Where and when will you hold the event? Does this conflict with any other events at your organization or in your community?

How many people do you hope will attend?

What are your goals for the event (gifts, connections, awareness, etc.)?

What is the event budget? How much money do you hope to NET?

Who will spearhead the event planning? Will you need an event committee?

Who is your target audience (current high-end donors, new prospects, foundations, etc.)?

How will you create the invite list? From your contact list or from the networks of your board, staff, volunteers, etc.?

How will you publicize the event? Is it open to anyone or a limited invitation list?

Will the event have sponsorship opportunities?

How many staff people/volunteers will you need to run the event?

What message do you want attendees to receive, and leave with?

What do we want to learn from this event?

Start working on the guest list.

Secure a date and location.

Create a sponsorship packet and begin soliciting sponsorship if appropriate.

Send out a save-the-date.

Create an event committee.

If it’s an auction, start acquiring items.

Send out invitations.

If the event is open to anyone, begin to advertise your event on all communication channels (email, text, direct mail, social media, website).

Finalize food, beverage, entertainment, and other details.

Make sure you have proper insurance, permits, licenses, etc.

Begin designing your event program if using one, including sponsors, auction items, and info about your org and its impact.

Finalize speaking program.

Notify the police if it’s a large event.

Create a schedule for the day of the event to share with staff and volunteers.

If there is still space, continue to promote the event across your communication channels.

Double-check that all technology equipment and resources are ready for the event.

Print programs if using.

Finalize RSVP list and share with attending leadership. Identify top attendees who you want to connect with.

Create name tags for board, staff, and ideally all attendees.

Send a communication to your RSVP list with event details.

Check the weather and adjust plans if necessary.

Finalize seating chart if necessary.

Gather relevant literature about your organization, and consider creating a postcard for distribution with ways to get involved and upcoming events.

Arrive early for set-up.

Connect with people! Ask them why they are there, what moves them. Thank them for making a difference by being there. Make them feel welcome and comfortable.

Ask! Make sure there is a clear message of need, and how the attendees can make an impact on addressing that need with a gift. Don’t miss the chance to speak directly to your audience and let them know they have an opportunity to make a difference. Make giving easy with QR codes and donation forms available.

Gather contact information from people who didn’t provide it when they registered.

Make your presentation succinct and powerful. Tell stories and make people feel something – that is when they are most likely to give.

Send thank you messages (email, video, or phone call) to everyone who attended to thank them for their engagement and support. Let them know they can still give.

Add attendees to your database.

Review the list of attendees with staff and board and document relevant conversations. Identify follow-up tasks with specific attendees who have potential to make significant gifts.

Debrief event with attending staff and document what worked and what didn’t. Did you reach your goals? What lessons did you learn? This will help you with planning for your next event!