Nonprofit Event Recaps: The Ultimate Guide

Not sure what a nonprofit event recap is or why it’s important? In this blog, we’ll walk you through everything you need to know, including answering questions like:

• What is a nonprofit event recap?
• Why are nonprofit event recaps important?
• What should I include in a nonprofit recap?
• How can  I get started?

What is a nonprofit event recap?

Nonprofits often host several events a year. From galas to auctions, events help nonprofits fundraise. And they help foster community connection. While the event itself is important—and usually requires lots of effort to put together—many nonprofits also provide recaps of the event even once it’s over.

The event recap includes an event summary, highlights, and key takeaways. Many nonprofits like to recap their events by publishing a blog on their website, or sending out a newsletter. But, creating a web-based report is the best option. Interactive and eye-catching, a digital report is a perfect way to speak to your audience.

Why are nonprofit event recaps important?

Most nonprofits think of event recaps as formalities. Like the annual report, a recap is often a task that’s forgotten about or disregarded. But, creating and publishing one is one of the best ways to connect with donors again. And market your organization while doing it.

Great nonprofit event recaps…

Retain donors. Well-written nonprofit event recaps are a great way to retain stakeholders. Of course, with the right gratitude techniques. Highlight the efforts of your stakeholders, the contributions, and the results of the event. The appreciation of their attendance, and their giving, is a perfect way to remind them of how important they are to your cause.

Create connection. Stakeholders want to feel like an important part of your mission. A recap creates a connection between stakeholders’ efforts and their impact.

Inspire action. One of the biggest benefits of creating a recap is the chance to inspire action. Recaps showing highlights are great for attracting new attendees, donors, and volunteers. Plus, they’re a great place to show off sponsors—and entice new sponsors to take part.

Foster communication. It’s important that nonprofits always keep in constant communication with their stakeholders. That means, timely “thank yous” and check-ins. A nonprofit event recap is a perfect excuse to reach out to your supporters and touch base. A web-based recap is ideal for posting on social media or sending out via e-newsletter.

Now that we’ve covered wall of the basics of even recaps, let’s dig into what every recap should include.

The nonprofit event recap ultimate checklist

1. Cover

The cover of the event recap should include a few important things:

• Clear title with the event name
• Use of stock or real photography (upload your own or use a royalty-free stock library)
• Brand colors and fonts 

The cover is the first thing that readers will see—make sure it represents your event, mission, and story.

2. Introductory letter or message

Like the introduction to an annual or impact report, the introduction to an event recap is much the same. Usually, these introductions come from a recognizable leader at the organization. In it, the author touches on major highlights and results (details to come later). And, of course, they thank attendees, volunteers, staff, donors, and sponsors. 

The intro letter is also a great place to remind readers of your mission. And, how this event fits in your organization’s vision.

3. Overview of the event and the goals

Most people that read your event recap will have attended the event themselves. But, it’s always important to review what happened regardless. In the overview, restate where the event took place, when it took place, and what the goals of the event were.

4. Event highlights 

One of the best ways to show readers the highlights of the event is through videos and photos. Embed these visual elements right into your report so readers feel a part of the action. Include photos and videos of donors, volunteers, and sponsors!

5. Event impact

Donors and attendees will definitely want to know the results of the night. How much money did you raise? How many people attended? What was the impact?

To convey these results to readers, be sure to include both qualitative and quantitative information. For quantitative, use infographics and charts. For qualitative, include quotes or video testimonials from beneficiaries, attendees, or donors.

Was there a particular volunteer that helped your event succeed? Highlight them in your event recap! In doing so, volunteers will feel appreciated. Include a photo or video of them in action!

7. Donor spotlights

Like including a volunteer spotlight, donor spotlights are essential. Feature the photos of major contributors, or how they’ve helped your cause.

9. Sponsors

Showcasing sponsors is a great way to retain old sponsors and attract new ones. By including their logos, you’ll excite new potential sponsors with potential advertisement.

10. Call to action

 Of course, a great digital report should end with some calls to action. In this case, it’s important that nonprofits include a donation button and links to volunteer opportunities. Plus, be sure to include social media channels, and even newsletter sign-ups.

How to create your nonprofit event recap

Event recaps, like annual reports, take lots of time and energy. To create one that resonates with readers, follow these steps:

1. Choose the right software. Yearly is a great alternative to software like Canva or Adobe. With dedicated customer service, insider nonprofit tips, and more, their free trial is the perfect way to start your recap.

2. Enlist the right stakeholders. Consider who might be helpful in crafting the recap. Staff members? Board members? Volunteers?

3. Gather information. What photographs will you need? Videos? What about statistics? 

4. Organize. Once you’ve gathered all the necessary information, start organizing it.

5. Edit. Before hitting publish, be sure to do some self-editing. Check for spelling errors, visual edits, and more!

6. Publish. Once you’re done, consider where you’ll publish your report. We recommend publishing it on social media, embedding your URL right into your website. or sending it out via email. Or, all three!