Problem: Planning a big fundraising event is really hard because there are so many details to remember, and it's easy to forget something important.
Solution: Using a simple, step-by-step checklist that covers everything from setting goals to thanking guests helps you plan and run the event smoothly.
- Pre-Event Planning
- Venue Selection & Logistics
- Marketing & Promotion
- Sponsorship & Donor Engagement
- Run of Show & Event Day Execution
- Follow Up
Organize your planning into clear phases. Use this checklist as a step-by-step guide to ensure no detail is overlooked when organizing any type of fundraising event (galas, auctions, charity runs, corporate fundraisers, etc.). Each section below outlines key tasks and considerations.
Pre-Event Planning
- Set clear goals and objectives:
- Identify target audience and key donors:
- Choose the right date:
- Assemble a planning committee and assign responsibilities:
- Determine the fundraising format:
- Set gift levels and sponsorship tiers:
- Create a detailed budget:
Define what you want to achieve (e.g. a fundraising target, awareness for your cause, number of new donors).
Establish specific, measurable goals for funds raised, attendee engagement, or publicity. Clear goals will guide your planning and provide a benchmark to measure success after the event.
Determine who the event is for – for example, major donors, community members, young professionals, families, etc.
Align the event type and messaging to appeal to these audiences. Understanding your audience helps tailor everything from venue choice to marketing, ensuring the event resonates with those attendees most crucial to your goals.
Select an optimal date and time that works for your supporters and doesn’t conflict with major holidays or other big events. Be sure to check holidays from religions different from yours.
Plan far enough in advance to secure venues and give guests time to commit. If this is an annual event, consider keeping it around the same time each year for consistency. Also decide on a day/time (weekday vs. weekend, day vs. evening) that fits your audience’s schedule and maximizes attendance.
Build a team of staff, volunteers, and possibly board members to divide the workload.
Assign clear roles such as Event Chair, Logistics Lead, Sponsorship Lead, Marketing/Promotions Lead, etc. Involving passionate stakeholders (staff who know the budget and past events, board members with donor connections, dedicated volunteers) ensures every aspect of planning has someone accountable.
Hold regular planning meetings to track progress and keep everyone aligned.
Decide how the event will raise money. Options include ticket sales, donations or pledge drives, silent or live auctions, raffles, sponsorships, peer-to-peer fundraising, or a combination.
Choose a format that fits your audience and cause (e.g. a charity run might rely on peer-to-peer pledges, a gala might use ticket sales and an auction).
Clarify pricing (ticket levels, tables, etc.) and platforms needed (auction software, donation pages).
Early on, verify any fundraising software or tools you’ll use to manage donations and data.
Outline different giving levels for donors and attractive sponsorship packages for corporate partners. For sponsors, create tiered packages (e.g. Bronze, Silver, Gold) with escalating benefits at higher levels. For example, a small sponsor might get their logo on the event flyer, a mid-level sponsor might get social media shout-outs, and a top sponsor could receive naming rights or a speaking opportunity.
Clearly define what each donor or sponsor level entails (e.g. VIP reception access, premium seating, logo on materials) to encourage higher contributions.
Develop a comprehensive budget covering all expected expenses and revenues.
Include venue fees,
catering,
beverages,
audio-visual equipment,
entertainment,
decor,
printing,
staff overtime,
permits,
insurance,
marketing
and any other costs.
Account for credit card fees or fundraising platform fees as well.
Be realistic with cost estimates and include a contingency (reserve ~10% of budget) for unexpected expenses.
Balance the budget against your fundraising goal to ensure the event will net positive funds for your cause.
If you plan to rely on sponsorships or in-kind donations to cover costs, note those in your budget.
Regularly update the budget as quotes are received and decisions made, and avoid overspending in one area at the expense of your overall goals.
Venue Selection & Logistics
- Choose the right venue:
- Negotiate venue contracts and deposits:
- Arrange necessary permits and insurance:
- Plan event flow and space usage:
- Coordinate lighting, sound, and AV equipment:
- Hire vendors and coordinate logistics:
Select a venue that suits your event’s size and style.
Ensure it can comfortably accommodate your expected attendance (with room for dining tables, stage, etc.).
Consider location and accessibility – it should be convenient for your target guests, with ample parking or transit options.
Check that the venue’s layout aligns with your event needs (e.g. space for a stage or dance floor, breakout rooms for auctions or VIP lounges).
If the event is outdoors or season-dependent, have a backup indoor location or rain plan in case of bad weather.
Once you’ve identified the venue, review the contract thoroughly before signing.
Confirm the date, time block, and all fees (rental fee, security deposit, cleaning fees, overtime rates, etc.).
Negotiate where possible – for example, ask about nonprofit discounts or added amenities.
Pay any required deposit to secure the booking and ensure you get a countersigned contract.
Clarify what is included (tables, chairs, AV equipment, catering requirements) and the cancellation/postponement policy.
Keep copies of all contracts and payment receipts.
Determine if permits or licenses are required based on your event activities and location.
Many public events need permits for things like park use, street closures, serving alcohol, food handling, amplified sound, or holding a raffle.
Research local regulations well in advance and submit applications early to avoid legal issues.
Additionally, secure appropriate insurance coverage for your event (liability insurance at minimum, and possibly liquor liability or special event coverage if needed).
Venues may require proof of insurance coverage prior to the event. Ensuring you have permits and insurance in place will protect your organization and participants.
Design a floor plan that maps out all areas of the event.
Decide where each activity will take place – registration check-in at the entrance, seating or dining area, stage/podium for speakers, dance floor or activity area, silent auction tables or raffle station, bar/service areas, etc.
Plan the event flow so that guests can move easily between areas. For example, avoid bottlenecks by placing the registration table away from the main doorway, and ensure auction tables are in a visible, accessible spot.
Consider needs like coat check, restrooms, and ADA accessibility in your layout. Walk through the venue beforehand to finalize how you will use the space and create signage accordingly.
Identify all technical needs for the event program.
This may include
microphones for speeches,
speakers for music,
projectors or screens for videos/slideshows,
stage lighting,
and possibly Wi-Fi access for live streaming or auctions.
Check what equipment the venue provides and what must be rented or brought in.
Hire a professional AV technician or assign a tech-savvy team member to manage sound and lighting during the event.
Schedule a run-through or sound check with the equipment before guests arrive to troubleshoot any issues.
Ensure lighting is appropriate (e.g. dimmed during videos, spotlight on speakers, adequate lighting for auction display tables).
Ensure that background music/entertainment is audible but not overwhelming.
Book all necessary vendors well ahead of time and confirm details with each.
Typical event vendors include caterer or food trucks,
bartending service,
florist or decorator,
entertainment (band, DJ, performers),
photographer/videographer, and
tech support.
Obtain quotes and contracts from each, clearly stating
arrival/setup times,
services to be provided,
fees, and
breakdown times.
Keep a vendor contact list with on-site phone numbers.
On event week, reconfirm timing and logistics with each vendor. For example, confirm what time the caterer can access the kitchen, when the band will do their sound check, or where the photographer can set up a photo booth.
Ensure all vendors know the venue address, parking/unloading instructions, and whom to check in with on arrival. Good coordination will prevent confusion and help the event run smoothly.
Marketing & Promotion
- Develop a marketing plan and timeline:
- Design invitations and promotional materials:
- Promote through multiple channels:
- Secure media coverage and ambassadors:
- Manage RSVPs and ticket sales:
Outline a promotion strategy for getting the word out about your event.
Set a timeline working backward from the event date – for example, send “Save the Date” announcements early, then invitations, followed by regular reminders as the date approaches.
Assign responsibilities for marketing tasks to team members and schedule check-ins to ensure execution.
A detailed plan will include
when to launch ticket sales,
dates for email campaigns,
social media posts schedule,
press outreach dates, and
flyer distribution.
Starting promotion well in advance (several months for a large gala, or at least 6-8 weeks for smaller events) will maximize exposure.
Create attractive invitations and graphics that reflect your event’s theme and branding.
This may include physical invitation cards or flyers, as well as digital assets for email and social media.
Ensure the design is clear and includes key info:
event name,
purpose,
date/time,
location,
how to RSVP or buy tickets, and
dress code if any.
Use professional design tools or templates to make materials visually appealing.
Consider printing posters or banners for community bulletin boards.
For digital invites, consider an event webpage or e-invite platform that can track RSVPs.
Make sure visuals are consistent and eye-catching across all materials. This will help your event stand out.
Cast a wide net in advertising the event.
For more public-facing events, leverage social media (Facebook events, Instagram posts/stories, LinkedIn updates, Twitter) to build buzz – research shows social media is a top channel for event marketing.
Also use email campaigns (newsletters or dedicated invites to your donor list) and your organization’s website (create an event landing page or banner).
Don’t overlook traditional methods: send press releases to local media and community calendars, put up flyers in relevant locations, and encourage word-of-mouth promotion among supporters.
If you have the capacity, engage local influencers or respected community figures as ambassadors to share the event with their networks. The goal is to reach your target audience wherever they are – online and offline.
Reach out to local press, radio, or bloggers to cover your event, especially if it’s a public or noteworthy cause.
Invite media to attend or offer human-interest stories about the cause to entice coverage.
Similarly, enlist influencers or notable supporters to act as ambassadors – provide them with event information and graphics so they can promote it to their followers.
Well-connected supporters can dramatically increase your reach by encouraging others to attend or donate.
Early engagement with media and VIPs can also lead to post-event publicity (e.g. news articles or social media posts highlighting the event’s success).
Use an organized system to track who is attending.
If the event is ticketed, choose a reliable ticketing platform or software that handles online purchases and generates an attendee list.
For free events or invite-only, set up a registration form to collect RSVPs.
Track responses closely and send confirmations to attendees.
An event management software can help by managing ticket packages (including VIP or group tickets) and capturing attendee info.
Be sure to send reminders to those who registered as the date approaches, and provide updates or important info (e.g. parking instructions or dress code reminders) to confirmed guests.
A well-managed RSVP/ticket system will also aid in planning (for catering numbers, seating arrangements, name badges, etc.) and ensure a smooth check-in on event day.
Sponsorship & Donor Engagement
- Identify potential sponsors and partners:
- Create sponsorship packages and outreach materials:
- Solicit donations and in-kind support:
- Manage donor relations and VIP experiences:
- Ensure proper acknowledgment and appreciation for sponsors:
Start by researching companies, foundations, or individuals who might support your event financially or in-kind.
Look at your organization’s existing connections (board members’ employers, local businesses that have supported similar causes, corporations with grant programs, etc.).
Also consider event-specific partnerships – for example, a sporting goods company for a charity run, or a catering company for a food festival.
Create a list of prospects and gather contact info.
Leverage personal introductions where possible, and try to find sponsors who align with your cause or have a history of community involvement.
Prepare a sponsorship proposal that outlines different levels of support and the benefits sponsors receive at each level.
Highlight how sponsoring your event will benefit them – such as brand exposure (logo on website, banners, event press releases), complimentary event tickets, opportunities to speak or present an award, etc..
Make sure each tier offers value proportional to the contribution. For instance, offer small businesses an affordable entry-level package, while providing major sponsors premium perks.
Include these details in a sponsor packet or letter along with information about your nonprofit’s mission and the event’s impact.
Customize outreach to each sponsor if possible, and have a polished sponsorship agreement ready for when they commit.
In addition to cash sponsorships, plan to procure auction items, raffle prizes, and services that can offset costs.
Form a solicitations team or subcommittee to reach out for donated goods.
Solicit local businesses for gift cards or products, ask supporters for high-value auction items (vacation home stays, sports tickets, etc.), and seek in-kind contributions like catering, decor, or printing services.
Keep detailed records of who has been asked and responses.
In-kind donations can significantly reduce your expenses or become valuable auction lots – for example, a donated security service or free venue can save money, and donated items raise funds at auction.
Start soliciting early, as companies often have limited budgets or quotas for charitable giving each year.
Throughout planning, keep a focus on high-value donors and how you will engage them.
Identify any VIP guests (major donors, dignitaries, corporate executives) and ensure they receive personal attention.
Before the event, communicate with VIPs to confirm their attendance and ask if they have any needs (dietary restrictions, special accommodations).
Plan VIP perks that make them feel appreciated: for example, a dedicated VIP reception with appetizers before the main event, expedited check-in, reserved VIP parking or valet service, or a private meet-and-greet with your organization’s leadership.
Small touches like a welcome gift or a host to escort them can make a big difference. By treating top donors like the VIPs they are, you encourage their continued support and make the event memorable for them.
Build in recognition for sponsors and donors during the event.
This can include displaying sponsor logos prominently on signage and in programs,
thanking sponsors in opening/closing remarks,
and possibly giving sponsors a moment on stage.
Fulfill all benefits you promised in their sponsorship package (e.g. verbal acknowledgments, banners, a booth space if applicable).
Have your emcee acknowledge major donors and supporters as appropriate.
After the event, send personalized thank-you letters to each sponsor, describing the success of the event and the impact of their contribution. Making sponsors feel valued and delivering on promises will help retain them for future events.
Run of Show & Event Day Execution
- Develop a detailed run-of-show schedule:
- Coordinate volunteers and event staff:
- Set up registration and check-in:
- Ensure seamless transitions between event segments:
- Manage audio-visual needs and lighting:
- Troubleshoot issues calmly and quickly:
Create a minute-by-minute timeline for event day covering all activities from setup to tear-down.
Include every segment’s start and end time,
what happens,
who is responsible,
and any key details.
For example: “6:00 PM – Doors open (Registration Team greets guests, String quartet begins playing background music); 7:00 PM – Welcome remarks (Board Chair on stage, cue spotlight and slide show); 7:15 PM – Dinner served,” and so on. This internal schedule is a vital roadmap that helps staff and vendors stay on the same page.
Review the timeline to ensure transitions are smooth with no gaps or overlaps.
Also plan for contingencies by noting where you could adjust if something runs long or short.
Have printed or digital copies of the run-of-show available for all key team members on event day.
Conduct a briefing with all staff and volunteers before the event begins (ideally a day or two prior, or at least a huddle a couple hours before guests arrive).
Clearly assign roles such as
greeters,
parking attendants,
registration table staff,
ushers,
auction helpers,
stage crew,
floaters, and
clean-up crew.
Ensure everyone understands their responsibilities, the event schedule, and who their point-of-contact is for questions.
Provide volunteers with any necessary materials (like volunteer T-shirts, scripts for answering common questions, or a list of VIP attendees to be aware of).
Emphasize communication: if possible, equip the team with radios or a messaging app so they can quickly coordinate and report issues in real time.
A well-trained, well-briefed team will keep things running smoothly and maintain a positive guest experience.
Establish a check-in process that is efficient and welcoming.
Prepare a check-in area at the venue entrance with a clearly visible sign.
Have a sufficient number of volunteers or staff to process arriving guests quickly – no one likes waiting in long lines.
If using tickets, utilize a ticket scanning app or an alphabetized guest list to speed up verification.
For VIPs or sponsors, consider a separate expedited check-in line.
Provide name badges or wristbands if appropriate, and hand out any programs or materials as guests arrive.
A fast, friendly check-in gets attendees into the event feeling positive and ready to participate.
Make sure the registration team can also handle on-site ticket sales or guest list additions smoothly if needed (have a procedure for walk-ins or last-minute substitutions).
Stick to the agenda and guide attendees through each part of the program without confusion or idle time.
Designate an MC (Master of Ceremonies) or event host to make announcements and keep the program flowing. They should cue each segment (speakers, dinner, auction, entertainment, etc.) and provide brief interludes or commentary if there’s any lag.
Use the run-of-show timeline to anticipate transition periods – for example, have background music or a short video play while tables clear after dinner, or have a speaker ready to fill time while auction tallies are finalized.
The event director or stage manager should monitor timing closely and adjust on the fly if something goes off schedule. By coordinating transitions (with audio/visual cues and clear announcements), you’ll avoid dead air and keep guests engaged from one activity to the next.
During the event, ensure all technical elements proceed without hiccups.
Have your AV team or technician test microphones, videos, and presentations beforehand, and be on standby during the program.
Control the lighting to match the mood of each segment – for instance, dim lights during a video presentation, or spotlight the stage during speeches/performances.
Keep any background music at an appropriate volume.
If using slideshows or projectors (e.g. for a fundraising thermometer or sponsor logos), have someone advancing slides at the right moments.
Technical staff should proactively address any glitches (like feedback in the sound system or a burned-out projector bulb) immediately.
It helps to have spare equipment (extra mics, cables, bulbs) on hand if possible. Smooth AV execution greatly enhances the professionalism of the event.
Despite careful planning, expect that something might not go exactly as planned on event day. Common issues could include
no-show volunteers,
a delay in food service,
bad weather,
or an emergency like a guest needing medical attention.
Assign an on-call problem solver (or a small team) whose job is to put out fires.
Make sure all staff know how to reach this point person.
Maintain open communication via walkie-talkies or group text so that if an issue arises (e.g., the sound system stops working or a VIP is upset about something), the team can rally the right resources to fix it.
Stay flexible and positive when addressing surprises – your calm leadership will set the tone for others. Most importantly, try to resolve problems out of sight of attendees whenever possible, so the guest experience remains smooth and enjoyable.
Follow Up
- Send thank-you messages to donors, sponsors, and attendees:
- Share event highlights and impact:
- Conduct a debrief meeting with the team:
- Evaluate the success of your goals:
- Gather feedback through surveys or testimonials: Understanding the guest experience can provide valuable insights. Send a brief post-event survey to attendees, asking for their input on various aspects (venue, food, program content, check-in process, etc.) and any suggestions for improvement. Include a mix of rating-scale questions and an open-ended question for comments. You can also informally solicit feedback by talking to key donors or sponsors about their impressions. Collect testimonials or positive quotes that you might use in future event promotions. Constructive criticism is equally useful – note any recurring issues mentioned and brainstorm how to address them next time.
- Plan donor cultivation for future engagement:
Promptly express appreciation to everyone involved.
Within 24-48 hours after the event, send personalized thank-you emails or letters to participants – including ticket buyers, volunteers, speakers, sponsors, and in-kind donors.
Mention specific contributions (e.g., “Thank you for your generous auction bid” or “for sponsoring the dinner”) and share the event’s success (total funds raised, achievements) in these messages.
For major donors or sponsors, a handwritten note or a phone call is a thoughtful touch.
Publicly thank supporters as well – for example, a social media post or website update listing top sponsors and saying thanks helps acknowledge their role to the broader community.
People who attended will love to see the outcome, and those who missed it might be inspired to engage next time.
Soon after the event, publish a recap that includes photos or videos from the event, the amount raised, and how those funds will be used for your cause.
This could be in an email newsletter, a blog post, and/or across social media.
Tag sponsors and key contributors in social media posts to extend the reach and give them extra recognition.
By reporting back on the impact, you reinforce the value of everyone’s participation and set the stage for future support.
Gather your planning committee and staff for a post-event evaluation session.
While the event is fresh in mind, discuss what went well and what didn’t.
Review each major component (venue, catering, program, auction, etc.) and note any issues or standout successes.
Solicit honest feedback from volunteers and coordinators – they might highlight things leadership didn’t see.
Document these observations in a debrief report or running checklist. Identifying lessons learned (“Needed more volunteers at check-in” or “AV partner was excellent – use again next year”) is crucial for improving future events.
Also, compare actual outcomes to your initial goals and expectations in this meeting.
Take time to analyze the event data against the objectives you set.
Key metrics might include:
the amount of money raised (net profit after expenses),
number of attendees vs. no-shows,
number of new donors or prospects identified,
average donation size,
number of auction items sold and revenue from auctions,
raffle income, etc..
If raising awareness was a goal, you might look at social media engagement or press mentions.
Gather input on attendee satisfaction as well – if you conducted surveys, what was the overall feedback?
Calculate the ROI (Return on Investment) by comparing total revenue to total costs. This analysis will show whether you met or exceeded your fundraising goal and help justify the event’s value to your organization.
A fundraising event shouldn’t be a one-off interaction. Develop a strategy to build ongoing relationships with attendees and donors after the event.
Add new contacts from the event to your donor database or mailing list (with proper permissions), as well as your LinkedIn or similar social profiel.
For first-time supporters, the follow-up goal may be to invite them to learn more about your organization – for example, send them your newsletter or invite them to a casual “open house” event.
For existing donors, consider how to deepen their engagement, such as inviting major donors to a special appreciation lunch or involving interested attendees in volunteer opportunities.
Tailor follow-ups: someone who only attended the event could be nurtured to volunteer or donate later, whereas an active donor might be thanked and solicited for input.