Fundraisers are a great way to raise money for a cause or organization you care about. Whether you’re hoping to fund a new project, support an existing initiative, or collect donations for a nonprofit, setting up a successful fundraiser takes planning and preparation. In this comprehensive guide, we’ll walk you through the key steps involved in organizing a fundraiser from start to finish.
Determine Your Fundraising Goals
The first step in planning any fundraiser is to determine your specific goals. Ask yourself the following key questions:
- What is the purpose of the fundraiser? What will the money be used for?
- How much money do you hope to raise?
- When and where will the fundraiser take place?
- Who is your target audience for donations?
Having clear answers to these questions will focus your efforts and help shape the type of fundraiser you choose to host. Make sure your fundraising goals are specific, measurable, achievable, relevant, and time-bound.
Choose a Fundraising Format
Once you’ve set your fundraising goals, it’s time to determine the type of fundraiser to hold. Some popular formats include:
- Silent auction: Participants place bids on donated items, with top bidders winning the items at the end of the event.
- Live auction: A lively event where an auctioneer facilitates competitive bidding on desirable items or experiences.
- Dinner/gala: Guests purchase tickets to attend a formal dinner, concert, or other entertainment.
- Raffle: Donors purchase tickets for a chance to win prizes.
- Fun run: Participants pay an entry fee and obtain pledges for running or walking a 5K, 10K, or other distance.
Consider your fundraising goals, target audience, and resources when choosing an appropriate fundraiser format.
Form a Fundraising Committee
Organizing a successful fundraiser requires help and collaboration. Form a fundraising committee as far in advance as possible. Recruit passionate, connected supporters from your organization or community to brainstorm ideas, secure donations, promote the event, manage logistics, and take on other tasks.
Define clear roles for fundraising committee members based on their skills and capacity to contribute. Key responsibilities may include:
- Soliciting donations for auctions, raffles, prizes, food, beverages, and other event needs
- Coordinating logistics like venue, catering, entertainment, decorations, signage, etc.
- Spreading the word through social media, emails, advertising, and media outreach
- Recruiting and managing volunteers before and during the event
- Overseeing registration, ticketing, and payment collection
- Thanking donors and celebrating fundraising impact after the event
Delegate tasks and set deadlines to keep your committee organized and on track as the fundraiser approaches.
Choose a Date and Venue
One of your first logistical tasks is confirming a date and securing a venue for your fundraiser. Consider the following when selecting an appropriate date and location:
- Avoid major holidays, school breaks, and other events competing for attendance.
- For annual fundraisers, check past dates and determine if patterns or traditions should influence your pick.
- Book your venue at least 2-3 months in advance (ideally 6 months or more for large events). Popular venues fill up fast!
- Make sure the location suits the type of fundraiser and expected number of guests.
- Inspect potential venues in person before booking. Vet amenities like parking, restrooms, AV capabilities, etc.
- Look for venues that will partner with you by donating space or providing discounts.
Having a date and venue locked down early allows you to open registration, promote the event, and coordinate other details.
Set Ticket Prices
For many fundraisers like dinners, concerts, and galas, setting appropriate ticket prices is key to meeting revenue goals. When determining what to charge attendees, consider factors like:
- Your total fundraising target and how much you aim to raise through tickets specifically
- Prices charged for comparable fundraisers in your area
- Production costs for food, entertainment, staffing, venue, etc.
- What pricing levels your target audience can afford
In general, it’s smart to offer early bird discounts, group rates, VIP packages, and other tiered pricing to appeal to diverse income levels. Be sure to price tickets high enough to meet your financial goals after covering event production costs.
Obtain Necessary Permits, Licenses, and Insurance
Hosting a successful fundraiser also involves understanding the legal requirements in your jurisdiction. Look into obtaining any needed permits, licenses, and insurance well in advance. Typical documents may include:
- Raffle permit
- Gambling license for casino nights, bingo tournaments, etc.
- Liquor license if serving alcohol
- Food service permit if serving food prepared off site
- Event liability insurance
Consult local government offices early in the planning process to learn about regulations and allow enough time for required approvals.
Promote the Fundraiser
Spreading awareness about your upcoming fundraiser is critical to driving attendance, participation, and donations. Be sure your promotions start at least 2-3 months before the event. Tactics can include:
- Launching a website with event details and online registration
- Sending save-the-date emails and reminders as the event nears
- Promoting through social media using videos, posts, ads, and hashtags
- Having committee members tap into their personal and professional networks
- Hanging posters and distributing flyers in high traffic local areas
- Alerting local newspapers, radio, and television stations about your fundraiser
Report key metrics like number of tickets sold and amount raised on all promotional materials to generate excitement.
Make an Itemized Budget
One of the keys to fundraising success is developing an itemized budget detailing all your projected expenses. Be sure to factor in costs like:
- Venue, catering, entertainment
- Event supplies
- Printing fees for signage and collateral
- Transaction fees for online donations and ticket sales
- Advertising and promotions
- Equipment rentals
- Permits, licenses, insurance
- Staffing and labor
- Honorariums for speakers or celebrities
Having an expense budget prevents surprises down the road and allows you to set ticket prices and fundraising goals accordingly. Aim to control costs without sacrificing quality.
Collect Donations and Manage Inventory
One of the busiest times leading up to any charitable fundraiser is soliciting and tracking donations needed for the event itself. Typical needs include:
- Silent auction, raffle, door prize items
- Food, beverage, and catering donations
- Floral arrangements
- Decor elements
- Entertainment
- Supplies
Have committee members personally request donations from local businesses, partners, and supporters. Keep meticulous inventory records including donor details, item descriptions, fair market values, and any limitations.
Manage all donations carefully to send thank you notes, provide receipts, and return unclaimed items after your fundraiser concludes.
Recruit and Prepare Volunteers
Most fundraisers require additional help to run smoothly. Determine how many volunteers you need and reach out at least 2-3 months ahead through:
- Personal phone calls and emails to existing supporters
- Signup sheets at related events
- Social media and email blasts
- Recruiting help from schools, churches, clubs, or community groups
Provide volunteers with clear instructions of their duties along with training if needed. Maintain a spreadsheet to track who is assigned to each role. Show appreciation through thank you notes, small gifts, and public acknowledgement.
Plan Setup and Cleanup Logistics
Never underestimate the time and effort required for setup and cleanup surrounding your fundraiser. Create detailed timelines identifying:
- When rental deliveries will arrive and who will receive them
- How long setup and decoration will take
- When volunteers need to report for duties
- How long guests will need to vacate so cleanup can begin
- Who is responsible for returning any rented items
Build extra time cushions into your timelines. Identify areas where additional volunteers may be required before and after the actual event.
Create Schedules and Event Flow
Successful fundraisers require rock-solid event schedules and execution. Key details to map out include:
- Timelines for sponsor or VIP receptions beforehand
- Guest arrival procedures, registration, and seating
- Exact start and end times for food service, speakers, entertainment, auctions, etc.
- Assigned staff roles to keep events moving smoothly
- Plans for transitions between agenda items
- Scripting for presenters or emcees
Have printed schedules and cues handy so all staff and volunteers know their roles and responsibilities throughout the event.
Have Contingency Plans
Despite your best preparations, unexpected issues can still arise when hosting events. Develop contingency plans to handle potential problems like:
- Speakers cancelling last minute
- Inclement weather
- Lower than expected attendance
- Technical difficulties
- Running out of food or beverages
- Deliveries of rented items delayed or incorrect
Brainstorm how to prevent common issues or quickly adapt if they occur. Having robust contingency plans gives you confidence on event day.
During the Fundraiser Itself
The day of your fundraiser finally arrives! Keep these tips in mind for smooth execution:
- Arrive early to oversee setup and allow time to resolve any surprises
- Hold a volunteer orientation to pump up your team
- Greet and welcome guests to create positive first impressions
- Personally thank sponsors, donors, speakers, and VIPs
- Have assigned staff circulate to assist guests and answer questions
- Capture photos and videos to share on social media immediately and in follow-up thank you notes
- Pause to take in the positive impact of your hard work and be proud!
Stay poised under pressure and let your passion shine through as you raise needed funds.
Close Out the Fundraiser Finances
After your successful fundraiser wraps up, there are still important finances to manage:
- Gather final numbers on tickets sold, sponsorships secured, auction proceeds, and other donations
- Tally up any last invoices and final expenses
- Pay bills and thank vendors
- Deposit funds raised into your nonprofit account
- Analyze financial outcomes relative to your budgeted goals
Closing the financial books promptly allows you to celebrate your total impact and learnings from the fundraiser.
Send Thank Yous
One of the most important fundraiser follow-ups is to thank everyone involved for their support, including:
- Attendees and donors
- Event sponsors
- In-kind donors of auction items, supplies, etc.
- Committee members
- Volunteers
- Venue representatives
- Vendors
Send prompt thank you emails recapping amounts raised, participation levels, and the difference made. Follow up with handwritten notes, texts, social media messages, and phone calls as time allows. People want to know their efforts mattered.
Evaluate and Plan for the Future
Shortly after your fundraiser, debrief with your committee to capture feedback and key learnings while details are fresh. Discuss:
- What fundraising approaches and elements worked well
- What could be improved for next time
- Attendance levels and audience engagement
- Future date and venue ideas
- How to build on positive momentum
Use insights gained to strengthen future fundraisers. Review photos, videos, and financial data to showcase your impact to stakeholders.
Conclusion
Organizing a successful fundraiser involves months of careful planning, promotion, and logistical work. By following this detailed checklist, you can create an event that meets your fundraising goals, engages your community, and builds support for your cause. Pay close attention to budgeting, scheduling, volunteer management, and contingency planning to create a smooth experience for guests. Stay focused on your purpose and fundraising objectives as you work through the pre-event logistics and post-event follow up. With passion and commitment, you can make your fundraiser a rewarding, inspiring occasion for all involved!