Charity Events Raise Millions, But Only When They Engage the Audience.
Comic Relief’s Red Nose Day 2023 raised over £34 million to tackle food poverty, mental health challenges, and homelessness.
The power of a well-executed fundraising event is undeniable. But it’s not just about bringing people together, it’s about moving them to act.
However, accomplishing a successful charity event is not merely about bringing people together; it’s about getting them on board with the fundraising or non-profit event.
A worthy cause is not enough. If your audience cannot clearly hear the speeches or see the presentations, your message will not have the impact it should.
This is where a reliable AV production matters a lot and is crucial in fundraising success. Crystal-clear sound, bright visuals, and seamless technology don’t just make your event look and sound good. They assure that your message will connect with each audience. Be it a gala, silent auction, or virtual fundraiser, the right AV setup ensures that your message reaches the audience’s ears, your images strike each eye, and your audience stays engaged.
In this blog, we’ll explore how professional AV production can help your nonprofit events run smoothly, inspire donors, and maximise fundraising success.
WHAT IS AV PRODUCTION?
AV Production is short for Audiovisual Production. It covers everything from microphones and speakers to projectors and lighting. Here are some main parts of AV Production:
- Sound (microphones, speakers, mixing desks)
- Visuals (screens, projectors, LED walls)
- Lighting (stage lighting, mood lighting, spotlights)
- Video Production (live video streaming, camera operation)
- Staging (podiums, platforms, backdrops)
All of these things are handled when you hire an AV Production supplier for your nonprofit event. That leaves you free to focus on your guests and, of course, your cause (or main event).
WHY IS QUALITY AV PRODUCTION IMPORTANT TO NONPROFITS AND FUNDRAISING EVENTS?
Engaging your audience is paramount for any event, especially for non-profits and fundraisers. You’re not just putting on a show. You’re creating a space where purpose takes centre stage. Here’s why AV production is crucial for the success of your fundraising event:
KEEPING DONORS ENGAGED
When people cannot hear speakers or see visuals properly, they can lose interest. Good AV Production makes sure your audience stays focused on your message.
BUILDING TRUST
A glitch-free event sends a powerful message: You are dedicated to your cause. If your videos lock up or your microphone dies, donors will wonder if their donations are being well spent. A smoothly running AV system inspires confidence.
CREATING A MEMORABLE EXPERIENCE
Fundraising events are not necessarily about raising funds. They’re also about making your guests feel connected to something bigger. Quality sound, lighting, and visuals can add an emotional element, enabling donors to give more.
| 🔗 Valuable Resource: Apart from that, if you want to learn about creative fundraising ideas, read our latest guide, “Church Fundraising Ideas to Inspire Your Community”. |
TYPES OF AV PRODUCTION SERVICES FOR FUNDRAISING AND NON-PROFIT EVENTS
Here are some of the AV production services you can utilise for your event:
| Service | What It Includes | Why You Need It |
| Sound Systems | Microphones, speakers, mixers, cables. | Ensures clear audio for speeches and music. |
| Projection & Screens | Projectors, screens, LED walls. | Displays videos, images, and slides effectively. |
| Lighting | Stage lights, mood lighting, special effects. | Enhances the event’s atmosphere and professionalism. |
| Live Streaming | Cameras, encoding, and internet setup. | Engages donors who cannot attend in person. |
| Staging & Backdrops | Platforms, podiums, event branding. | Create a focal point for speakers and performers. |
| Technical Support | On-site technicians, rehearsal, setup, breakdown. | Prevents technical issues and ensures a smooth event flow. |
AV production services can be tailored to suit any fundraising event. Smaller charities may only need a basic sound system and a projector. Others will need an entire stage, including lighting and large screens. A suitable AV Production supplier should offer flexible AV hire packages to match any budget.
HOW TO CHOOSE THE RIGHT AV PRODUCTION SUPPLIER
When looking to hire for AV production, all AV suppliers are not equal. These are a few suggestions on how to pick the optimal AV production staff for your fundraising or non-profit event:
UNDERSTAND YOUR EVENT NEEDS
All events require different AV requirements. For example:
- Conferences and Seminars: Speakers’ audio, presentation projectors, and live-streaming options.
- Gala Dinners: Lighting, sound, and video screens to set a dramatic ambiance.
- Silent Auctions: Sound equipment and projectors to project bids and announcements.
Knowing your event requirements will assist you in selecting the appropriate AV production services to fit those needs.
CHECK THEIR EXPERIENCE
Find an AV Production supplier who has experience with non-profit or community events. Request references or view videos of previous events.
COMPARE PACKAGES
Do you only need a few lights, or do you need live streaming as well? Obtain varying quotes and view what AV Production services each supplier offers.
TEST THE EQUIPMENT
Test the microphones, speakers, and visual aids during planning. This assists you in finding potential issues beforehand.
ASK ABOUT FLEXIBILITY
Charity events are not always predictable. Your supplier must adapt quickly to alterations, such as a last-minute speaker or additional presentation.
REQUEST A DEDICATED TEAM
A good supplier will have in-house technicians who monitor everything. That way, you can attend to your donors, not defective wires.
PRO TIPS FOR A HIGH-IMPACT FUNDRAISING EVENT
The following are some tips from AV professionals:
GO FOR QUALITY, NOT QUANTITY
You do not necessarily need a large screen and a large light show. Ensure that your equipment is of good quality, even if you have fewer lights or speakers.
USE STAGE LIGHTING TO GOOD EFFECT
Effective lighting can create the overall atmosphere for the event. White soft lights give a warm ambiance. Spotlights bring entertainment to dramatic moments, such as reading fundraising figures.
REHEARSE WITH THE TEAM
Schedule time for a speedy rehearsal. It will clarify how the show runs to speakers, volunteers, and the AV suppliers’ crew. It will also take stress away from when the event goes on.
KEEP SLIDES SIMPLE
Too much text on slides can make donors drowsy. Use short sentences or bullet points. Tell a story with pictures.
PREPARE FOR BREAKS
If you are hosting a long event, organise brief breaks. Your audience will want to stretch, mingle, and get an update on the auction tables. While they do this, your AV staff can perform system checks and ensure that all equipment continues to work properly.
COST OF AV PRODUCTION SERVICES FOR NON-PROFIT AND FUNDRAISING EVENTS
The cost of AV production can vary depending on the size and scope of your event. Here are some average costs for common AV services:
| Service | Average Cost |
| Sound Systems (per day) | £300 – £1,500 |
| Lighting (per day) | £200 – £1,000 |
| Video Production (per day) | £500 – £2,000 |
| Live Streaming (per event) | £500 – £3,000 |
Be sure to get quotes from multiple AV production suppliers to compare prices. Don’t forget to ask about any hidden fees or additional costs.
HOW TO GET THE MOST OUT OF A LIMITED BUDGET
Charity events tend to have small budgets. Here are easy ways to save without compromising on quality:
GROUP EQUIPMENT RENTAL
You might split the costs if you collaborate with local charities or community organisations. Renting in bulk can reduce fees.
NEGOTIATE WITH SUPPLIERS
AV providers may provide charity discounts. Enquire about non-profit rates or off-peak event dates.
GO DIGITAL
Rather than printing leaflets, show sponsor logos and donor messages on screens. This reduces printing costs and is trendy.
USE DONATED EQUIPMENT
Locals sometimes offer to lend equipment. But ensure it is of the standard required for your event.
REQUEST FOR VOLUNTEER ASSISTANCE
Certain volunteers may be tech-trained. This can save you on labour expenses, but be sure to still have at least one professional on hand to prevent technical glitches.
BONUS POINT: A QUICK CHECKLIST TO REMEMBER
- Hire Professional AV Production Suppliers, as they are well worth it.
- AV Production Services only hire what you need to save money.
- All sound and vision should be tested prior to the big day.
- Good AV makes individuals enthusiastic and motivated to contribute.
- Be Flexible since last-minute alterations occur in fundraising events.
HOW CAN EMS EVENTS HELP ANYWAY?
We understand the special issues involved in organising a successful fundraiser or non-profit event at EMS Events. Backed by 25 years of experience, we have professional AV production solutions in London and throughout the UK to make your event a success. Our specialists are on standby to assist you if you want to hire sound equipment, lighting, video production, or live streaming options.
FINAL THOUGHTS
Your nonprofit and fundraising events can shine. When guests are able to see and hear your message clearly, they connect more with your cause. Every aspect counts, from the podium microphone to the mood-setting lights. By selecting the proper AV production provider, you can ensure that every second of your fundraising or non-profit event is effective, memorable, and impactful.
Be sure to budget, plan ahead, and work with a trusted AV production team such as EMS Events.
Ready to host an unforgettable event in London or anywhere else throughout the UK? We at EMS Events, based in central London, specialise in AV Production services and leasing all the AV equipment you require. Our professional experts assist charities and nonprofits in organising successful events that impress donors. Let us take care of the sound, lighting, screens, and everything technical—so you can focus on what matters: your guests and your cause.
