How to Plan a Successful Fundraising Event: 10 Steps

Contents

Here are 10 essential steps for planning a non-profit fundraising event:

1. Define your cause, and set a fundraising goal
2. Choose a type of fundraising event
3. Define a realistic budget for your fundraiser
4. Choose the perfect venue for your fundraiser
5. Assemble your event team
6. Secure sponsors for your fundraiser
7. Spread the word on social media
8. Register attendees and sell tickets
9. Make donating easy
10. Follow up and express gratitude

How to Plan a Fundraising Event: 10 Steps for Non-profits

Not sure how to plan a successful fundraiser? Don’t worry, we’ve got you covered with 10 simple steps that’ll take the guesswork out of event planning. Keep reading to explore each step in greater detail.

Step 1: Define your cause, and set a fundraising goal

Before diving into the planning process, it’s crucial to have a clear understanding of your fundraising event’s purpose and what you aim to achieve.

Your goals may include raising a specific amount of funds, increasing awareness for your cause, or expanding your donor base.

When it comes to setting a fundraising goal, it’s not enough to simply aim to “raise as much money as possible.” Instead, employ the SMART framework to create a well-defined, achievable target.

SMART stands for Specific, Measurable, Attainable, Relevant, and Time-bound.

For example, let’s say your non-profit organization focuses on providing educational resources to underprivileged children. A SMART fundraising goal could be: “Raise $50,000 (Specific, Measurable) through a charity auction event (Attainable) to fund the purchase of 500 laptops (Relevant) for students in need by the end of the fiscal year (Time-bound).”

Step 2: Choose a type of fundraising event

Next, it’s time to select the type of fundraising event that best aligns with your goals. There are lots of fundraising event options to choose from, including:

• Charity auctions
• Gala dinners
• Walkathons or fun runs
• Golf tournaments
• Silent auctions
• Benefit concerts
• Crowdfunding campaigns
• Peer-to-peer fundraising events

Considering your SMART goal from Step 1, a charity auction event would be a great choice. Charity auctions provide an engaging atmosphere where attendees can bid on unique items or experiences, with the proceeds directly benefiting your cause!

Here are some other crucial factors to consider when selecting the type of fundraiser:

Target audience

Your target audience is the group of people most likely to support your cause and attend your event. Understanding their preferences, interests, and behaviors will help you select an event type that resonates with them and encourages them to get involved.

• For example, if your non-profit organization supports a cause that primarily appeals to young professionals, you might consider hosting a trendy and interactive event like a silent auction combined with a cocktail party.

On the other hand, if your target audience consists mainly of older, more traditional supporters, a formal gala dinner with a live auction and keynote speaker might be more appropriate.

Available resources

Your resources include your budget, staff, volunteers, time, and any in-kind donations or partnerships you may have access to. Keeping these resources in mind will help you choose an event type that you can successfully execute without overextending your organization.

• For instance, if you have a limited budget and a small team of volunteers, hosting a large-scale gala dinner might not be the most practical choice. 

Instead, you might opt for a more manageable event type, such as a peer-to-peer fundraising campaign or a small-scale charity auction, which requires fewer resources and can still be effective in reaching your fundraising goals.

Timeframe

The amount of time you have will greatly influence the type of event you can realistically organize and how elaborate it can be.

If you have a short timeframe, such as a few weeks or a couple of months, it may be challenging to organize a large-scale event like a gala dinner or a golf tournament. 

• In this case, you might opt for a simpler event type, such as a virtual fundraising campaign, a small-scale auction, or a peer-to-peer fundraising initiative, which can be planned and executed within a shorter time frame.

On the other hand, if you have a longer timeframe—say six months to a year—you may be able to take on a more complex event type that requires more extensive planning and preparation.

Step 3: Define a realistic budget for your fundraiser

Before you start drilling down into the details of your fundraiser, you need to establish a realistic budget. Your available resources will greatly influence the type of experience you can create for your attendees.

To get started, work closely with your organization’s stakeholders, including your finance team and key decision-makers, to determine a budget that aligns with your fundraising goals and overall financial situation.

Here are some top tips for building a realistic budget for your fundraiser event:

• Identify all potential expenses, including venue rental, catering, decorations, entertainment, and marketing costs.
• Research and compare prices from multiple vendors to ensure you’re getting the best value for your money.
• Prioritize expenses based on their impact on the attendee experience and your fundraising goals.
• Look for opportunities to secure in-kind donations or sponsorships to offset some of your expenses.
• Build in a contingency fund (typically 10-15% of your total budget) to cover any unexpected costs that may arise.

Step 4: Choose the perfect venue for your fundraiser

With a clear understanding of your event budget, it’s time to find the perfect venue for your fundraiser! The EventUp marketplace has over 15,000 venues to choose from, and it’s free to browse and book.

The venue sets the tone for your event and can greatly influence the overall attendee experience. The ideal venue should create an atmosphere that puts people in the giving spirit and reinforces the importance of your cause.

So, when choosing a venue for your fundraiser, consider the following factors:

• Capacity. Ensure the venue can comfortably accommodate your expected number of attendees.
• Location. Choose a venue that is easily accessible and convenient for your target audience.
• Amenities. Verify that the venue has the necessary amenities, such as catering facilities, audio-visual equipment, and parking.
• Ambiance. Select a venue that aligns with your event theme and creates the desired atmosphere for your fundraiser.
• Cost. Ensure that the venue fits within your event budget, including any additional fees for services or equipment.

Keep these factors in mind, and you’ll be well on your way to securing the perfect venue that sets the stage for a successful fundraising event.

 

Read More: Introducing EventUp – The #1 Venue Marketplace

 

Step 5: Assemble your event team

To run a successful fundraising event, you need a winning team. 

Begin by evaluating your internal resources and identifying team members from within your organization who can contribute their expertise and experience. 

Consider building a cross-functional team that includes individuals from different departments, such as marketing, finance, and operations, to ensure a well-rounded approach to planning the big event.

If you need additional support, recruiting volunteers can be a great way to expand your team. 

Here are 5 practical tips to help you start the volunteer recruitment process:

1. Clearly define volunteer roles and responsibilities to attract the right people.
2. Reach out to your existing supporter base, including donors, past event attendees, and newsletter subscribers, to see if anyone is interested in helping out. 
3. Use online platforms or local community forums to post volunteer opportunities.
4. Partner with local schools, universities, or community organizations to tap into their volunteer networks.
5. Host a volunteer information session to provide an overview of your organization and the event, and to answer any questions potential volunteers may have.

With a great team in place, you’ll lay the foundation for a well-organized fundraiser event.

Step 6: Secure sponsors for your fundraiser

Securing sponsors for your fundraising event has numerous benefits. First, sponsors can help offset event costs, increase your event’s visibility, and lend credibility to your cause by associating their brand with your mission. 

Plus, sponsors can provide in-kind donations, such as goods or services, which can further reduce your overhead expenses.

Remember: when seeking sponsors, it’s essential to find businesses or organizations that align with your cause and share your values. This alignment ensures a mutually beneficial partnership and increases the likelihood of long-term support.

Here’s a chart to spark ideas about who you could reach out to sponsorship:

 

Organization Type	Aligned Sponsors (Examples)
Animal Welfare	Pet stores, veterinary clinics, local animal shelters
Education	Bookstores, local school districts, libraries, museums
Environmental Conservation	Eco-friendly product retailers, sustainable restaurants, renewable energy companies, parks and recreation departments
Healthcare	Local hospitals, public health organizations, pharmacies, medical supply stores
Youth Development	Children’s media companies, local youth centers, Boys & Girls Clubs, scouting organizations, children’s retailers

 

By identifying and securing sponsors that align with your organization’s mission, you can create valuable partnerships that support your fundraising goals and enhance the overall success of your event. Check out these strategies to increase event sponsorship and find more sponsors.

Step 7: Spread the word on social media

Social media is a powerful tool for spreading the word about your event, as it allows you to reach a wide audience, engage with your existing supporters, and attract new potential attendees.

For event planners (and anyone in charge of planning an event) managing promotion themselves, we recommend the following:

• Create a content calendar to plan and schedule your social media posts in advance.
• Use a mix of informative posts, engaging visuals, and compelling calls-to-action to capture your audience’s attention.
• Utilize relevant hashtags to increase your event’s visibility and reach a broader audience.

For event planners with a dedicated marketing team member:

• Collaborate with your marketing team to develop a comprehensive social media strategy that aligns with your overall event goals.
• Leverage the expertise of your marketing team to create high-quality, branded content that effectively communicates your event’s value proposition.
• Monitor social media metrics and adjust your strategy as needed to optimize engagement and reach.

Regardless of whether you’re managing promotion yourself or have dedicated support, it’s important to start promoting your event well in advance. Be sure to engage with your audience by responding to comments and messages, and to continuously build excitement leading up to the event.

 

Check Out: Event Marketing Calendar [Template]

 

Step 8: Register attendees and sell tickets

Next, it’s time to register attendees and sell tickets!

Effectively managing this stage of the event planning process ensures a well-attended event while maximizing your fundraising potential.

To streamline this process, consider using event registration software like EventUp Planner. EventUp Planner offers a powerful online event registration and ticketing platform that seamlessly integrates with your event website, allowing attendees to register without ever leaving your site. 

Some of the main benefits of using EventUp Planner for registration include:

• Ability to manage pricing categories, promo codes, and group passes
• Advanced form features, such as conditional logic and custom fields
• Support for multiple event types, including in-person, virtual, and hybrid events
• Secure payment gateway system that accepts multiple payment types and currencies

Creating a seamless and enjoyable registration experience for your attendees teases the larger event to come. EventUp Planner can help you get there.

 

Read More: 4 Easy Ways to Boost Event Registration by 20%

Step 9: Make donating easy

To maximize your fundraising efforts, make the donation process as simple and convenient as possible.

First, include prominent “Donate Now” buttons on your event website and social media pages, and consider creating a dedicated virtual donation page that highlights your mission and impact. 

Next, provide multiple donation options that cater to different preferences and circumstances at the fundraiser itself. Consider using common donation tools like GoFundMe, Text2Give, PayPal, and others. 

Remember to offer virtual donation options for attendees who cannot attend your event in person but still wish to support your cause. 

By making donating easy and accessible, you’ll encourage more people to contribute to your fundraiser, even if they can’t be there in person!

Step 10: Follow up and express gratitude

After your fundraiser event, it’s essential to follow up with attendees, sponsors, and volunteers to express your heartfelt gratitude for their support. Doing so not only shows your appreciation but also helps build lasting relationships and increases the likelihood of future support.

Consider sending personalized thank-you emails or handwritten notes to each individual, highlighting the impact of their specific contribution.

In addition to expressing gratitude, use this opportunity to collect valuable feedback about your event. Send out a brief survey or questionnaire to gather insights on what attendees enjoyed most, what could be improved, and what would make them more likely to participate in future events.

By actively seeking and incorporating feedback, you can continuously refine your fundraising strategies and create even more successful events in the future.

Pull off an Awesome Fundraiser with EventUp Planner

Planning a successful fundraiser doesn’t have to be rocket science.

Instead, create an amazing experience that everyone will love while staying sane along the way with tools to:

• Template and automate key workflows to make multi-event management easier
• Simplify planning and management of your complex events across team members
• Support in-person, online, and hybrid events with one platform
• Create fully branded event experiences

EventUp Planner is a planner’s Swiss army knife for a reason! 

Our team believes that fundraising and charity events shouldn’t be expensive. That’s why we offer plans that fit all kinds of budgets. Your team will benefit from the time savings of EventUp Planner’s handy features, without breaking the bank. If you’re curious about how we can help make your next fundraiser a stress-free success, book a call with us today.