How to Plan A Fundraiser in 10 Weeks

Having to plan a fundraiser in a short period of time can seem almost impossible. You might be asking yourself, “Why even try?” We think it’s possible if you follow this weekly schedule!

WEEK 10 - Strategy & Team Building

Your first week of planning is all about setting your goals and building the team that will help you see the fundraiser through to success. Figure out who's your audience, what's the best timing, how big are your budget capabilities?

WEEK 9 - Location, Sponsors & Save the Dates

Begin to lock down your venue location and sponsors in the second week of planning. Finding sponsors for your event can be a long and arduous process so it is best to begin early and of course, without a venue there is no event. Also begin the design process for any collateral as it pertains to your cause for example banners, signs, and save the dates. Once your are able to secure a venue the 'Save the Date' should be finished and sent out.

WEEK 8 - Food & Beverage

Food and beverage choices takes some deal of strategic planning. You must decide whether you will be doing small bite, full course, dessert? Will you be serving alcohol or tea and coffee. Choosing a caterer that will provide great service that is within you budget is also a great concern as providing food can be quite expensive.

WEEK 7 - Speaker & Talent

Begin the search for a speaker or talent who will compliment your organization nicely. You may be able to secure someone or a group that will work for your cause pro-bono or you may have to hire someone for a fee.

WEEK 6 - PR & Marketing

This is one of the most important steps. It's not just about getting people to come to the event, it's also about spreading the word of your cause. Make sure the event is covered before and after. Find out where your audience spends most of their time i.e. what websites or newspapers they read and advertise there.

WEEK 5 - Vendor Walk Through

At this point all major players should be assembled. Try to have a representative from all your vendors at the walk-through, at the same time, so they can meet each other and coordinate any and all activities.

WEEK 4 - WEEK 3 Finalize Production Plans & Security & Invitations

Now is the time to finalize all of your production costs. Hopefully, at this point you will have found a satisfactory caterer and A/V team, if you need one. Create a Run of Show (ROS). The security of your guests is paramount. If you’re expecting a large crowd or if you have a number of VIPs – celebrities, company executives, or well-known speakers – you may need to consider hiring an outside security contractor to handle this aspect of the event. Now’s the time to send out your invites to ensure a good turnout.

WEEK 2 - Guest List Set-up

You’ve sent out your invitations and it is during this period that you should be receiving responses. This is the time to fine tune your guest list. If you’ve received a low response rate think about creating a back up group to send invitations to. Make sure your caterer knows exact numbers, but leave some wiggle room for those last minute add-ons.

WEEK 1 - Team Meetings & Event Set-up

The week leading up to your event will most likely be spent managing your team and handling any crisis that may arise. That could be anything from, do you need more seats or tables, to do you need to send out more invites? Maybe even scale back the event?Don't forget to send out thank you notes and letters after the event. Make sure to have one last meeting within 24-48 hours post event with your team to go over what went wrong and what went right.