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How To Organize A Fundraiser Event

The day of your charity event is finally here. How To Organize A Fundraiser Event, But do you know how to organize a charity fundraiser?

It’s time to raise some funds, so let’s do it right away.


  1. Inform your team.

Your team of volunteers is the backbone of your charity event. It is important that you spend some time focusing on your common goals to build team spirit.

It is essential that everyone is on the same page before everything starts. Make sure you have a team meeting and go over what each member is doing.


Here are some things you can discuss at the meeting:

  • How to greet and register guests.
  • Social media activities (such as live streaming).
  • The agenda for the day.
  • What to do in case of emergency.

You must print an event program for you and your team. That way, everyone will know when the doors are open, when the speakers are turned on, and dinner is served.


  1. Prepare the place.

It is a good idea to prepare the site before the day of the event. However, there may be circumstances where this is not possible, such as when the venue is previously used for another event.

You should prepare the decoration of the place so that it is aligned with the theme. Make sure there is no way to ignore the charity you are fundraising for.

If you have some brand-name materials available, then use them as much as possible. If you have been given additional materials from sponsors and donors, be sure to post those as well.

You may also need to arrange the seating to suit the format of your event. If you are organizing performances or hosting a live band, you should arrange the seating accordingly.

If your budget allows, arrange for an event decorator to do the work the morning of your event. Try to find a decorator who specializes in helping charities ; they will give you a better deal.


  1. Prepare logistics and consult with suppliers.

Consult, on the day, with any third party involved in your event. Make sure all speakers, artists, caterers, and decorators are on time.

It is also advisable to check the weather forecast if your event is outdoors. You can change in seconds, so make sure you and your providers can prepare accordingly.

You can also take into account traffic delays by doing a query on Google Traffic. That way, you can arrange for everyone to leave earlier, so they make sure they are on time.

You will also need to confirm parking and access to the site. Be sure to assign a few team members to meet with the event vendors when they arrive.


How To Organize A Fundraiser Event

How To Organize A Fundraiser Event



4. Prepare the stage and technical equipment.

If your event features speakers or live entertainment, you need to set the stage. Make sure it is elevated, visible and has all the brands participating in the event.

You should also test any technical equipment to avoid problems during the event. See if you can do a full technical rehearsal before the guests arrive.


Here are some of the equipment you should be sure to try:

  • Microphones.
  • Sound system.
  • Stage lighting.
  • Projectors.
  • Computers.

It’s also a good idea to have spare cables for everything in case your current ones fail.


  1. Greet the guests.

Not all of your guests will arrive at the same time. That’s why it’s smart to open doors 30 to 60 minutes before everything starts, so latecomers have a small margin.

There will be guests arriving on time. You need to make sure there are things they can do while they wait for the actual event to start.

You can offer them drinks and prepare a short welcome speech. You could use the time to thank everyone for coming and talking about the charity you are supporting.

Prepare some welcome drinks for guests arriving early.

If your charity event is more formal, you can ask guests to register . It’s also a great way to collect contact details so you can promote future events.


  1. Take photos and videos.

The photos and videos of the day will be a gold mine in terms of securing more donors for the cause after the event.

Make every effort to have a photographer or videographer present at the event site. As with event décor, it can be profitable to find a photographer who is already participating in charity events .

If hiring a professional photographer is not possible, ask someone on their team. An amateur staging is better than no staging at all.

If you’re on social media (why should you be?) You can also stream the event live . Just keep in mind that some platforms will have a 1-4 hour streaming time limit .


  1. Encourage sharing on social networks.

Social media should be an integral part of your branding efforts. Include links to relevant social media accounts anywhere the charity or event is mentioned.

It does not have to be your personal account. If you want to focus on the charity you’re fundraising for, get their permission to promote their profiles.

It will help them raise awareness, which means more people will sign up to support them.

Create a selfie zone where guests can take photos of themselves. You should also encourage them to use your event’s hashtag when posting it online.

It will be incredibly powerful if you can get attendees to help you promote the event on social media. It’s like having an additional digital street team.


  1. Clean.

Once the event is over, it’s time to clean up. Part of preparing for the event should include a cleaning plan so that everyone can get home in a timely manner.

Identify nearby garbage bins and places where you can recycle any paper, plastic, and glass. Find out if there is a good way to get rid of leftover food .


  1. Ask for opinions on the day.

Thank your guests for attending, your sponsors and donors for their support, and your team for their effort. Your team will especially appreciate some recognition for your hard work.

Take the opportunity to ask everyone what they thought of the event. It doesn’t have to be formal or detailed feedback, just a few tips.

It will do two things. First, it will give you a general idea of ​​how it went. Second, you will mentally prepare everyone to provide more detailed feedback when emailed after the event.

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