Fundraiser’s Checklist For Events and Galas

Fundraiser’s Checklist for Events and Galas

We applaud the not-for-profit organizations and their committees that are in charge of their fundraising gala.  Here is a checklist that will make your task just a little easier.  The Fundraiser’s Checklist (Click on link)  is an essential list to complete in having a memorable, as well as profitable event.

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Fundraiser’s Checklist


1 year out: 

Select “committee “ chair members
Set date
Reserve venue site
Reserve hotel block of rooms for attendees for out of town guests Set theme and create invitations

Create event website / social media Make budget

12-9 months out: Date:

Select an Emcee or Master of Ceremonies
Begin soliciting sponsorships from businesses Reserve vendors: Paypal, valet service, music, etc Interview professional auctioneers and sign contract Begin securing live, silent auction, & raffle items Select and invite speakers

Hire a Photographer

6 Months Out: Date

Recruit volunteers for the event

Send SAVE THE DATE invitations Publicize event
Update social media sites (Facebook, etc) Begin selling tickets online

Make an event app (find free apps on-line) Start securing gift bags items

3 months out: Date

Set final menu
Reserve AV equipment, table rentals, etc
Map out room: stage, dance floor, tables, silent auction Confirm speakers, auctioneer, entertainment, etc Continue promoting event and ticket sales
Personal invitations: send out 7-8 weeks
Finalize live auction items and promote on social media

1 Month out: Date

Finalize the Menu
Update program information
Get bids for flowers and pick a florist
Create table place cards, finalize decorations
Begin bundling silent auction items into themed baskets ______________________________________________

2 weeks out: Date

Update and finalize programs
Give RSVP numbers to caterer
Finalize timeline for the evening
Prepare silent auction bid sheets
Meet with volunteers, chair committee members to go over last minute details Finalize live auction items with auctioneer team ________________________________________

Event Week and Day: Date

Prepare the event room with decorations, etc Print programs
Meet with audio visual team
Assemble goodie bags

Have flowers delivered and set up
Print detailed list with all guests
Enjoy the event

Post Event

Send hand written thank you’s
Get feedback from donors, guests, volunteers Update social media with pictures from event Congratulate your team with an after event luncheon Give financial report to team members
Start brainstorming for next year. 🙂



With Respect For What Fundraisers Do,

Debbie and Ron

Impact Auctions Title


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