Fundraising events can raise a lot of money for your organization if they are well planned and executed, but they can also be time consuming and expensive. The key is strategic planning and clearly laying out your budget, purpose and goals beforehand. After selecting a date and creating a master plan for your event, it helps to create a timeline and checklist so you can stay on track. Good luck and have fun! 

Six Months Out (or More) 

• Define Purpose - Before you start planning, decide the purpose of your event. Is it for fundraising or is it also about educating donors on your organization? Multiple goals are fine, but it is best to have one main purpose that drives the event. Keep your major and minor goals in mind as you go through the planning process so you stay focused on the big picture.
• Set Goals and Objectives - Set the specific goals and objectives for your fundraising event. How much money are you trying to raise? Is it for one area or multiple areas of your nonprofit, business or group? Keep your fundraising goal in mind as you set your budget.

• Delegate - Larger organizations may have an entire event planning department, which is a gift. If this is the case, give the team a clear outline of goals, objectives and your budget, and let them do the major planning. For the rest of us, it takes a village — or at least a really efficient committee. Have your lead event planner or director of development recruit a committee to oversee the various aspects of the fundraiser. The event will go much smoother if there are clear roles, objectives and expectations.
• Target Your Audience - To determine who you are inviting and/or selling tickets to, think about who your target audience is and if the event is family-friendly. This will help determine your theme, food and activities. Additionally, if you are inviting your entire donor portfolio — whether it is 100 or 1,000 people — consider if you want to ask them to invite friends.
• Estimate Attendance - Estimate how many people you think will come based off of how many you are inviting and what you know about your donor base. This will determine ticket pricing and the size of the venue you need to locate. Naturally, this is easier to estimate if it's an annual event.
• Set a Budget - Outline a realistic budget and work within those parameters. If it is a first-time event, then you will have to do some educated guessing. Talk to other organizations of similar size that have held similar events and see if they have any suggestions on budgeting. Consider the costs of venue, food, speaker fees/travel/accommodations, band/DJ, flowers, décor and favors.
• Set Cost Per Ticket - Determine what you want to earn per ticket to determine the cost per ticket and how many tickets you need to sell. Some events also have multiple ticket levels and entry points, such as a dinner ticket or drinks and an after-party ticket. You can also sell VIP tickets with special perks like valet parking and priority seating.
• Find and Book a Venue - After deciding the size and scope of your event, find a venue that is within your budget and helps create the atmosphere you want at your fundraiser. Book it well in advance, and pay any required deposits. If your event is outdoors, it is good to research if you will need permits for tents, animals, sound, lighting, fireworks, etc.
• Communicate Details - Alert all the appropriate people about your fundraiser, both internally and then externally. Your school, nonprofit or organization will want to put the fundraiser on the main calendar, and then set a time to invite donors and notify the public.
• Recruit Corporate Sponsorships - Many fundraiser events involve corporate partners who sponsor a table or underwrite a certain part of the event. Forming these partnerships will directly impact your budget and how much you can spend in other costly areas such as food. Before recruiting, decide how you will recognize sponsors. In programs? From stage? On signs?
• Select a Theme - Determine the tone and theme for your fundraiser. Some events are formal and some are casual. These factors will determine how you plan and decorate. Themed events are fun to plan and attend, but not every event needs to have one. Sometimes it is best to keep it simple and not change themes every year. By hosting the "X Annual Nonprofit Gala," you decrease the planning burden on your staff and volunteers as well as money spent on new décor and graphics. Genius Tip: Try one of these 30 fundraising event themes.  
• Determine Branding - Develop a corresponding graphic for your event to promote it or decide if you are using your nonprofit's logo. If so, stay consistent with your branding while adding an element of visual interest.
• Book Any Security - Consider whether you need security officers at your event and if so, work it into your budget.
• Sign Vendors and Entertainment - Identify and book your speaker, band/DJ, entertainment, photographer/videographer and caterer (if one doesn't come with the venue). Once vendors confirm their participation, have a committee member or your event department work with them on necessary travel arrangements. Communicate your goals and expectations for the event and for the speaker or entertainer. Sign any necessary contracts and pay any needed deposits.

Coordinate a silent auction and collect payments with a sign up. SAMPLE