Planning and managing a fundraising event can be ‘eventful’ and challenging to say the least. There are numerous moving parts to consider and keep track of, but don’t panic! We have 7 easy to follow tips to not only help you overcome those inevitable fundraising event hurdles, but relieve the stress too!
1. Create a loading in/out schedule for suppliers
Most fundraising event planners deal with 5-8 suppliers prior and post event. This document will help you track if your suppliers arrive on time and that the equipment they provide is returned in a timely manner to avoid additional costs. Be sure to discuss your supplier’s onsite requirements. This will save them valuable time during set up and help ensure that you get the best possible service.
2. Communicate and delegate
It’s easy to let the planning of your fundraising event consume you, however, it’s likely you’ll be pulled in many directions on the night of the event which is why it is paramount to keep your team and/or volunteers in the picture from the beginning. Communicate your goals and how you plan on achieving them effectively with the support of others.
3. Work with the venue
Going through the finer details with the venue will go a long way in making sure the event runs smoothly. Wifi, disabled facilities and AV necessities are important to establish early on to avoid any surprises on the evening.
4. Invite the right people
Keep your goal at the forefront of your mind when creating your guest list. If your primary goal is to fundraise, ensure that the majority of the names on your guest list are donors. Industry bodies and influential individuals are important to include too, but it’s a good idea to make sure these people aren’t the base of your guest list in order to give you the best chance of achieving your fundraising goals.
5. Streamline your auction process
Using a trusted fundraising platform will not only eliminate all of the admin that comes with running an auction via paper and pen, but the platform will also help you easily maximise your fundraising efforts. Invest in a fundraising platform that doubles as a one stop event website and reduces the number of steps it takes for your guests to start giving. Givergy offer award-winning fundraising technology to assist with the above.
6. Elevate your sponsors
Choose a fundraising platform that will allow you to elevate your sponsors. Embed their logo in your custom online auction and/or on the tablet with a media page including sponsor information. Giving your sponsors this additional exposure throughout the evening will help you retain them for your next fundraising event, securing you smooth cash flow.
7. Remind guests why they are there
It’s key to remind guests why there are at the event. When the alcohol is flowing and the entertainment is jaw dropping it can be easy to forget that there is a fundraising element to the event. Plug gentle reminders throughout the evening via your host to boost the total amount raised.
We hope our 7 tips assist you in hosting the fundraising event of the year! If you’d like to discuss any of the tips above in detail, please contact us!