Non-Profit Event Management

At Event Southwest, we know that organizing events for non-profits can be challenging, from budget constraints to volunteer coordination. We take the stress out of event production by providing turn-key solutions that simplify the process, allowing you to focus on your mission.

We Take the Stress Out of Event Production

Organizing a large-scale event can be overwhelming, but at Event Southwest, we are process-driven and handle everything from planning to execution. Our systematic approach reduces complexity and keeps your event on track, so you can focus on fundraising and engagement.

A Full Suite of Management Tools

Managing event logistics is easier with the right tools. Our full suite includes everything from project management software and CAD drafting to real-time communication platforms. This ensures that your event runs efficiently, with every detail clearly tracked and reported.

Milestone Calendar

Designed for precision, prepared for excellence. ESW follows its own production planning process based on over 300 key planning milestones. Developed over the last 12 years and still evolving, it’s a major reason we are able to seamlessly execute every aspect of your event weekend.

Permission Tracker

Navigate increasing permitting complexity with ease: Obtaining a Special Event Permit is getting increasingly complicated. We create and monitor a meticulously crafted checklist, tailored to over 100 due diligence requirements, ensuring comprehensive compilation and submission of Special Event Permit materials.

Vendor & Expense Tracker

A comprehensive tool for managing event finances and vendor relationships: This tracker ensures all financial aspects are transparent and well-managed, providing the board with a clear overview of expenditures and vendor interactions.

Communication Tracker

Centralizing communication for flawless event execution. This tool is our hub for maintaining up-to-date contact databases, clear staffing assignments, detailed schedules, and precise staffing instructions. It ensures every team member is informed and every aspect of the event is coordinated seamlessly.

Equipment Distribution Tracker

Streamlining equipment and supply management for event days: This robust tool provides a comprehensive list of all available production day resources, from vehicles to machinery and supplies. It features detailed deployment plans, assigns users, and includes advanced inventorying capabilities, ensuring every item is utilized effectively and accounted for.

CAD & Graphical Maps

Creating detailed maps for coordinated event management: ESW CAD & Ops Maps include scaled CAD maps, custom illustrated graphical maps and guides, alongside various interactive cloud-based tools. These comprehensive resources are pivotal for enabling dozens of key managers and volunteers to execute their roles effectively and in harmony.

Zone Captains

Providing end-to-end oversight and execution through well organized event management teams: From Central Command, to Course, Site, and Volunteer Management, ESW provides experienced event experts for every key area of the event, creating a perfect interface with internal staff, board members, volunteers, vendors, sponsors, and guests.

Recap Reports

Delivering insights for continuous improvement: ESW provides an annual Recap Report offering a full audit and review of every aspect of the event. We meticulously compile successes and areas for growth into an actionable report, providing a clear path for continuous improvement and future event success.

Turnover-Proof Event Management

Internal staff turnover can lead to inconsistent event planning. Our team provides continuity, often staying with your organization for multiple years, ensuring your event is delivered consistently year after year.

Experienced at Every Level

We bring both strategic leadership and hands-on management to your event. Whether it’s managing a charity run or coordinating volunteers for a festival, our team’s experience ensures your event is a success, meeting both your organizational and financial goals.

Strong Relationships, Strong Events

Building relationships with stakeholders is key to a successful non-profit event. Event Southwest has established connections with vendors, cities, and volunteers, ensuring that your event runs smoothly and all partners are engaged.

Mitigating Risks Every Step of the Way

From compliance to safety, managing risk is critical for any non-profit event. We focus on risk mitigation, ensuring your event follows all regulations and is executed with the highest safety standards.

Presenting and Managing Event Committees

Coordinating with committees can be a challenge, especially when dealing with multiple stakeholders. We handle committee management and presentation, ensuring every voice is heard and decisions are made efficiently.

Organized Documentation for Every Detail

Event documentation is essential for transparency and planning. We provide organized, detailed records for every aspect of your event, from budgets to vendor contracts, making future planning easier and ensuring full visibility into your event.

Truly Cost Effective

Hiring an in-house team can be costly, but with Event Southwest, you get an entire team of event production experts for the cost of a single employee. This means you can access top-level expertise without stretching your budget.