Is your non-profit event destined for failure before it even starts?

A lot of time and months of planning often go into preparations for a non-profit event. The location, the food, the attendees, the giveaways... but is it all destined for failure before the event even starts?

In my line of business, I am fortunate to work with businesses of many types, from small business to local government agencies, to non-profits. I get to see what works and what doesn't.

Recently, I was asked to help out at an event. They were short on volunteers and needed help. So, I showed up, ready to pitch in where I could, but ended up standing around. This didn't end up being a bad thing tho.

I stood around and observed. I watched how the event was going, thought about the communication leading up to the event, listened to what the attendees of the event were saying. I was soaking it all in.

In the end, I deemed the event a failure, not because of the event itself, but the pieces that all came together to make the event. One person was in complete control, while the staff stood around, waiting for direction from this person before their next move. Everyone afraid to make a move on their own without getting prior verbal instruction. Why would they want an event like this? Why would they want those type of feelings spread around?

I thought about another non-profit I work with. It is like night and day. They continue to blow me away with everything they do. Their events are well planned out. They publicize leading up to the event. They have meetings before the event so everyone knows their role and what is expected of them. When you show up at the event, nobody (including the Executive Director) is running around in a panic because something did not go according to plan. They have already thought of the what ifs and planned for them accordingly.

Why don't all organizations do this? When I compare these two organizations, they are more similar than they are different. They are both non-profits. They both have small staffs. They both are trying to raise money for their respective causes. The only difference is the cause.

In the end, after helping out with the event, I totally felt like it was a waste of my time in being there, wasn't thanked, and chances of be helping out again are pretty slim.

Question: How do you ensure your event isn't a failure before it starts?