April 2019 – Lauriane Lebrun, Marketing & Communications Coordinator

When you pack supplies for your nonprofit’s events, you probably think in terms of what you WILL need AT the event.  Obviously, this part is important, but it’s easy to overlook two other areas: what you MIGHT need and what you’ll need AFTER the event. 

Adding backup/worst-case-scenario supplies to your checklist could make all the difference in the success of your event and help you avoid unanticipated expenses.  The cost of renting last-minute materials from a venue – even something as simple as an extension cord – can get pricey, especially for small organizations on a tight budget. 

It’s also highly recommended to have a plan, and appropriate supplies on hand, to optimize the process of packing up and returning your materials after the event.  You definitely don’t want to accidentally leave behind those membership applications people filled out on paper at the venue, right?  How about that nice banner with your organization’s logo on it?  Or the cash you collected selling raffles?  Items like these may seem too important to forget, but breaking down and packing up after an event can be chaotic.  After all the anticipation, nerves, and excitement leading up to and during your event, you’ll probably be ready to just throw everything in a box, go home, and binge-watch Netflix.  But this can lead to regrets later when it comes time to revisit that supplies box, and something is missing or damaged.

Here are some items to consider adding to your checklist:

  • Backup chargers and cables: Bring a variety of options.  You never know when your charger might break, or if your speaker’s computer won’t have the right hook-up to connect to the venue’s projector.
  • Tape, scissors, pens, and spare paper: These might seem obvious, but when you’re totally focused on the event-specific materials like name badges, program booklets, and raffle tickets, the basics can be easy to forget.  
  • List of subjects to be photographed: Make sure whoever is in charge of the camera knows who and what you’d like to capture in your event photos, whether its candid group shots or sponsor reps posed at their exhibit tables.
  • List of board/volunteer responsibilities: Everyone helping out with your event should know what their assignment is and have an understanding of how to complete that task.  Be sure to prepare and distribute your assignments list ahead of time in case any issues or questions arise. 
  • Spare folders and/or envelopes: Pack some labeled envelopes to keep completed surveys, membership applications, donation forms, etc. organized, and make sure you actually use them.  Shoving any cash, checks, or paperwork in your pockets is convenient in the moment, but you could easily lose track of things this way.  Having to investigate if that $50 was a donation or a membership dues payment will cause a lot of headaches later, so make it easy on yourself by organizing as you go.
  • List of items to be returned after the event: As explained above, it’s important to consider what needs to be returned after your event.  Make sure that everyone helping out is aware of these items by preparing a list and sharing it ahead of time.  Also be sure to include in your list how you would like the materials returned.  For example, you might state that you’ve provided a bright green folder for completed donation forms, and that this folder can be found in the same box as the spare membership applications.

Want more tips on managing an orderly event for your nonprofit?  Check out my September 2018 E-News article, Managing Event Registrations: The Keys to Keeping It Organized.

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