Whether hosting a fundraising event for a school, church, non-profit organization or any other entity, certain planning requirements remain the same. In a recent post on The Fundraising Authority blog, several steps were identified to incorporate into planning. We’ve added to the list to create the 13 essential steps of any successful fundraising event.
1. Determine the event’s purpose. Is the goal to raise funds, gain publicity or develop a presence in a new market? In some cases, events have a combination of goals. For example, a charity dinner might be hosted to gain publicity for a non-profit organization, with a secondary purpose of raising funds.
2. Set a fundraising goal. The goal should be based on what the organization would like to net after accounting for all expenses. The event host committee, organization staff and key fundraisers can all help in determining this goal.
3. Plan for a budget. Budgets must encompass staffing, venue, food and drinks, entertainment, invitations, and security costs, among many other possible items. The most successful fundraising events also account for unexpected costs during budgeting.
4. Decide on a host committee. This group of donors, business leaders or celebrities can help an organization reach its fundraising goals by contributing funds and encouraging others to do the same. They may not be responsible for planning the event, but they’ll be vital to reaching fundraising goals.
5. Pinpoint the target audience. Determining who will be invited to the event will dictate much of the planning. For example, is the event geared toward a group of business leaders, parents of school children, families or other specific group?
6. Nail down event details. This includes choosing the location for the event, the food and drinks to be served, the required dress and special activities or entertainment for guests.
7. Ensure audience participation. A host of resources exist to help ensure maximum interaction among guests, including audience response text messaging systems or keypads with interactive quizzes.
8. Market the event to the target audience. Whether organizers choose to market the event through direct mail, telemarketing, word of mouth or via social networks, creating a marketing plan is critical. It may be helpful to think of the event as you would a product launch.
9. Create a procedure for ticket sales and donations. In addition to determining logistics like who will sell tickets and how they will be delivered, organizers should consider setting different contribution levels. For example, organizations could set a general ticket price for the actual event, and also offer a VIP level that would give attendees access to an additional reception.
10. Brainstorm ways to maximize fundraising. Successful fundraising events involve raising the highest amount of money possible. One way organizations can achieve this is through automated silent auction software. This technology allows guests to place instant bids during silent auctions directly from their seats.
11. Hold a quick event run-through. For all parties involved in running the event, organizers must ensure their roles and responsibilities are clearly communicated and understood. The larger the event, the more preparation needed.
12. Encourage audience participation. Audience participation is crucial for two reasons: First, it ensures all participants engage with one another and enjoy themselves. Second, the more audience interaction at an event, the more likely guests will be to donate funds. Discover how one high school was able to maximize donations at a fundraising event by soliciting audience response through electronic keypads.
13. Show appreciation to donors and participants. It’s important to keep all donors, vendors, staff and volunteers happy, so they will want to participate in future events. Saying “thanks,” even through simple notes, can go a long way.
Keeping these 13 steps in mind – whether planning a large or small affair – will ensure a successful fundraising event for all parties involved.
I would add: Use social media to add excitement. Post a fan page on Facebook, Tweet on Twitter, take digital photos at the event and use Facebook to post them afterward, and use email to send photo links to all attendees. People especially love photos of themselves, and will send them on to others.
I totally agree with you Katherine. Social Media can be a powerful tool for any cause to help spread the word and engage participants in a more robust experience. The excitement of the event doesn’t have to end that particular evening, but can be extended online via social media creating a community out of supporters.
I guessed the tips given here are very useful to those who holds a large fund raising activity. It would definitely help such union.