We’ve talked in length about some good events and the event management or fundraising tools that can make them succeed consistently. This time, we’re taking a step back and at the basics of fundraising event planning.

In this blog, we’re going through the essentials to turn your fundraising ideas into successful events that don’t just reach your targets but create powerful memories to strengthen your cause. Let’s get started.

10 Steps to Planning a Successful Fundraising Event

1. Have a clear goal before anything else

As with every advancement initiative, the goals are where everything starts and leads back to. We’ve talked about the importance of Smart, Measurable, Attainable, Relevant, and Time-based (SMART) goals in a past blog. While creating the goals that will define your fundraising event, keep the following questions your attendees would have in mind:

• Why should I want to attend this event?
• Do i know what this event is for?
• Does a fundraiser make sense for this event?
• Why should I care enough to donate for this cause?
• Does this event feel relevant to me?
• Where am i hearing about this event?

Apart from these questions, your available staff time, target audience, budget, and other upcoming institution events will play a big part in shaping your scope for your event. Take your time with this step as the right goals are the foundation of a successful event.

2. Select the right type of fundraising event

Depending on your audience, budget, and goals, you may choose from a variety of fundraiser ideas, such as:

• ‍Gala dinners for engaging major donors‍
• Interactive Workshops for a skill or career-oriented event‍
• Walkathons or fun runs for community involvement‍
• Silent auctions for a blend of entertainment and fundraising‍
• Culinary events can be an intimate tasting menu event or a casual food truck rally‍
• Escape rooms/Scavenger hunts to create fun and memorable team-based or competitive activities‍
• Virtual experiences, like online trivia or livestreamed performances, for broader reach

No two events are truly alike, and depending on the success of your fundraiser, a bold new approach might just be your next hallmark annual event.

3. Choose your fundraising method

As you’re not just planning any event, how you want to introduce fundraising to your event is going to be very important. Remember, a fundraising event can have multiple revenue streams. For example:

• Ticket sales or entry fees
• Auctions or raffles with enticing prizes
• Merchandise sales (e.g., branded mugs or shirts)
• Peer-to-peer fundraising, where attendees rally their own support networks

Nowadays, institutions usually look to include diverse fundraising methods in their fundraisers. This is also where pairing the right event with the right fundraising method can greatly impact your raised amount.

4. Choose the right event management and fundraising tools

Now that you know what type of event you want as well as how you’re going to raise funds during it, it’s time to put the right tools to work. Pretty much every modern institution uses a fundraising platform to streamline their events and fundraisers. These tools help you:

• Create event and fundraising pages
• Facilitate online registrations and tickets
• Logistics to engage virtual attendees
• Automated and personalized invitations and follow-ups
• Data collection, reporting, and analytics based on event and giving data

and much more.

Platforms like Almabase help streamline these logistical elements, allowing you more time and energy to focus on fostering genuine connections with your donors.  

5. Building a team for your event

Now that the building blocks are coming into place, it’s time to decide on arguably the most important part of an event, the people. You’ll want to form a committee of people to take on and help with specific parts of the event including but not limited to:

• Event coordinators to oversee logistics
• Volunteer coordinators to manage helpers and ensure a smooth event
• Outreach personnel to secure partnerships and sponsors
• Marketers to handle invitations, storytelling, and getting your cause to the right people

Apart from the above, you’ll want to think about corporations, non-profits, and associations that may want to play a pivotal role in helping you bring your event to life.

6. Finalize a date and time

Now that all the bits and bobs are there, it’s time to lock in a specific place and time. It seems fairly basic but keep in mind that:

• a date that shouldn’t conflict with major holidays or other high-profile events in your area
• your venue must suit your event type, accommodates your expected audience, and is accessible to attendees (physically and virtually)
• for virtual events, your platform of choice can handle the number of participants and offers interactive features to keep your audience engaged

7. Spread the word: Marketing your fundraising event

You’ve got all the info ready to go. But it doesn’t mean anything if it doesn’t reach the right audience. And even if it does, what type of messaging should they receive and when should they receive it so that they truly feel like attending or giving? That’s where your event marketing comes into play. You’ll want to make use of channels such as:

• Social media
• Email
• Flyers and posters (for local audiences)
• Influences, ambassadors, and partners
• Storytelling campaigns

and much much more to get your event and your cause heard. Make sure that your marketing emphasizes how your fundraiser can help your cause of choice.

8. Prepare for contingencies

Even the most tight-knit plans have a chance of going wrong. A 10-minute delay caused by faulty audio equipment might just be that small little factor that disinterests a potential first time donor.

• Have backup vendors in case of last-minute cancellations
• Plan for unexpected weather if your event is outdoors
• Test your equipment and rehearse your event ahead of time
• Have backup equipment and technicians at the ready
• Set up alternative giving options through a different payment provider or website just in case

These are good things to keep in mind but ultimately, your contingencies may have to be just as unique as your event.

9. Nurture relationships after your event

Nowadays, the event doesn’t truly end when the last guest leaves. Following up with attendees is crucial to maintaining their engagement and potentially turning them into loyal supporters. Post-event action items include:

• Sending thank-you emails or handwritten notes to participants and donors
• Sharing photos, videos, and impact reports to highlight the event’s success
• Making segments out of your attendees and donors to improve your engagement efforts
• Requesting feedback to improve future fundraising efforts

Gratitude and proactive follow-ups go a long way in building long-term relationships with your supporters.

10. Turn attendees and donors into supporters

The ultimate measure of a successful fundraising event isn’t just the dollar amount raised but also the connections made and how deep those connections go over time. To turn your attendees into loyal supporters, you’ll want to consider some steps such as:

• Encourage attendees to join your mailing list/newsletter for updates on upcoming campaigns
• Foster a sense of community with behind-the-scenes content, testimonials, or networking opportunities
• Share how their contributions made a tangible impact through success stories or project updates
• Provide exclusive benefits and rewards to past attendees and donors to show your appreciation
• Provide an organic pathway for donors to eventually become champions and help with your planning

By nurturing these relationships, you're creating a network of passionate supporters who are more likely to advocate for your cause and contribute to future initiatives.

Conclusion

Fundraising events have certainly not gotten any easier to plan and host in the past few years. Donors and alumni in general simply expect more, and you can’t just rely on your long-time donors alone. However, we hope that this guide, despite just scratching the surface, was able to give you some ideas for your next fundraising event.

If you’re looking for a partner to help you manage events, engage alumni, and raise funds, do give us a shout and we’ll happily walk you through how we can help with your own personalized demo! ⤵️