This autumn was our busiest yet with seven single day events in New York and New Jersey and three multiple-day conferences in Chicago, Philadelphia and Baltimore.

We started the season by helping a law firm with a client conference at the Harvard Club in NYC when they were short-staffed. Ten days later we moved downtown for the Autism Speaks to Wall Street Chef Gala to manage the check-in process and volunteers. Then, mid-October, it was time for the five New Jersey Light the Night Walks that take place on two simultaneous Saturdays. One of our biggest projects of the year, we started working on the logistics for these events back in March and were thrilled to see the growth in attendance and funds raised by the Leukemia & Lymphoma Society.

This month, we executed two more of Public Interest Projects’ convenings, including our third for the U.S. Human Rights Fund and our first for the Elev8 middle school initiative, a conference that ends today. These events included booking travel for over 100 people each and coordinating meeting, meal and transportation needs.

None this would have been possible without the help of such a dedicated team. Now it’s time for the rest and recuperation that comes with the holidays and planning for 2012 events, including the 5th Annual Communities for Education Reform Convening.

What events are on your horizon?

Consider using the mission of your organization or event to describe your sponsorship levels. For this art show fundraiser, we suggested levels from a Master Painter to an Apprentice. For a cancer foundation’s upcoming event, we used the terms from their existing slogan: Hope, Care, Compassion.

To avoid being trite in other writing, including grant applications, review The Communications Network’s jargon finder.

A comprehensive analysis of your action plan may result in targeting specific metrics for a myriad of best practices to roll out.

Or you may just want to change the way you speak to people.

Event fundraising requires a system and just a few tweaks takes a sponsor solicitation strategy to an approach for in-kind donations:

• Create a wish list of contacts.
• Research the best way to contact them.
• Write compelling correspondence that includes:
- reasons to get involved
- ways to contribute
- benefits for in-kind donations, just as you would a cash sponsor, such as seats at the dinner or an ad in the journal
• Call to follow-up.
• Take notes during every conversation.
• Consider their input and adjust your outreach based upon those conversations.
• If they offer something that you didn’t ask for but that costs you nothing, say yes!

And remember, this kind of outreach raises awareness and opens doors for further communications and donor development!

With the Suffolk County 1st Police Precinct Brotherhood working the grills, the Macy’s volunteers served hot dogs and hamburgers for two hours to a record 1,000 people who participated in the 22 mile bicycle ride. The volunteers were enthusiastic and up for anything – from crowd control to freezing their hands digging for cold sodas for guests.

Just this portion of the multiple-day Soldier Ride raised $40,000 for the Wounded Warrior Project.