A fundraising event is a great way to generate donations for a cause. Another benefit of fundraising events is the awareness they raise about different causes, they help you gain more supporters and build connections in your community. 

However, planning a successful fundraising event involves several moving parts. Organizing a huge fundraiser can be daunting if you’re not a professional event planner.

But don’t worry because, in this article, we will share some helpful tips and strategies on how to plan a fundraising event successfully. 

1.  Determine your goal

Step one of planning a fundraiser is to determine a goal for your fundraising event. In other words, what will you do with all the money the event raises? For instance, your event might be about acquiring new donors or promoting your cause.

Once you determine your fundraising goal, you’ll be able to identify the various activities or elements needed to boost donations at the event.

When determining your goal, it’s important to consider your budget and be realistic. Avoid setting unattainable goals without the means to generate enough funds. Ensure that your plans are practical and achievable within your resources.

1. Consult with others

If this is your first time organizing a fundraising event, you might want to seek some help. If you know people who have organized a successful event before, don’t be afraid to consult with them and ask them for advice.

You can also consult a professional event management company. Veritas, for example, is a great event management agency with vast experience in organizing different types of events. You won’t regret consulting with them and asking them for tips when it comes to planning a fundraising event.

Either way, consulting with someone experienced can help you create a realistic budget and schedule for your event. If they are local, they may also have connections to venues or catering services that can be beneficial.

1. Establish your event budget

To be able to organize a successful fundraising event, you’ll need to invest some money. Before you start planning the event, make sure you create a detailed budget that will cover all costs.

Some of the most common expenses you should include in your budget include venue, hired staff, food and drinks, entertainment, decorations, action tools, technology, guest favors, promotional items, and so much more.

Also, don’t forget that many charity events are organized without any expenditure, making it entirely achievable by utilizing the free resources at your disposal.

1. Define your audience

With a clear cause, a defined fundraising goal, and a set budget, it’s time to identify your target audience as you start planning your charity event. You might already have an audience in mind that will support your chosen charity, but the more attendees you attract, the more tickets you’ll sell and, hopefully, the more money you’ll raise. Ultimately, increasing attendance helps you achieve your fundraising goal. 

For instance, you might want to attract families with small children. In that case, you need to make sure the event is held during an appropriate time, and that it’s a family-friendly fundraiser that offers activities appropriate both for children and adults.

1. Find a venue

Next is finding the venue. Generally, the ideal venue will depend on your audience and the type of fundraiser you plan to host. To find a perfect venue, you’ll need to visit different places in your area.

The scale of your fundraiser and the number of attendees will dictate your venue needs. You might need to explore unconventional venues like parks or arcades to attract interest. 

Inform the venue staff about your event and how your organization intends to use the donated funds. Some businesses may offer discounts to support charitable causes or organizations.

1. Set a schedule

Once you’ve secured your venue, it’s time to set a date for your event. The date will depend on the availability of the venue. Also, try to choose a day and time that will be most convenient for your target guests. For instance, an evening fundraiser might be more suitable for working professionals.

After the date is set, you can start booking entertainment and catering, planning activities, and so on. You might also want to consider the weather when scheduling your event. This is especially important if the venue is outdoors, and it’s summer and temperatures are extreme.

1. Market your event

The proportion of your fundraising event is a whole other beast. Marketing your event the right way is crucial because effective marketing materials can significantly boost your event’s attendance and engagement.

When creating a marketing strategy, think about the most effective ways to share the details of your fundraiser with your target audience. Make sure you make the most of several marketing channels to reach a wide audience – social media, direct mail, email marketing, traditional media, flyers, and so on. Don’t be shy to use both online and offline marketing techniques.

1. Prepare for the big day

Before the event starts, make sure you’re all prepared for the big day. Decorate the venue, coordinate the entertainment, prepare refreshments, and have in place a plan B in case something goes wrong.

With so many moving parts, even with the best-laid plans things can go wrong. That’s why it’s important to have a backup plan. Technology can fail, guest speakers might be late or a vendor might cancel last minute – these are all the reasons to have risk management in place for the big day.

1. Follow up with attendees

Even when the event is over, your job is not. One of the key aspects of organizing a fundraiser is establishing a plan to keep your supporters engaged with your mission through effective post-event follow-up

Make sure you send thank you notes to all your attendees and everyone involved with the event. The way you do this is completely up to you – you can send handwritten notes or digital eCards.

Make sure to keep your supporters informed about your progress as well. They will be interested in learning how the fundraising event has benefited your cause, so provide as much detail as possible.

And finally, send out surveys to everyone who attended the event. These surveys will help you gather attendees’ feedback which will help you when organizing your next event.

 Bottom Line

Organizing fundraising events is a great way to unite your community around your cause and generate substantial funds. With a carefully crafted plan, you can achieve your goals and advance your mission effectively.