What Not to Do is just as important as What To Do at a fundraising gala. Let’s dive deep into some of the NO NO’s that may help your next fundraising event thrive.

    1.    Lose sight of the mission and making the party more important

•   It’s easy to get caught up in logistics, but never let the cause take a back seat. Every detail should support the fundraising mission. Don’t let the party of the night be the focus. The mission of the night should take center stage with the appeal. Don’t rush the fundraising. The party can wait.

    2.    Neglect donor or VIP relations

    •    Forgetting to greet major donors, board members, or keynote speakers can come off as careless. Make sure they feel seen and appreciated especially as they walk through the door. Sponsors need to be thanked early in the evening.

    3.    Fail to communicate clearly with vendors and staff

    •    Last-minute surprises or unclear expectations lead to chaos. Everyone should know their roles, timing, and contacts ahead of time. Make sure there is only ONE contact person for the vendors so things run smoothly.

    4.    Overlook contingency planning

    •    No backup plan for tech issues, weather (if it’s outdoors), or food/service problems? That’s a recipe for stress. Back up plans are just as important as the one you have chosen.

    5.    Micromanage everything

    •    Trust your team. Trying to do it all yourself will burn you out and can cause bottlenecks. The team should all have their roles and know their roles well before the night of the event.

   6.    Ambience failures – No Burning Candles

    •    Ambience is important part of an event to set the mood, but having burning candles can become a fire hazard. Placing burning candles on tables can be one step away from a fire when a guest throws their shawl on the table over a candle that is lit. LED candles are just as nice and can be used year after year.

    7.    Not having a script and timeline

    •     Have your script and timeline done and given to the emcee, auctioneer, and volunteers early in the week of the event. The timeline should be followed as best as it can. But remember, this is a fundraising event so the fundraising should have adequate time to fund the mission and should be set to be early in the evening. Long speeches, awkward transitions, or dead time between segments can kill the vibe—and the donations.

    8.    Be unavailable or visibly stressed

    •    You’re the calm in the storm. If you seem frazzled or unreachable, it’ll ripple out to your staff and guests. Be approachable, your role is to be the problem solver. Secure a “Bag of Tricks” to have with you at every event that may include tools, flashlights, bandaids, batteries, sewing kits, safety pins, duck tape and miscellaneous items that will surely come in handy at some point.

    9.    Forget to test technology

    •    Mics, slideshows, A/V presentations, live auction software—test it all in advance and have someone on standby to troubleshoot. Make sure the audio is top notch equipment. SOUND IS EVERYTHING to a fundraising event. (Hint- Don’t use the house sound unless you have references and have done your own testing)

    10.    Miss the follow-up planning

    •    Not having a plan for post-event thank-yous, donation tracking, or feedback gathering can hurt long-term donor relationships. Making sure to do a post evaluation meeting with your team is important.

Being in charge of the a fundraising event can be stressful, but it can run very smoothly if you follow the guidelines to have a successful event. Need help? Contact us today. Impact Auctions would love to help your next event.