How to Plan a Successful Fundraiser: The Ultimate Guide

Planning a fundraiser takes creativity organization, and passion. The hard work pays off when you meet your fundraising goals and make an impact on your cause. Follow this comprehensive guide to learn how to plan a fundraiser step-by-step.

Why Host a Fundraiser?

Fundraisers are a popular way for nonprofits, schools, charities, or community groups to:

• Raise money for a cause, project, or need
• Increase awareness for the organization
• Engage donors, volunteers, and supporters
• Bring people together for a fun social event

Well-run fundraisers can be highly profitable and fulfilling to organize.

Fundraiser Planning Checklist

Follow these steps when planning any fundraiser:

Set Goals and Mission

• Decide on the purpose and financial goals
• Choose which cause or project it will support
• Align with your organization’s values and objectives

Assess Resources

• Gauge volunteer interest and availability
• Review venue options and pricing
• Set a date avoiding conflicts
• Establish a fundraising budget

Select Fundraising Ideas

• Brainstorm creative event themes and activities
• Choose ideas fitting resources, goals, and audience

Recruit a Team

• Identify key roles like communications, sponsorship, logistics
• Assign tasks based on skills and interests

Seek Sponsors

• Create sponsorship packages with benefits
• Approach businesses, partners, vendors for support

Promote the Event

• Spread the word through social media, email, phone calls
• Hang flyers, send calendar invites, pitch to press

Engage Attendees

• Create an inspiring event program with impact stories
• Offer fun activities, games, contests, giveaways
• Provide ways to donate at various levels

Follow Up and Thank

• Send thank you notes to attendees, sponsors, volunteers
• Share fundraising results and beneficiary stories
• Announce next year’s date to build momentum

Now let’s explore each step in greater detail.

Step 1: Set Goals and Mission

First, define the purpose and objectives for your event:

• How much money do you want to raise? Set an ambitious but realistic dollar goal.

• Which cause or project will proceeds support? Specify where funds will go.

• How will the fundraiser further your nonprofit’s mission? Align to core values.

Having a big, inspiring purpose energizes your team and draws more participation.

Step 2: Assess Your Resources

Take stock of assets available for your event:

• Volunteers: Estimate how many volunteers you have to take on tasks.

• Venues: Research venue rentals in your budget. Consider outdoor spaces too.

• Timing: Review calendars to pick an ideal date without conflicts. Allow 6-12 months to plan large galas.

• Budget: Gauge what you can spend upfront. Factor in venue, food, supplies, marketing, and more.

Knowing your resources allows you to choose feasible ideas.

Step 3: Select a Fundraising Idea

Choose an event theme and activities that excites you:

Popular Fundraiser Ideas

• Galas, dinner parties, or dances
• Auctions (silent, live)
• Raffles and prize draws
• Marathons, bike rides, or fitness challenges
• Tournaments or game nights
• Craft fairs or food festivals
• Crowdfunding campaigns

Match the event to your audience, venue, budget, and volunteer abilities.

Step 4: Assemble Your Team

Recruit key team members to oversee:

• Sponsorships – Solicit cash and in-kind donations

• Logistics – Manage venue, catering, rentals, transportation, parking

• Communications – Create promotional materials and social media

• Registration – Arrange ticketing and check-in

• Programs – Develop event schedules, speakers, activities, decorations

• Fundraising – Manage donation processing and appreciation

• Recruiting – Get volunteers, vendors, silent auction items

Assign tasks based on skills and interests. Hold regular meetings leading up to the big day.

Step 5: Seek Sponsors

Sponsors provide cash and in-kind goods to help cover event costs. To secure sponsors:

• Identify prospects – Businesses, community leaders, partners aligned with your cause.

• Create sponsorship packages – Offer tiered benefits like logo placement, tickets, signage, social media shouts outs.

• Send personalized pitches – Email, call, or meet local businesses to tailor asks.

• Follow up promptly – Provide sponsorship forms and answer questions.

• Express gratitude – Thank sponsors and fulfill promised promotion.

Step 6: Promote the Fundraiser

Get the word out early and often using:

• Email – Send event details and registration links.

• Social media – Post on Facebook, Instagram, Twitter, and Linkedin.

• Website and newsletter – Include announcements, countdowns, and recaps.

• Press releases – Pitch the event to local media contacts.

• Posters and flyers – Blanket the area in the 2 months leading up.

• Calendar invitations – Send invites to key contacts.

• Phone calls and texts – Personally remind supporters to attend.

Step 7: Engage Attendees

Make sure participants have an incredible experience through:

• Impactful program – Share inspiring stories about your cause between activities.

• Fun activities – Have games, contests, entertainment, and giveaways.

• Donation opportunities – Provide envelopes at tables, text-to-give, signage with QR codes to give.

• Social media sharing – Encourage guests to post with your event hashtag.

• Appreciation – Thank all attendees and recognize VIP donors if appropriate.

Step 8: Follow Up and Thank Supporters

Within a week after your fundraiser:

• Send handwritten thank you notes to key donors, sponsors, and volunteers.

• Share fundraiser results, photos, and beneficiary stories by email and social media.

• Personally call top donors and sponsors to express gratitude.

• Provide receipts to donors for tax purposes.

• Announce next year’s fundraiser date to maintain momentum.

• Gather team feedback on what worked and improvements needed.

Following up properly fosters ongoing donor relationships.

Making Your Fundraiser Fun and Engaging

While your cause is serious, the event should be lively. Boost fun and participation with:

• Upbeat music and emcees
• Photo booths and props
• Games and contests
• Raffles, auctions, prize giveaways
• Delicious food and drinks
• Dancing and performances
• Creative decorations and lighting

Have activities spread throughout to keep guests moving and mingling.

Choosing the Right Fundraiser for Your Nonprofit

Consider your organization’s size, resources, and cause when selecting ideas:

• Employee giving campaigns – Workplace giving works well for companies and hospitals.

• Athletic fundraisers – Fitness challenges like races suit health associations.

• Gala dinners – Large nonprofits use formal galas to tap major donors.

• Silent auctions – Ideal for museums, zoos, community centers.

• Crowdfunding – Virtual campaigns allow reaching worldwide donors online.

Pick options aligning with your nonprofit’s strengths and community.

Fundraising During COVID-19

The pandemic impacted in-person events but also expanded digital fundraising options such as:

• Virtual events – Host galas, auctions, or parties via videoconference.

• Social media fundraising – Rally donors through Facebook birthday fundraisers or TikTok.

• Peer-to-peer fundraising – Equip supporters to fundraise independently online.

• Text-to-donate – Make giving easy through text messages.

Get creative with virtual or hybrid events to keep supporters engaged remotely.

Key Tips for Fundraiser Planning Success

Follow these best practices to run a smooth, profitable fundraiser:

• Start planning at least 6 months out for large events.
• Set goals for money raised, sponsors secured, attendance, and awareness.
• Promote early and often through multiple channels.
• Make donor registration and payment easy.
• Personally follow up with key sponsors and donors.
• Capture great photos and video to share.
• Review what worked well and areas needing improvement.
• Thank everyone who contributed time, talent, and donations!

With smart preparation and promotion, your fundraiser will exceed expectations and make a difference.

Now Go Run an Inspiring Fundraiser!

Rallying people around a worthy cause is extremely rewarding. Just remember these key steps:

1. Clarify your fundraiser