As we move in to fall with no large-scale in-person events in sight, your organization may be gearing up to plan an epic Virtual Gala to raise money and connect with your donors. Many nonprofits are wondering how they can create better experiences for donors. We know many guests aren’t ready to step into a ballroom with 500+ other people (and there are currently no event venues that would allow it anyway), but at the same time they want to be social and join in a shared experience. So how can we offer a more hybrid virtual experience for guests?
Watch parties are a great way to engage donors are raise more money at your virtual event.
What are watch parites?
A Watch Party is a gathering of people who would watch your organization’s virtual gala together while meeting local guidelines for group gatherings.
What makes watch parties effective?
Watch parties are effective because they hold people accountable to watching your event live and it gives them something to look forward to. When guests are invited to a watch party, they are held accountable by the host to join (think it’s a lot harder to skip when you have to call the host and let them know you won’t be joining). It adds some social pressure. It also gives guests something to look forward to because they get to gather with another family or a group of couples or just as friends.
When people watch together, there is a buzz that’s created and a lot more excitement around the auction and giving moment. They cheer each other on and they encourage each other to give!
Watch parties are fun!
Watch parties add an element of excitement and energy to your virtual events. The galas I’ve done who have had virtual galas, have had the best responses - both in revenue and in guest feedback.
How to set up watch parties
Identify potential hosts
You can encourage anyone and everyone to host a watch party, but you will want to do some of the leg work to ASK some of your more loyal supporters if they would be willing to host a watch party. Have them sign up in advance to host them and empower them to invite their friends. Board members should definitely be encouraged to host watch parties if they can.
Think of Watch Party Hosts as the new Table Sponsor.
Train the hosts on the tech
Prior to the event, train your hosts on how to use the mobile bidding so they can help their guests give during the giving portion of the evening. During a live gala, you would have staff from the mobile bidding company or volunteers from your organization to help tech-challenged donors navigate the technology if they had trouble, but during your virtual gala you just won’t have that option, so use watch parties as a way to connect your more “tech challenged” donors and equip your hosts to help them! Certain organizations have even sent a volunteer to each watch party to help serve and keep things on track so the hosts could just enjoy themselves.
Make sure they have a link to view the watch party and a way to watch it so everyone can see whether that’s a large TV or a projector. Ask them if they need help setting it up in advance so there are no glitches at the time of the event. These watch parties will likely have some big hitters in the rooms, so you want to make sure they can actually see the event you are working so hard to produce!
Equip them to host a great watch party
Create a branded watch party guide. Send them a suggested timeline, invitation templates, a signature cocktail recipe and possible food ideas. If you want to charge tickets for people attending host parties, you could have catered meals delivered or available for optional pickup for the hosts to have and easily set up. This is a great option to offer (but not require). Many hosts will take you up on it, but some of your hosts will want to personalize their watch party and make it their own, which is so fun to see! We love when donors take ownership and partner with you in ways that fits their gifts!
Recognize the hosts during the virtual event
Take time during your virtual gala to recognize the hosts and watch parties! If they can gather prior to the virtual event starting, you could have them send a photo or video to share live during the event. The parties love to hoot and holler when they see their party recognized. It’s a great way to engage them and thank them as you put on your event. It also adds to the “live” feeling of the event. This recognition is so important in building community through virtual events.
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Start recruiting watch parties now!
You should be recruiting and creating buzz about your watch parties prior to even sending out invites to your virtual event (yes, send out physical invites for virtual events!!!). Allow this to be an integral part of your event because you can create a more unique hybrid experience. This is a fun way to empower supporters to bring new people into your organization in a more casual setting and open up their homes for a good cause.
What questions do you have about watch parties? Pop them in the comments below. I’d love to see your event be successful!!
