Fundraising events – whether they’re black-tie galas or more informal and intimate gatherings – offer unforgettable experiences and unparalleled opportunities to raise funds. However, organising these events often requires intricate planning and, as we all know, can throw us a whole load of challenges! Humanitix, is a platform that provides hassle-free event ticketing that puts humanity first – so we thought, to help out our fellow nonprofits, we’d put together this handy guide to navigating the world of fundraising event planning!
📋 Fundraising events: Essentials checklist:
Define the event’s purpose and goals:
- Clearly outline the objectives of your fundraising event to help you strategise effectively and manage costs.
Identify beneficiaries:
- Determine who will benefit from the fundraiser and communicate this effectively to your team, and to your guests. If your nonprofit serves a range of groups, decide whether this event will benefit one or all of them.
Costs, budget, and ticket pricing:
- Break down costs meticulously and establish a budget, ensuring every expense is accounted for. Balancing affordability with profit generation is crucial when setting ticket prices.
Tip! By switching your event ticketing to Humanitix, you can set up a range of ticket types, packages and add-ons in a matter of minutes. Ticket management has never been easier!
Choosing a venue:
- Select an appropriate venue that sets the stage for an unforgettable experience, considering factors like capacity, ambiance, and flexibility in decoration.
Tip: Humanitix’s seating maps and table selection tool makes managing assigned seating straightforward, whatever the venue size and setup.
Fundraising activities:
- Incorporate diverse fundraising activities like auctions and raffles throughout the event to engage attendees and maximize contributions.
Tip! With Humanitix, taking direct donations for your cause on the day of your event is easy. Simply use the Tap to Pay functionality in the Humanitix Box Office app (available to download on any mobile device).
Acquire sponsorship:
- Securing sponsors can significantly offset costs. Tailor sponsorship packages to offer tangible benefits to potential sponsors, like free tickets for the sponsors’ employees or marketing opportunities at the event.
Determine the theme:
- Particularly effective for gala dinners, a captivating theme can add flair to your event and enhance guest engagement.
Drinks, nibbles and dinner:
- Offer a tantalizing food and drink selection that caters to diverse tastes and dietary restrictions.
Tip! Use post-checkout questions or email functionality within Humanitix to gather guests dietary preferences.
Plan entertainment and/or speakers:
- Curate entertainment that aligns with your theme and engages attendees.
- Choose speakers who resonate with your cause and mission.
Hire staff/volunteers:
- Consider hiring experienced event staff or passionate volunteers to ensure smooth coordination and guest satisfaction.
PR & marketing:
- Create a comprehensive marketing strategy to boost attendance and create buzz around your event. Leverage social media, email marketing, and partnerships with influencers to maximise reach.
Tip! Use Humanitix’s styling options to fully customize your event page to match your brand, browse the Promotional Hub for ideas on how to showcase your impact and send reminders to attendees with Humanitix’s in-built email functionality.
Example timing for a fundraising event
Timings will vary based on the scope of your event.
6-12 Months Before:
- Define fundraising event objectives
- Secure venue
- Initiate sponsor outreach
- Choose theme and set budget
- Develop marketing plan
- Plan fundraising activities
- Book entertainment and speakers
3-6 Months Before:
- Finalise venue logistics
- Ramp up event promotion
- Compile guest list
- Arrange catering
- Send out invitations
1-2 Months Before:
- Send reminders to guests
- Confirm entertainment and speakers
- Secure final sponsors
- Finalise seating arrangements
- Coordinate décor setup
Day Before:
- Test audio-visual equipment
- Finalise event schedule
- Brief volunteers
- Ensure auction items are on-site
- Complete décor setup
With these guidelines, planning your next fundraising event will be an even more seamless and rewarding experience! Humanitix offers a ticketing solution that takes the stress out of event hosting, ensuring your fundraising event is a resounding success. Could it be time for you to make the switch?
You won’t be alone! Nonprofit hosts love that Humanitix supports their fellow NFPs by offering a sweet discounted rate with no subscription fees EVER! And, as an added bonus they’re turning ticket booking fees into a force for good! 100% of Humanitix’s profits are dedicated to charities that ensure humans across the globe have access to life’s basic necessities: healthcare, education, food and stability.
Learn more about Humanitx´s tickets for good not greed at their FREE OnDemand Demo.