Nonprofits today are rethinking what makes a fundraising event successful. With rising costs and shifting donor expectations, many organizations are turning toward smaller, more intentional gatherings. In this article, Shannon sheds light on why boutique-style fundraising events can be just as, if not more, impactful than large galas.
Rethinking the “Bigger Is Better” Mindset in Fundraising
We’ve been taught that “bigger is better”, right?
But what if it isn’t?
What if having quality audiences beats quantity?
Many lessons were learned during COVID, but one takeaway we saw firsthand was the critical presence of sustenance when a donor occupied one of the limited seats available at a small event. We need to be able to assure our organizations that it’s okay to book smaller boutique venues and focus on quality donors.
Let’s start from pre-COVID. A huge ballroom with 60 tables of 10-tops. 600 attendees up from 550 the previous year. Great, right?
Yes!
That’s what we were shooting for–an approximate 10% increase and that 10% would then equate to an extra 10% in revenue.
The Truth About Scaling Up
It’s guaranteed that expenses would increase 10% with food, alcohol, staff, and decor. But what about revenue?
Just because you’re increasing the number of people doesn’t mean that revenue will automatically increase.
As a matter of fact, if that 10% increase is in donated tables, it will undoubtedly increase expenses and not have a revenue increase. I mean, your attendees really need to have some skin in the game.
They need to purchase their tickets.
A Bright Spot for Modern Fundraising
54% of event planners report that most of their events now have 250 or fewer attendees. Chasley Bradbury, with Cosmopolitan Events & Experiences, shares, “When the guest count shrinks, creativity can expand. There’s more space to curate, personalize, and produce a transformational experience.” .
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If you’re planning a boutique or small-format fundraising event, this guide shows you exactly how to secure expert support without adding financial strain, and with a major impact on your results.<!
If you’re a smaller venue, here are some powerful advantages these boutique-style events offer:
- The opportunity to connect:
Bradbury knows the advantage of a small group and “fewer guests doesn’t mean less experience, it means a more intentional one…
When you can learn everyone’s name in the room, you’ve created something unforgettable.”
During a large event, it’s difficult for board members to work the room and for key donors to feel they’ve been engaged by the organization. Smaller events offer the opportunity to build on the relationships they’ve worked so hard to develop. By networking during cocktail time, being seated with key donors, and shaking hands and rubbing elbows, small events offer an intimate setting that lends itself to more donor development.
How do you leverage that?
Create revenue generators that encourage participation rather than just a purchase. Ideas would include a ring toss, a basketball shoot-out, and wine/spirit tastings instead of just purchasing a raffle ticket.
- The ability to create memorable and impactful experiences is often higher in smaller events.
For example, an event in St. Louis had guests tour educational vignettes. Each stop had a video that told a story, with the guide sharing their personal story of how they were impacted and then how they were helped by the organization. Guests went from station to station in small groups. This is a great inventive way to not only educate the donors but also inspire them.
- Cost-effectiveness:
Obviously, smaller events save money. They have simpler logistics, making them less risky and more financially accessible. You’ll see less in production costs, less in catering, less in decorations, and less in venue expenses.
- Flexibility and creativity:
The smaller scale allows for more adaptable and creative event formats, from golfing events to trivia night dinners.
- Environmental benefits:
Yes, you can feel a sense of satisfaction that smaller events typically result in a lower carbon footprint due to less travel, reduced energy consumption, and less food waste.
- Less Staff Time:
Having small events allows your team to spend less time planning an event and more time cultivating donors and connecting with them.
Why Downsizing Doesn’t Mean Downgrading
While the large gala is alive and strong, there is definitely merit for small events. A recent non-profit event that had over 500 attendees saw a decline in table participation and decided to try something new. By cutting back their attendee list to 100 QUALITY donors rather than a crowd of 500 people who wanted to go to a party, their net at the end of the night stayed consistent with the larger event.
This is a win-win as they spent less time, money, and effort on the smaller event, but saw similar results financially and greater results with engagement.
written by…
Shannon Eason
CEO of Everything Gala &
International Auctioneer Champion
Shannon Eason, Founder and CEO of Everything Gala, is a dynamic and engaging force in the world of fundraising. As an International Auctioneer Champion, she’s mastered the art of captivating audiences—blending charisma, energy, and strategy to inspire generosity and help organizations crush their fundraising goals. A recognized expert in the field, Shannon has presented at workshops, seminars, and conferences from coast to coast, sharing her insights and passion for elevating fundraising events. Through Everything Gala, she partners with nonprofits, schools, and socially driven causes to turn purpose into powerful results.
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