Elements of a Successful Live Program

Want to wow your guests at your next event? Review the following tips for elements of a successful live program.

Begin with Ease

• Have a plan in place for how you are going to welcome your guests
• Station volunteers to greet guests as they arrive.
• Have clear (big and bold) signage that directs guests to where you want them to go.
• Make registration stations easy to access and have enough staff for a smooth check in process.
• Consider hospitality (drinks and hors d'oeuvres) as guests arrive and/or in line for registration.

Timely Transitions

• When it’s time to transition from your cocktail hour (and make it only an hour) to your live program, have a plan for how you will get your guests to their seats within 5-10 min within the call to seating.
• Use music, lighting, and announcements to inform your guests that a transition is happening
• Shut down bar service in the cocktail hour areas
• Consider special entertainment to guide your guests to their seats (musical and dance processions can work well).
• Rehearse your run of show so that all guests who will be on stage know their cues and are ready to be on stage at their appropriate time. 
• Consider having a stage manager who is in charge of getting all speakers up to the stage in a timely manner
• Use music to enhance transitions between speakers.

Grab Attention

• Use an introduction video to capture attention right away
• Video can be a high level introduction to your mission and work
• Video can be introduced by a VOG (voice of god)
• If you don’t use a video - use music along with a VOG to bring on the first speaker of the live program.
• Utilize a change in lighting to signal to the audience something different is happening. 

Keep Attention

• Focus on who you are, what you do, why it matters, why it matters NOW, and what can be done if the audience supports your work.
• Limit the number of speakers - generally one speaker that conveys your “why” is enough. 
• Limit speaker time to 3 min or less. 5 max.
• Script all speakers so that everyone stays on message and is compelling for the audience. This can also limit “off the cuff” remarks that may derail your program.

Mission Moments

• Make sure mission moments are woven into all aspects of your program.
• Anything that happens on stage needs to connect back to your mission.

Fundraise First

• There is a golden hour of fundraising. Everything in your program should build momentum to this golden hour or peak moment. If an event is a wave - fundraising should occur at the crest. 
• If something does not build momentum to fundraising it should go after

Place Extras Last

• Key Notes speeches (anything more than 5-10 min) should happen after fundraising. 
• Awards should also occur after fundraising. Awards can also be done creatively using videos to really allow awardees to shine and to edit for the most compelling elements.
• If doing awards - do not surprise the awardee - let everyone know in advance so that everyone can make the most of the moment.

Express Gratitude Often

• Have a plan for how you will thank your sponsors, staff, volunteers, and donors at the event. 
• Consider ways to thank your vendors as well
• Have an after event follow up plan for gratitude