshments such as bottled water, teas, and healthy snacks like fresh fruit and whole grain breads. Steer clear of unhealthy drinks and foods that may contradict your cause (e.g., it may not be well-received to serve Oreos at your meeting if you’re raising money for diabetes).
Watch the clock. Keep the meetings upbeat, focused, and less than one hour long, if possible. People start getting restless when meetings last longer, and they may be less motivated to follow through on their tasks.
Show your appreciation. Thank everyone for their help, every time you meet. I can’t stress this enough. In today’s world, with competing demands and multiple requests for charity participation, people need to know that they’re appreciated. If they don’t feel valued, they might think about donating their time elsewhere. Even if your group is made up of friends and family members, don’t take them for granted. Graciousness goes a long way toward leading a successful fundraising effort.
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