Growth for Good’s Great Fundraising Events Check List
Whether you are hosting a small cultivation event or a large gala, there are many details planners need to stay on top of – from catering to presentation needs. Below is a comprehensive check list to help staff keep track of all the necessary elements for their event. Not all elements will apply to every event. There is a lot to manage when doing events, but it all starts with a list… and checking off one thing at a time.
Growth for Good’s Event Planning Logistics Check list:
Logistics
- Prepare and monitor event timeline
- Prepare and monitor event budget
- Solicit vendor bids and negotiate contracts
- Develop the format/program of the evening
- Prepare drafts of all event correspondence/announcements (snail mail, email, website)
- Review/draft text for all printed materials and their online counterparts including save the date, invitation and program
- Arrange for production, addressing, personalization and mailing of all letters and invitations
- Track responses as they come in — coordinate donor listings, seating and other key info
- Mail thank you letters with tax information as ticket purchases/donations come in
- Arrange, supervise and coordinate:
► Venue
► Catering including menu selection
► Staffing (waiters, bartenders, coat check, etc.)
► Rentals & Décor (centerpieces, linens, screens, paddles, stage, dance floor, tents)
► Selection of Honoree Award(s)
► Entertainment (performers, costumes, instruments, DJ)
► Photographer/Videographer (step-and-repeat, VIP/group shots)
► Audio/Visual (equipment, podium/mic, technicians, lighting, e-bidding, internet)
► Other professional services and products (video production, auctioneer, premiums, printer, shipping, journal vendor, security, insurance, translators)
► Volunteers as needed
- Follow‐up as necessary: sponsor logos; honoree bios; journal ads; names for guest list
- Schedule invitation mailing and seating arrangement meetings
- Prepare registration list
- Provide guest count guarantees to appropriate vendors per contract
- Prepare place cards; name tags, if required
- Create and implement minute‐by‐minute schedule for the evening (run of show)
- Oversee and coordinate all details for the event including:
► Troubleshooting
► Liaising with vendors
► Oversee staff and volunteers
► Oversee venue set‐up and ensure all details are correct
► Oversee VIPs/entertainment set up
► Transportation/Shipping
► Staff and volunteer briefings
DAY-OF CHECKLIST
Bring onsite:
- Run of Show (several copies)
- Volunteer packets
- Name tags/pens/paper/tape/stapler/sewing kit/first aid kit
- Guest lists (alpha/by seating/by solicitor)
- Place cards/menus
- Signage/step-and-repeat
- Speeches/bios
- Contracts/phone numbers for all vendors, VIPs, board, staff
- Organizational materials/press packets
- Check-in table – envelopes with tickets/notes
- Goodie bags/take-aways/premiums
- Awards/programs/journals
- Business cards/brochures/annual reports
- Laptop/cell phone/chargers
- Petty cash
- Change of clothes
Auction:
- Items
- Displays
- Descriptions
- Bid Sheets/E-bidding tablets/paddles
- Pens/clipboards
- Auction booklet/program/inserts
- Wrapping/bags (what needed to take item home)
- Onsite payment system: check-out forms/receipts; credit card processor
Check onsite:
- Stage/microphones/podium
- Awards placements
- Projection/screens
- Sound system
- Table settings/table numbers/centerpieces
- Check-in table placement
- Auction table(s) placement
- Reception table(s) placement
- Dance floor
- Lighting
- Piano (ensure it is tuned day of if it was moved)
POST EVENT
- Prepare and arrange for emailing and mailing of thank you notes to all involved in the event
- Send journal/goodie bags to VIPs that missed the event
- Evaluation meeting and debriefing sessions within two weeks following the event
- Down streaming: work with board, staff and committee members to determine which event guests should be cultivated further
- Develop master event binder
By Joyce Isabelle, CFRE, a partner at Growth for Good, specializing in nonprofit consulting, event strategy, fundraising planning, executive coaching, and interim executive leadership.
