Event Timeline and Best Practices
When planning an event, it helps to have an event timeline to help keep you and your team accountable for completing tasks throughout the months leading up to your event. Below is a great event timeline to think about for your next fundraiser.
- More Items DOES NOT equate to more Money! LESS IS MORE!
- Assign Everything a Number (Packages, Raffle Tickets, Bidders, Everything!)
- DO NOT CHECK-IN ALPHABETICALLY! (this actually takes longer at Check-In. Let your guests Check-In at any Laptop for Check-In and look up their last name in the system you are using to find their Bidder #)
- 15% Rule – Try to keep your auction packages at about 15% of the guest count (Example: 400 Guests = 60 Auction Packages)…this used to be 20%, but, Increase in Value + Less Items = More Competition + Increase in Auction Revenue (typically)
- TIME. TIME. TIME. Be sure to allocate enough time for you to update the Guest List and Auction Packages. To properly market the companies that are donating to your event, you need time to create displays and programs in a timely manner.
- Most Revenue tends to come from Live Auction and Paddles Up/Fund A Need. Try and find someone close to your organization to talk about the mission at your event so they can see exactly where the money they are donating goes towards.
- Auction Committees. These events are a LOT of work…do not try to do it on your own. If you are planning a fundraiser or event, make sure you utilize your network to have an Overall Committee with Sub-Committees. It can be very helpful to have an Org Chart/Committee Chart to show who is running each portion of the show. Event/Planning Chair: Auction, Sponsor, Food/Venue and Volunteer Chairs with sub committees under each of these sections.
Want to learn more about ATX Giving and how we can help? Contact Phil at 512-496-3546 or email him at firstname.lastname@example.org.