Are you planning a fundraising event solely in order to raise money for a specific project? Perhaps you’re throwing a fundraiser in the hopes of increasing your membership count. Alternatively, you could be looking to steward existing donors with an event. Before you commit to a type of fundraising event, you must first decide why you’re throwing it in the first place.

[/mk_icon_box]

If you’re throwing an event in the hopes of funding a project, set a concrete goal, such as $10,000. Likewise, if the event’s purpose is to increase membership, you’ll want to decide a quantifiable goal, like 15 new members. If you’re hosting an event in the name of stewardship, your goals may not be as definable, but you should still have an idea of what success looks like.

[/mk_icon_box]

The perfect event will meet at the intersection of purpose and scope. If your purpose is to raise money for a specific project, and your goal is to raise $5,000, you probably won’t want to host a gala. The size and expense of a gala just wouldn’t mesh well with your ultimate goal. The point is: your fundraising event planning should satisfy your purpose and fit in with your goals.

[/mk_icon_box]

Are you hosting an event where the primary action is donating a large sum of money by the end of the evening? Or is the focus of the event volunteering? Depending on the action that you want the audience to take, you’ll be targeting different individuals. The donor who looks forward to your elegant annual campaign gala probably wouldn’t be interested in digging up a garden.

[/mk_icon_box]

Age group, location, occupation, and family status will all have a bearing on whether or not certain donors will be interested in your event. Let’s say, for instance, that you’re hosting a fundraising carnival. You’ll want to be sure to invite children (age group) who are nearby (location) with parents (family status) who can afford to take their kids to a carnival (occupation).

[/mk_icon_box]

When trying to figure out your ideal audience, you’ll also want to take into consideration your donors’ interests, hobbies, values, past charitable giving, and volunteering habits. In examining your donor database, you may find that you have a number of donors who really enjoy being active. In that case, those donors would be perfect for your next 5K fundraiser.

[/mk_icon_box]

Better software.
Better events.

[/mk_fancy_title]

If you’re serving or selling food at your fundraising event, you may need to check with the health department to make sure you’re in compliance with any and all regulations.

[/mk_icon_box]

If you’re hosting a raffle or some other type of gambling fundraiser, you might have to fill out paperwork with the local or state gaming authority.

[/mk_icon_box]

Finding a proper venue should coincide with picking a date and time. In order to finalize all three, your nonprofit should negotiate, look into various options, and ultimately choose the event space that will be most conducive to the type of fundraising event you’re throwing.

[/mk_icon_box]

By this point, you will probably have spoken to at least one catering company to gauge prices for your budget. During your fundraising event planning, find the time to settle on your favorite (or the one most willing to work with your budget) and book them for your event date–well in advance, of course!

[/mk_icon_box]

It’s time to purchase any materials or tools you might need to promote your event. Consider which channels you’d like to market your event through, and make sure you have everything you need to get the word out!

[/mk_icon_box]

Some venues will provide you with all of the supplies you’ll need (sound equipment, tables, chairs). But many won’t. In any case, it’s crucial to set time and money aside to purchase any necessary items you may be lacking before the event.

[/mk_icon_box]

Direct mail marketing involves sending out information about your upcoming event through the mail. Because recipients can tack your direct mail up on their fridges, they’re unlikely to forget about your fundraiser.

[/mk_icon_box][mk_icon_box icon=”mk-li-news” title=”Print Ads” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#00aeef” el_class=”smaller-text”]

Print advertisements include media like newspaper ads, magazine ads, bus stop ads, and billboards. People walking down the street or perusing a newspaper might stumble upon an ad for your event and be interested in attending.

[/mk_icon_box][mk_icon_box icon=”mk-moon-bubble-quote” title=”Word-of-Mouth” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#00aeef” el_class=”smaller-text”]

Word-of-mouth marketing refers to actively encouraging conversations throughout a given network of supporters. It’s a seemingly more natural, organic way of spreading the news about your upcoming fundraising event.

[/mk_icon_box][mk_icon_box icon=”mk-li-copy” title=”Flyers” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#00aeef” el_class=”smaller-text”]

Flyers are promotional materials in the form of posters that are tacked up around town or pamphlets that are passed around. Because they’re so easy to disseminate, you can post up and pass around flyers all over town in no time.

[/mk_icon_box]

Crowdfunding pages allow your supporters to raise money and awareness for your event with a webpage. Your supporters are spreading the word, so there’s more trust involved and a wider network to be reached.

[/mk_icon_box][mk_icon_box icon=”mk-li-notebook” title=”Websites” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Event websites are created specifically to sell tickets, raise awareness, and provide information about a fundraiser. If an attendee has a question, they can just refer to the page.

[/mk_icon_box][mk_icon_box icon=”mk-moon-twitter-2″ title=”Facebook and Twitter” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Social media sites like Facebook and Twitter allow nonprofits to create events and unique hashtags to advertise them. They’re easy to use, and the majority of your constituents are likely to be on at least one of these platforms.

[/mk_icon_box][mk_icon_box icon=”mk-icon-image” title=”Instagram” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Instagram is an image-focused social media site that highlights the visual aspects of your fundraising event. People process images 60,000 times faster than they do words; therefore, posting a picture will get a greater response than writing a status.

[/mk_icon_box]

Many nonprofits believe they have to wait until their invitations are sent out in order to start selling tickets. The truth is: you should absolutely start selling tickets well before you mail out invitations. The earlier you get the bulk of your tickets sold, the better!

[/mk_icon_box]

In the same vein as peer-to-peer fundraising, making the most of your supporters’ networks means having active members reach out to their connections. Your fundraising event planning should include having supporters sell tickets to their friends, families, coworkers, and more.

[/mk_icon_box]

Preceding or following your invitations, send out save-the-dates in order to remind people of your upcoming event. Save-the-dates are simple but effective reminders that can be put up on the fridge or tacked on to a memo board.

[/mk_icon_box]

Selling discounted tickets for bulk purchasing is great for your organization as well as for your donors. They’ll feel like they’re getting a steal by booking a large group, but really, they’re helping you sell all of your tickets more quickly.

[/mk_icon_box]

If you’re having musicians, DJs, or speakers as your entertainment, call them ahead of time to make sure they know where to go, where to park, and what time everything starts.

[/mk_icon_box][mk_icon_box icon=”mk-icon-child” title=”Volunteers” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#00aeef” el_class=”smaller-text”]

Your fundraising event planning will have likely led to multiple levels of volunteers for the day of the event. Be sure that everyone on your team knows the drill, and have a roster to keep track of them, if need be.

[/mk_icon_box][mk_icon_box icon=”mk-icon-camera-retro” title=”Photographers” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” el_class=”smaller-text”]

Set up your event photographers right where the action is going to be. Give them the hottest spot in the house, so they can snap the best shots.

[/mk_icon_box][mk_icon_box icon=”mk-icon-trash” title=”Clean-Up Crew” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” el_class=”smaller-text”]

Though you won’t need to enlist their help until after the event, it’s important to coordinate your ending time with your clean-up crew, whether they’re professional or just volunteers.

[/mk_icon_box]

If you’re hosting a 5K fun run, then you’ll definitely want to set up your last-minute registration tables early. In any case, it’s a good idea to have a few extra tickets available at the door.

[/mk_icon_box][mk_icon_box icon=”mk-moon-tag” title=”Name Tags” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Be sure you have enough name tags, name plates, and bidding paddles (if you’re running a charity auction) to accommodate all of your guests–plus a few more who may show up!

[/mk_icon_box][mk_icon_box icon=”mk-icon-glass” title=”Refreshments” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Set up your food and drinks in a manner that’s conducive to getting people through the line efficiently, if it’s a buffet. If it’s not, then make sure the refreshments arrive on time.

[/mk_icon_box][mk_icon_box icon=”mk-moon-tshirt” title=”Promotional Items” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Ensure that all promotional items, like T-shirts or other apparel items, are fully stocked and ready to be passed out or sold at your fundraising event.

[/mk_icon_box]

In order to have a truly successful fundraising event, you’ll want to be sure that your volunteers, hosts, and any key speakers have had a chance to run through the script of the evening (or day) at least once. Leave enough time to work out any kinks, questions, or inconsistencies.

[/mk_icon_box]

Just as you’ll want to address any issues with your event staff and entertainment, you’ll also want to set aside time to test and resolve any issues with your sound system, fundraising thermometer, and payment processing technology before the fundraiser starts.

[/mk_icon_box]

During your fundraising event planning, plan to have an event-specific hashtag for your Twitter, Instagram, and Facebook is an easy, fool-proof way to track engagement before, during, and after the fundraiser.

[/mk_icon_box][mk_icon_box icon=”mk-li-phone” title=”Text Throughout” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” el_class=”smaller-text”]

Encourage your fundraising event attendees to text your nonprofit’s designated number with song requests, live suggestions, and any feedback they may have.

[/mk_icon_box]

The best way to gauge your donors’ feelings about your event is to ask them! Strike up a casual conversation, and you’ll likely learn more about both them and your event than you could otherwise.

[/mk_icon_box][mk_icon_box icon=”mk-moon-reading” title=”Give People Programs” text_size=”20″ font_weight=”bold” style=”simple_ultimate” icon_size=”medium” icon_color=”#7cc578″ el_class=”smaller-text”]

Just so that everyone is on the same page during your event, be sure to provide your guests with detailed programs to let them know what’s coming next!

[/mk_icon_box]

It’s really easy to get caught up in the stress of planning and pulling off a fundraising event. But you’ve made it to the proverbial finish line; it’s okay to relax a little and switch from harried planning mode to easy-breezy party mode!

[/mk_icon_box]

Just as it’s easy to maintain a stressed-out attitude during your fundraiser, it’s also easy to forget to feed yourself. Don’t let that happen to you and your staff. Remember to take care of yourself and enjoy that food you paid for!

[/mk_icon_box]

Chances are, this is your one night per year to let loose. Don’t miss the opportunity to dance, laugh, play, and have fun. After all, you’ve definitely earned it. There will be time to worry about planning your next event later!

[/mk_icon_box]

Better software.
Better events.

[/mk_fancy_title]

Decades of eye-motion studies have revealed that letter recipients read their names first and the P.S. line second. Add an extra “Thank you” to the end of your letter!

[/mk_icon_box]

Your attendees don’t want to read a thesis paper. Let them know how much you appreciate them as though you were speaking with them in person.

[/mk_icon_box]

Use a larger font than you think you’ll need, keep it short and sweet, and don’t employ any colors that are difficult to read, and you should be good to go!

[/mk_icon_box]

It never hurts to say “thank you” more than once. Your donors have helped you pull off something spectacular; make sure they know you’re grateful!

[/mk_icon_box]

As we mentioned earlier, it’s important to follow up with a thank you letter immediately after an event, no more than 48 hours later. It’s just as crucial to follow up with your donors as soon as you have any updates to share regarding the progress made with their donations.

[/mk_icon_box]

Depending on the size and scope of the fundraising event, you may choose to call each of your donors to update them on your progress, or you might find it more expedient to send out an email. Either way, try to make your communications as personal as possible.

[/mk_icon_box]

53% of donors surveyed cited that a lack of consistent communication was the reason for their leaving a nonprofit. In order to increase your overall donor retention rate, it’s vital that you follow up with and update your fundraising event attendees in a timely manner.

[/mk_icon_box]

Ready to Get Started?

[/mk_fancy_title]