How to Draft an Efficient Fundraising Event Program – and Stick to It

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Written by Tim Grable

February 3, 2018


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The biggest mistake nonprofit event planners make is not having a draft before creating the final fundraising event program. This can lead to stress, headaches and ultimately not be able to be adequately organized during the event.

We recommend drafting a plan, no matter how small your nonprofit is. You will notice how easier it is going to be for you to keep track of everything which is going on, especially as your organization grows.

The draft will act as a guide which you can check every time you need to make sure you have not forgotten anything.

We also want to mention the fact that it is important to keep the times as advertised in the fundraising event program. This will ensure the participants’ satisfaction, and you will avoid receiving any complaints about it.

As an event organizer, you want to estimate as accurately as possible the time each activity will take.

Don’t forget to include intervals between each activity so your guests have some time to move around, have a toilet break, grab a refreshment, and it is also essential for you to move equipment around if needed or make announcements.

Even though the final program may change over the course of planning, having a draft can save you much time in the process.

So grab a pen and a piece of paper or open a Google Docs and start drafting as you are following this article.

How to Draft an Efficient Fundraising Event Program - and Stick to It

What to Include in a Fundraising Event Program

1. Event name, location, date

Even if your guests will know the name of your fundraising event, it does not hurt if it appears in the program, as well. It can contribute to creating brand awareness, and it will also stick in people’s minds.

Most people keep the program of the events they attended, which is why it is important to include the event name, the location and the date when it took place.

2. The timeline of the activities

The activities are the central part of your fundraising event, so every little thing you have prepared for your guests should be included in the program so they will know what and when to expect.

You should include a short phrase about every person that will be giving a speech, an introduction or make an announcement.

Be sure you discuss with each person how much time they will need on stage so you can establish accurate hours for each one.

It is crucial your guests get a break as well so you can schedule the lunch and the drinks break between two major activities, such as a speech and the entertainment.

Also, when it comes to entertainment, make sure you have discussed with them all the arrangements they need for their performance and the time they need.

3. The sponsors

Sponsors are a big part of your team because, without them, the fundraising event probably wouldn’t have taken place. This is why we recommend including them in the program so they can receive the exposure they deserve.

4. Contact information 

The fundraising event program can be helpful even after the event has ended. Make sure to include your website, social media profiles, phone number, email address and other relevant information so the guests can keep in touch with, goal

Achieve Success Step by Step, Little by Little

Running a nonprofit organization is no easy task, which is why it can be quite easy to find yourself with your hands full and overwhelmed with loads of tasks.

The beginning of a new year is a good opportunity for you to start fresh and plan everything out right now.

So remember, if you need help picking out the best entertainment for your fundraising events, you can rely on us every single time.

Don’t hesitate to get in touch by giving us a call at (615) 283-0039.

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