{"id":1405,"date":"2024-12-12T14:00:00","date_gmt":"2024-12-12T19:00:00","guid":{"rendered":"https:\/\/appnet-dev.com\/resultsathand\/how-to-choose-between-an-in-person-virtual-nonprofit-event\/"},"modified":"2025-02-07T11:34:50","modified_gmt":"2025-02-07T16:34:50","slug":"how-to-choose-between-an-in-person-virtual-nonprofit-event","status":"publish","type":"post","link":"https:\/\/appnet-dev.com\/resultsathand\/how-to-choose-between-an-in-person-virtual-nonprofit-event\/","title":{"rendered":"How to Choose Between an In-Person &#038; Virtual Nonprofit Event"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">If your nonprofit has been operating for a few years, you\u2019ve probably hosted at least one <\/span><a href=\"https:\/\/appnet-dev.com\/resultsathand\/blog\/5-tips-to-optimize-fundraising-events-with-ai-insights\/\"><span style=\"font-weight: 400;\">fundraising event<\/span><\/a><span style=\"font-weight: 400;\">. Events bring your organization\u2019s community together, spread awareness of your mission, and\u2014when planned strategically\u2014raise significant amounts of revenue for your programs and projects.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With the continued rise of virtual nonprofit events, you might be wondering whether they\u2019re the best choice for your next event or if you should stick to a more traditional in-person format. The answer is <\/span><i><span style=\"font-weight: 400;\">it depends<\/span><\/i><span style=\"font-weight: 400;\">\u2014there is no one-size-fits-all approach to fundraising event planning!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To help you decide, let\u2019s break down four key event planning considerations and compare and contrast how each one applies to in-person vs. virtual events.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Past Event Data<\/span><\/h2>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Past-Event-Data-Design.png\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10308 alignright\" src=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Past-Event-Data-Design.png\" alt=\"\" width=\"403\" height=\"403\" \/><\/a>Like with most of your nonprofit\u2019s activities, the best way to make decisions about event planning is to review the data you collected during your previous events. This process will be most effective if you\u2019ve hosted at least one in-person <\/span><i><span style=\"font-weight: 400;\">and<\/span><\/i><span style=\"font-weight: 400;\"> one virtual event before. However, if you only have data from one type of event, you can still analyze it to decide if the format worked or if you should try something new.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Look through <\/span><a href=\"https:\/\/appnet-dev.com\/resultsathand\/blog\/3-ways-your-crm-can-influence-your-fundraising-events\/\"><span style=\"font-weight: 400;\">your nonprofit\u2019s database<\/span><\/a><span style=\"font-weight: 400;\"> for the following information on past events:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Attendance data<\/b><span style=\"font-weight: 400;\">\u2014not only the total number of attendees, but also which supporter segments were most and least represented at each event.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Fundraising totals <\/b><span style=\"font-weight: 400;\">and return on investment (ROI).<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Donor acquisition rate, <\/b><span style=\"font-weight: 400;\">i.e., how many attendees were engaging with your organization for the first time at your event.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Donor retention rate, <\/b><span style=\"font-weight: 400;\">or how many participants in one event returned for the next one.<\/span><\/li>\n<li aria-level=\"1\"><b>Participant satisfaction,<\/b><span style=\"font-weight: 400;\"> measured via <\/span><a href=\"https:\/\/appnet-dev.com\/resultsathand\/blog\/event-feedback-surveys-how-to-conduct-post-event-evaluation\/\"><span style=\"font-weight: 400;\">post-event surveys<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Let\u2019s say you\u2019re planning your nonprofit\u2019s fifth annual <\/span><a href=\"https:\/\/www.winspireme.com\/blog\/silent-auction-item-ideas\/\"><span style=\"font-weight: 400;\">silent auction<\/span><\/a><span style=\"font-weight: 400;\">, which you\u2019ve previously hosted in-person twice and virtually twice. When analyzing your data from all of these events, you find that:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Virtual auctions had higher attendance totals which included supporters from various age groups and giving levels, while older, wealthy donors comprised the majority of attendees at in-person auctions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Raw fundraising totals for in-person auctions were higher, but ROI was better for virtual events since you spent less on them upfront.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your organization acquired more donors through virtual auctions but retained more donors between in-person auctions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Participant satisfaction was slightly higher for virtual auctions than in-person ones.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In this case, the data suggests that a virtual auction would be the better option for your organization. However, the past doesn\u2019t always reflect the present, so previous event data should be just one factor in your decision.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Goals<\/span><\/h2>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Goals-Design.png\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10310 alignright\" src=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Goals-Design.png\" alt=\"\" width=\"373\" height=\"373\" \/><\/a>Along with past data, your nonprofit\u2019s current priorities should inform your event\u2019s overarching goals. Once you\u2019ve set these goals, determine which event format will more effectively help you achieve them.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">According to <\/span><a href=\"https:\/\/doublethedonation.com\/nonprofit-events\/\"><span style=\"font-weight: 400;\">Double the Donation\u2019s nonprofit events guide<\/span><\/a><span style=\"font-weight: 400;\">, the most common fundraising event goals are to:<\/span><\/p>\n<ul>\n<li><b>Drive revenue. <\/b><span style=\"font-weight: 400;\">Virtual events often meet this goal more efficiently\u2014when upfront costs are lower, you get to put more of the funds you raise toward mission-related initiatives. However, this isn\u2019t universally applicable because attendance also affects your event\u2019s revenue generation potential.<\/span><\/li>\n<li aria-level=\"1\"><b>Raise awareness. <\/b><span style=\"font-weight: 400;\">Both in-person and virtual events spread the word about your organization\u2019s mission, but they do so in different ways. Virtual events raise awareness broadly since they can reach beyond your nonprofit\u2019s local community, but in-person events allow participants to understand your cause more deeply through organic conversations with staff members and other supporters.<\/span><\/li>\n<li aria-level=\"1\"><b>Build connections. <\/b><span style=\"font-weight: 400;\">The aforementioned organic conversations that happen more readily at in-person events make this the preferred format for connecting with supporters. While it isn\u2019t impossible to <\/span><a href=\"https:\/\/appnet-dev.com\/resultsathand\/blog\/games-to-engage-remote-members\/\"><span style=\"font-weight: 400;\">engage remote attendees<\/span><\/a><span style=\"font-weight: 400;\"> in this way, it often takes more work to do so. Plus, different formats may attract different audiences, so consider which supporter segments you most want to connect with during your event.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Your fundraising event can accomplish one, two, or all three of these goals. Prioritize them as you plan, and choose your format according to your most important goal.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Event Type<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are countless kinds of fundraising events your nonprofit could host depending on your supporters\u2019 preferences and available resources. Some are better suited to in-person or virtual formats, while others could easily go either way.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Event-Type.png\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10311 alignright\" src=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Event-Type.png\" alt=\"\" width=\"353\" height=\"353\" \/><\/a>Here are some examples of popular fundraising events and the best formats for each one:<\/span><\/p>\n<ul>\n<li><b>Auctions.<\/b><span style=\"font-weight: 400;\"> According to <\/span><a href=\"https:\/\/www.winspireme.com\/how-to-organize-a-fundraiser-auction\/\"><span style=\"font-weight: 400;\">Winspire\u2019s auction planning guide<\/span><\/a><span style=\"font-weight: 400;\">, silent auctions work in any format, while live auctions are easier to host in person because bidding takes place in real time.<\/span><\/li>\n<li><b>5K race. <\/b><span style=\"font-weight: 400;\">Virtual 5Ks are more flexible since supporters can run or walk them anywhere, but in-person races are more competitive and promote accountability for participants to complete the full distance.<\/span><\/li>\n<li><b>Golf tournament. <\/b><span style=\"font-weight: 400;\">This event is better to host in person so you can reserve one golf course where everyone plays the same 18 holes for the same fee.<\/span><\/li>\n<li style=\"list-style-type: none;\">\u00a0<\/li>\n<li aria-level=\"1\"><b>Lecture or panel discussion. <\/b><span style=\"font-weight: 400;\">These are best to host as webinars\u2014their main goal is usually broad mission awareness, and you can invite speakers from out of town without making them travel.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you\u2019re unsure how to adapt a certain type of event to a particular format, do a quick Google search for resources, or contact other nonprofits who\u2019ve hosted the same kinds of events and may be willing to share some insights!<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Budget<\/span><\/h2>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Budget-Design.png\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10312 alignright\" src=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Nexus-Winspire-Budget-Design.png\" alt=\"\" width=\"394\" height=\"394\" \/><\/a>It\u2019s no secret that in-person events are almost always more expensive than virtual ones. Between venue rentals, signage, refreshments, seating, sound equipment, and any other materials you want to take your event to the next level, you\u2019ll need a decent <\/span><a href=\"https:\/\/appnet-dev.com\/resultsathand\/blog\/4-budgeting-tips-for-your-nonprofits-fundraising-event\/\"><span style=\"font-weight: 400;\">budget<\/span><\/a><span style=\"font-weight: 400;\"> to host an in-person gathering that your supporters will enjoy. However, virtual events also have associated costs\u2014most notably fundraising software fees and marketing materials.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For both types of events, there are ways your nonprofit can offset some expenses and make your budget more flexible, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Securing fiscal sponsorships from local businesses<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Negotiating nonprofit discounts on venues and equipment<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/gettingattention.org\/free-nonprofit-marketing-tools\/\"><span style=\"font-weight: 400;\">Leveraging free nonprofit marketing tools<\/span><\/a><span style=\"font-weight: 400;\"> to promote your event<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Requesting <\/span><a href=\"https:\/\/www.winspireme.com\/blog\/in-kind-donation\/\"><span style=\"font-weight: 400;\">in-kind donations<\/span><\/a><span style=\"font-weight: 400;\"> of goods like auction items or services like catering<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Even with these offsets, you\u2019ll still have an upper threshold for how much you can spend upfront, which may make or break your ability to host an in-person event.<\/span><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">If you still can\u2019t decide between an in-person and virtual event, there is a third option in between the two: <\/span><i><span style=\"font-weight: 400;\">hybrid events<\/span><\/i><span style=\"font-weight: 400;\">. Although it can be challenging to manage both sides of the event at the same time, hybrid events combine the broad reach of virtual events with in-person events\u2019 potential to create connections\u2014essentially the best of both worlds! Consider experimenting with this format as well and adding its results to your data analysis to get a better idea of what works for your nonprofit.<\/span><\/p>\n<hr \/>\n<h3>Guest Author<\/h3>\n<h4><strong><a href=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Guest-Author-for-Winspire-Article.jpeg\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10305 alignleft\" src=\"https:\/\/appnet-dev.com\/resultsathand\/wp-content\/uploads\/2025\/02\/Guest-Author-for-Winspire-Article.jpeg\" alt=\"\" width=\"244\" height=\"339\" \/><\/a><\/strong><\/h4>\n<h4><strong>David White &#8211; Director of Nonprofit Sales at <a href=\"https:\/\/www.winspireme.com\/\">Winspire<\/a><\/strong><\/h4>\n\n\n<p>David White is the Director of Nonprofit Sales at Winspire. The Winspire team is dedicated to supporting the nonprofit community by providing the best service and unique auction item experiences for their events. Winspire has helped over 75,000 nonprofit auctions across North America increase their revenue through events of all sizes.<br><\/p>\n","protected":false},"excerpt":{"rendered":"<p>If your nonprofit has been operating for a few years, you\u2019ve probably hosted at least one fundraising event. Events bring your organization\u2019s community together, spread awareness of your mission, and\u2014when planned strategically\u2014raise significant amounts of revenue for your programs and projects. With the continued rise of virtual nonprofit events, you might be wondering whether they\u2019re [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":1412,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_seopress_robots_primary_cat":"","_seopress_titles_title":"","_seopress_titles_desc":"","_seopress_robots_index":"","footnotes":""},"categories":[8],"tags":[],"class_list":["post-1405","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-technology"],"acf":[],"_links":{"self":[{"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/posts\/1405","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/comments?post=1405"}],"version-history":[{"count":1,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/posts\/1405\/revisions"}],"predecessor-version":[{"id":1411,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/posts\/1405\/revisions\/1411"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/media\/1412"}],"wp:attachment":[{"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/media?parent=1405"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/categories?post=1405"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/appnet-dev.com\/resultsathand\/wp-json\/wp\/v2\/tags?post=1405"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}