Fundraising Event Checklist: How to Prepare the Fundraiser

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Written by Tim Grable

March 10, 2018

Charity events can turn to be successful if they are carefully planned. Putting together a strategy will help you communicate your cause effectively, and it will be materialized into building stronger relationships with your supporters and also attracting new ones.

However, for all of this to happen, you need a fundraising event checklist. 

Fundraising Event Checklist: How to Prepare the Fundraiser

Organizing a fundraiser is one way to make sure you will achieve your organization’s objectives because they can complement other charitable work you are doing.

Let’s look at the checklist you need to follow every time you organize a fundraising event.

Fundraising Event Checklist

1. Define the event’s goals

The fundraiser’s purpose can vary, even though these types of events have one primary goal: to raise funds for their cause.

However, most organizations will set multiple goals, such as increasing awareness of their cause, or building relationships with more sponsors.

After you have defined the fundraiser’s goals, you can go ahead and start thinking about the event’s structure.

2. Set the objectives

The difference between goals and objectives is the fact that objectives are measurable and quantifiable, while goals define the direction you want your organization to go towards.

We recommend setting realistic and achievable objectives which complement your organization’s mission and, of course, be related to the event’s goals.

You need to measure return on objective (ROO) by taking into account the specific objectives you are going to achieve after the event. If, for example, one of your objectives is to increase the organization’s awareness, then you need to measure this before and after the event to see if the fundraiser has had any impact whatsoever.

3. Identify your target audience 

Before you go further into planning, you need to define who are the people you want to target through the fundraiser.

Most events will focus on multiple demographics, but you could also have only one major audience. After you establish this aspect, you can go ahead and create the invitations list and start thinking about how you are going to reach these people.

4. Establish your budget

Having a well-established budget will help you stay on track with all the event’s expenses. At the same time, it is important to leave a little bit of extra money for unforeseen costs.

In the budget, you should include costs such as:

  • Venue;
  • Decorations;
  • Invitations;
  • Food and refreshments;
  • Entertainment;
  • Promotion;
  • Staff.

Your list may vary, and it is not limited to the things we mentioned because you will need to include aspects that are unique to the type of fundraiser you are organizing.

Return on investment (ROI) is also critical for your fundraising event checklist, and it is calculated by subtracting the event expenses from the event revenue.

5. Book the entertainment/speaker

Having entertainment or a speaker at your fundraising event is an integral part of making sure the attendees will have a good time.

Depending on the cause you are advocating for, you can hire an inspirational speaker, a clean comedian, a live music band, or an illusionist, depending on the atmosphere you want to go for.

6. Delegate work  

Fundraising event planning can be time-consuming which is why you need to form a team out of organization members and volunteers and assign tasks to all of them.

That way, everyone will know their duties, and you will not be overwhelmed by everything that needs to happen.

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How can you find the best stand-up comics for your fundraiser?

Comedians receive hundreds of thousands of views on videos of their stand-up comedy and TV shows every day. So it is no wonder that non-profits look to Youtube as a resource for their conferences, fundraisers, and other events. The following veteran performers are bringing their fresh and hilarious stand-up routines from the internet on to the stages of events of all kinds year-round. Their performances are varied, flexible, and can be made to appeal to a wide variety of audiences young or old. Each in their right has found success on TV and comedy specials, and are all guaranteed to entertain and make crowds laugh harder than they thought possible. Their acts are ready to go and the laughs they’ll bring are guaranteed to be a hit at your event.

Michael Joiner is the kind of comedian that says the things you think, but maybe never say for yourself. Joiner is known for bringing hilarious improv to the stage. Winner of 2008 “Funniest Comic in L.A.” award, he also starred in the television comedy show “Bananas” and has even written for “The Tonight Show With Jay Leno”.

Combining ventriloquism, music, and comedy, Taylor Mason has created a variety act that defies definition and that works with an extremely wide all age audience. As a grand prize winner of the show “Star Search”, Mason can customize his act to fit any setting or audience.

John Heffron brings to the stage a youthful personality along with a good dose of healthy cynicism that creates a hilarious and witty stage presence. Winner of the second season of “Last Comic Standing”, Heffron has also had two half specials on the show “Comedy Central Presents” and has been on stage at the Just for Laughs comedy festival.

The observational comic stylings of Jeff Allen make light of everyday life as seen by him, an aging dad and family man. He covers topics ranging from family life, raising kids, and growing old. Starring in specials on Comedy Central, VH1, and Showtime, Allen has crafted an act that is both highly comedic and surprisingly inspiring.

Daren Streblow is a comedian who always looks at life, searching for the comical side to everything. His well-practiced routines can be made to fit any audience regardless of age, profession, or background. He has worked shows on Disney Cruise Lines and for Universal Studios.

Get the Most Out of Your Fundraising Events

This fundraising event checklist will increase the potential for your event to have a successful outcome. Additionally, it will keep you focused on making sure your goals and objectives are achieved.

Since entertainment is a big part of any charity event, we want to be the ones who contribute to the event’s success in this area.

Contact us at (615) 283-0039 and let’s talk more about your event and the type of entertainment or speaker which would best fit your needs.

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