Author: John Roberts

In the world of live events, it’s a given. Everybody understands the role that a reliable, competent, and [hopefully!] amusing host plays in the success of a gala dinner. They link it all together, keep things bouncing along, and – if you’ve chosen wisely – they will even deliver your auction and fundraising asks as well. In short (and we firmly believe this), an event is only as good as its host, which is probably why the same, familiar, yet down-right reliable faces tend to crop up time and time again.

But now, at least for the time being, things are different. Gone is the stage, the spotlight, the wireless mic; gone are the tables, the chairs, and the warm bread rolls. In is the webcam, laptop, and home-office-studio; in are the ring lights, ring lights, and yet more ring lights. Welcome to the age of virtual galas.

Professional Host For A Virtual Event?

So where does a professional host sit in this new, socially-distanced, and banana bread-fuelled world? Are they still a requirement, or can you just stick Jimmy from marketing in a bow-tie, plonk him in front of a webcam with a few lines, and hope for the best? Well (and you could call us a little bias), we have no doubt whatsoever that the importance of a skilled, well-drilled, and experienced host has only increased with the switch to virtual fundraising.

The Host – The Glue

The slickest and best-planned virtual fundraisers typically see around 75-80% of their run-of-show pre-recorded, with the final 20-25% falling to your host to deliver live. Despite taking up only around a quarter of your show, it’s these live sections that dictate the tone, the tempo, and the pace of your event, with the introduction and welcome in particular playing an enormous part in steering everything – not least the fundraising – in the direction you need it to go. The best virtual event hosts will craft an introduction which not only builds rapport and engagement with your donors but also lays out a clear and concise fundraising narrative for them to follow. They’ll make it crystal clear what’s expected of the audience, and they’ll outline exactly how they can contribute to the fundraising. They’ll cover off the technical basics and crucial points of housekeeping, whilst keeping the tone light, fun, and friendly. They are the lynchpin in the proceedings and how they look, sound, and position your messaging will play an enormous role in the overall impression your virtual fundraiser leaves on your supporters.

Pre-planned Structure

Whilst some fundraisers choose several live hosts to fulfill different roles, the best virtual events tend to rely on one person covering all the bases across roughly five separate appearances. This usually begins with an introduction and welcome, as mentioned above, followed by several updates and calls-to-action spread across the event, rounded out with a final update on the all-important figures, a thank-you, and sign-off. With good planning, your pre-recorded content can segue from one section to the next, leaving the host free to focus on the key fundraising messages without the risk of over-exposure to the audience. Ultimately, a capable host will be giving you guidance and direction on a good run-of-show, drawing upon their own experience and expertise.

Equipment is Key

Another firm recommendation is to choose a host who comes with the equipment needed to elevate their delivery to a standard that matches the caliber of your event. It doesn’t have to feel like the Emmy’s, but poor lighting, camera, and sound quality risks creating a vibe much more akin to ‘Tales from the Crypt’ than that of the modern, versatile, tech-savvy charity which I’m sure you are. So often, a brilliantly slick and well-produced virtual fundraiser is let-down by a live host who sounds as though they’re talking through two tin cans connected with string, and who appears to be delivering their sections by candlelight via a 1990s dial-up connection. You might have gotten away with this in April 2020 but now, eleven months in, audiences expect more.

Get What You Pay For

And, finally, cost! Well, yes, if you want a host worth their salt, there will almost certainly be one. But committing to a solid and reliable virtual event host, who not only delivers their sections with competence and professionalism but also supports in the planning of your virtual event, is as about as safe an investment as you can make, and one which should pay for itself over, and over, and over again.

If you’d like more information on fundraising hosts, click here or to discuss your live or virtual gala plans for 2021, simply get in touch.

Once again the charity sector is finding ways to keep doing their vitally important work in these difficult times. Virtual Galas are quickly becoming a popular and successful way to stay engaged with donors and fundraise at the same time.

Many of our clients have generated some superb results in funds raised through their Virtual Gala, in a time when raising money is certainly not the easiest.

We’ve now supported a number of Virtual Galas and have more than 50 planned in the Autumn / Fall season. Below are some key learnings and best practices that will lead to success and ultimately maximise your fundraising on the night.

1 – Keep it Simple

In the six months since Covid hit, virtual events have evolved at a remarkable pace and now, half a year on, we’re able to build a reliable picture as to what works, what sometimes works, and what downright doesn’t! Here are the key learnings we’ve gleaned so far:

Keep it simple. We always recommend clients keep their messaging clear and concise. In this new, virtual world, it’s become all-the-more important, and is the key to fundraising success.

Keep it brief. The reality is that you have about 45 minutes before your audience will begin to switch off. Our advice is to keep your run of show short, sharp and concise. That way, you’ll retain your audience’s attention and they’ll leave feeling engaged and entertained.

Pre-record. This is another simple one. The best and most professional-feeling virtual events have been 95% pre-recorded. Speeches, entertainment, interviews; you name it, it’s pre-recorded. The last 5% is your live host, or auctioneer and this is crucial, as it makes the whole event feel live. In pre-recording you remove the risk associated with live broadcasting, be it Internet connections, webcams, lighting, or anything else.

2 – Make sure you ASK

99% percent of the events we support have one primary objective – fundraising. So we’re always a little surprised if the first mention of fundraising doesn’t come until two-thirds of the way through. Instead, consider laying your stall out at the very start in a way that is tactful and polite, but direct in its ultimate goal.

3 – Get Participants

Virtual Galas are an amazing opportunity to engage with a wider audience than you might have done at your physical event. With fewer barriers to entry, such as ticket price and location, your guest demographic is much broader and this provides its own unique opportunities.

You will need to provide a run-of-show that engages with everyone attending and offer fundraising opportunities, and levels, for everyone to get involved. A larger audience should equal more fundraising opportunities!

4 – A Production Specialist

There’s one aspect of virtual events which strikes fear into the hearts of even the most seasoned event professionals: LIVE STREAMING. Even with just one live host, it’s a technical area which can seem daunting.

Our advice here is simple: get yourself an AV professional to manage this for you – either in-house, through Givergy, or via a production company. You’ll guarantee yourself a smooth, slick and stress-free event!

5 – Get The Money In The Bank!

Pre-Authorisation means that no bids, donations or purchases are accepted until valid credit details have been provided. This way, not only do you weed out the timewasters, but you also get the funds returned to your nominated bank account far more swiftly when your campaign closes. There’s no chasing, no phone calls, no defaulting; it’s all done for you.

As mentioned, the Virtual Galas we’ve supported with the best results have incorporated some or all of the above, so I hope it’s helpful information in your own virtual gala planning, or if you’re on the fence of hosting one at all.

For more information on our services just get in touch.