What happens if I don't attend the event tonight?

In September, I attended the annual conference of the National Committee on Planned Giving in Denver, Colo. The four-day educational event featured workshops and keynote speakers on the topic of planned giving. It was attended by more than 1,000 planned giving professionals and vendors from all over the country. The organizers attempted a "paperless" format; all sessions were Web based or print optional. They focused heavily on preventing or eliminating unnecessary printing and waste.

If you've ever attended a national conference of any type (church, professional, hobby, etc.), you know that you are expected to reserve a seat for meals so the proper counts can be submitted to the caterers. In this case, the conference organizers asked weeks in advance for participants to verify whether or not they would attend the opening night ceremony, which featured a dinner and a keynote speaker. Meals were prepaid as a part of the conference registration, but because many people are visitors from out of town, they often choose to skip evening meals in favor of a night out on the town in a new city.

The opening event was on a Wednesday night. It appeared well-attended and the inspiring keynote speaker (a comedian!) engaged the audience with stories of staying positive in these tough economic times.

Imagine our surprise, then, at the announcement from NCPG President Tanya Howe-Johnson at Friday's luncheon, one day before the close of the event.

"Ladies and gentleman," she began, "I want to thank you for your support of NCPG and for attending this year's conference. As you know, we attempted a paperless function, which for the most part was well-received and implemented."

She continued. "But as you also know, in the weeks leading up to this event, we requested your help by confirming your meal reservations. In these economic times of want and worry, I regret to announce that we had to throw away 200 meals on Wednesday evening that were plated in preparation for 200 guests who reserved a spot but unfortunately did not attend."

The audience drew a collective gasp.

Ms. Howe-Johnson went further. "Food that remained in the kitchen was able to be reused. However, once food is plated and placed on the tables, food that is not eaten must be discarded. These 200 dinners that could have been provided to 200 families in the Denver area were thrown away. We will continue our efforts to plan events that minimize waste and allow us to use our resources more efficiently. But I urge you to help us for next year's event by considering your choices for meal attendance."

In that one comment, Ms. Howe-Johnson showed that true leadership sometimes means "telling it like it is" and helped us to realize how our actions (and inactions) can have huge

implications on others,

even when we don't think they have any relevance.

Here we are, nonprofit professionals, trying to find solutions and opportunities for our various causes and missions in which we passionately believe. We can manage fundraising events in our sleep. We know caterers bill agencies based on the headcount that is confirmed in advance. We are going to pay for the food, whether it is eaten or thrown away. And we depend heavily on donors to respond to our invitations to let us know if they will attend functions. How, then, did we fail to extend the same courtesy to our professional organization and, by extension, families in great need?

We all had the same excuses: "I paid for the food; why does it matter that I didn't attend or the event was sponsored by a corporation. It is free function. I can just show up."

Ms. Howe-Johnson called to our attention the importance of being intentional. And this awareness carries over to all of us. If a nonprofit invites you to attend a function, and you say you will, then go. And if an emergency prevents you from attending, send a friend in your place. And if you can't find a friend, call the nonprofit and offer to pay for the cost of the meal.

She brought to our collective awareness the importance of showing up when you say you will. Her comments were a gentle nudge to us all, that nothing is "free," and that sometimes the costs associated with a function are directly related to our mission to serve others.

Bottom line; be intentional, be aware. Every dollar, every meal, every moment counts.

The Southwest Florida Community Foundation has been supporting the communities of Lee, Charlotte, Collier, Glades and Hendry counties through endowed funds for nearly 32 years, and during that time has provided more than $30 million in grants and scholarships. For more information, call 274-5900, or visit www. floridacommunity.com.