For a successful fundraising event, an organization needs to not only focus on the cause and the end financial goal of the event, but also on how the event will make guests (and potential donors) feel. Whether the event planners host a large gala, auction, or luncheon, the execution of the fundraiser needs to be carefully planned.
A fundraiser requires teamwork, clear instructions, and a detailed schedule. It also includes a tangible setup, theme, lighting, and audiovisual technology. Below, we explore 10 effective elements of a successful fundraising event.
Set Your Fundraising Goals
The goal of the fundraiser should be the first factor you consider as you lay the groundwork for planning the rest of the event. Are you hosting a charity fashion show? What about a silent auction? How will the funds raised be allocated? Make sure to have a clear plan for what you want the fundraiser to accomplish.
Determine Your Sale Goals
Sales goals should be established early in the planning stages, particularly for fundraising events. Based on the targeted beneficiary, setting the amount to be raised can guide the direction of the planning. Consider setting ticket prices in accordance with multiple levels such as VIP, Exclusive, Early Bird, and General Admission.
Build Your Event Planning Team
An event cannot be considered a success without a solid team behind the scenes. To build an event planning team, begin by choosing a confident and committed leader to oversee the team. By defining each team member’s roles and responsibilities, the common goal can be achieved. In the weeks and months leading up to the event, holding regular committee meetings can be effective.
Set a Budget
Setting a budget for an event is very different than planning a budget for a home or business. As raising money is the ultimate goal, it is important to reach for at least 10% revenue over the cost of the charity event itself. Remember to include the costs for the venue, staffing, catering, entertainment, and marketing fees in the budget.
Select a Venue
Selecting a venue for a fundraising event takes time and can be a massive undertaking. The type of event is the main factor when searching for a venue due to several reasons. The accessibility of the venue, the size, the location, and any included services by the venue all play a part in choosing the perfect venue.
Check the Availability of the Venue for the Event Date
Once the appropriate venue has been selected, choosing the date will depend on the availability at the venue. The scheduling must also meet with the demands and needs of the selected caterer, entertainment, and speakers. Depending on when the venue selection is done, it is recommended to prepare for several dates to work with.
Determine Your Target Audience
Determining your target audience in the initial planning stages influences the specific details of the fundraising event. These types of events can emphasis the needs of the local community, children, young professionals, retired seniors, or parents.
Estimate Audience Attendance
No event can be properly planned without an estimation of the number of attendees. As a fundraising event targets a select audience, having a pre-ticket sale can help narrow down the attendees in comparison to the number of invites. When creating the list, it is recommended to double the number as the actual number of attendees can be considerably less than anticipated.
Create a Production Schedule
A production schedule helps to outline the event timeline for the staff, volunteers, speakers, guests, and attendees. It is important to provide the information such as vendor setup times, assembly of lighting and audio-visual equipment, stage setup, catering delivery, and expected times for committee members. For the event timeline, a production schedule outlines an itinerary for announcements, speeches, mini event deadlines, meal service, and closing remarks.
Hire Professionals
An event production company may be the solution to support a successful fundraising event. From initial design concept to completion, a professional company provides the audiovisual and lighting production services needed. Consider a company that specializes in fundraising events that are live, visual, or hybrid productions.
Contact Straight Street Event Services for Your Next Fundraising Event
As an audiovisual company, Straight Street Event Services is proud to specialize in philanthropic work for various local organizations and causes. We understand the importance of fundraising events and offer superb service to maximize the outcome.
Contact us today to discuss how our event services, which include live streaming, branding and audiovisual production, can help achieve your fundraising event goals.
