How to Plan a Fundraising Event from Start to Finish in 2025

Hosting a successful fundraising event in 2025 requires careful planning, modern technology, and a focus on donor engagement.

Whether you're organizing a gala, charity auction, school fundraiser, or community event, having a step-by-step plan can make a huge difference in reaching (or even exceeding) your fundraising goals.

At GalaBid, we empower fundraisers with an all-in-one platform that simplifies event planning, ticketing, and donor engagement while maximizing your fundraising potential. This guide will walk you through every stage of planning a fundraising event, from start to finish, with a focus on how GalaBid's extensive features can help you succeed.

🎯 Step 1: Define Your Fundraising Goals and Objectives

Start with a clear purpose for your event.

• Fundraising Target: Determine how much money you need to raise.
• Audience: Identify who will attend—donors, corporate sponsors, community members, or a mix?
• Event Type: In person Gala dinner, or an exclusively online campaign , or  hybrid event with online and in person attendees
• Event Date: Choose a venue and a date that avoids conflicts with other major local events.

✅ Step 2: Set a Budget and Identify Resources

A clear budget is essential for event success.

Key Budget Items to Consider:

• Venue costs (if applicable)
• Catering, entertainment, and décor
• Auction prizes
• Technology platform fees (platforms that offer donor-covered fee options help budget conscious fundraisers save costs)
• Marketing and promotional costs

How GalaBid Helps:

• Transparent pricing structure with a range of pricing models to suit all budgets.
• Real-time reporting tools to monitor income versus expenses.

🎟️ Step 3: Choose the Right Event Format

Modern fundraising events can take multiple formats:

• In-Person Events: Galas, auctions, and live charity concerts.
• Virtual Events: Online auctions, digital raffles, and donation drives.
• Hybrid Events: A combination, where attendees can participate online and in person.

How GalaBid Helps:

• Mobile-optimized ticketing and donation pages for all event types.
• QR code ticketing and check-in tools for seamless entry.

📢 Step 4: Create a Marketing and Promotion Plan

Getting the word out is critical for driving attendance and donations.

Promotional Channels to Use:

• Email Marketing: Announce your event and send personalized invitations.
• Social Media Campaigns: Share event updates, teaser content, and live donation progress.
• Press Releases: Engage local media for coverage.
• Partnerships: Collaborate with sponsors or influencers in your community.

How GalaBid Helps:

• Branded fundraising pages with shareable links.
• Customizable event landing pages with ticketing and donation options included.
• Real-time fundraising leaderboards for social sharing and visibility.

🏆 Step 5: Secure Sponsorships and Partnerships

Sponsorships can significantly boost your fundraising revenue.

How to Attract Sponsors:

• Highlight branding opportunities (like being featured on your GalaBid Campaign’s Home page).
• Offer sponsor packages with different levels of visibility.
• Emphasize the reach your event will achieve through both in-person and online audiences.

How GalaBid Helps:

• Sponsor logo placements on event pages.
• Customizable ticket packages for VIP sponsors.
• Reporting tools to show sponsors their event impact.

🎁 Step 6: Select Auction or Raffle Items

For events with auctions or raffles, choosing the right items is crucial.

Popular Consignment Items Include:

• Travel experiences (vacations, cruises)
• Memorabilia (signed sports jerseys, autographed books)
• Event tickets (concerts, sporting events)

How GalaBid Helps:

• Silent auction tools including outbid notifications.
• Mobile bidding that keeps donors engaged wherever in the world they are bidding from.
• Raffle ticket sales and winner selection tools.

🎟️ Step 7: Sell Tickets and Manage Registration

A streamlined ticketing system is essential for smooth event entry.

Best Practices for Ticketing:

• Offer early bird discounts or VIP packages.
• Provide group ticketing for families or corporate groups.
• Automate reminders for ticket purchasers leading up to the event.

How GalaBid Helps:

• Mobile-optimized ticketing with multiple pricing tiers.
• QR code check-in for faster entry.
• Automated ticket confirmation emails with receipts.

💡 Step 8: Engage Attendees Before and During the Event

Keep your audience excited both before and during your event.

Before the Event:

• Send teaser emails with sneak peeks of auction items.
• Encourage pre-event donations and ticket purchases.

During the Event:

• Use real-time donation progress bars and leaderboards.
• Make use of live auctions or video feeds for hybrid events.
• Use mobile bidding to keep everyone engaged.

How GalaBid Helps:

• Leaderboards and live donation tracking for real-time excitement.
• Mobile bidding tools for silent auctions.

Outbid text message notifications for last-minute bidding prompts.

📈 Step 9: Track Event Success and Collect Feedback

After the event, reviewing your success is essential for future improvements.

Key Metrics to Track:

• Total funds raised
• Number of attendees and donors
• Top-performing auction items
• Average donation amount

How GalaBid Helps:

• Real-time reporting and analytics dashboards.
• Exportable donor data for long-term engagement strategies.

❤️ Step 10: Follow Up and Thank Donors

Post-event follow-up is crucial for maintaining donor relationships.

Best Practices for Donor Retention:

• Send personalized thank-you messages.
• Share event highlights and final results.
• Provide an option for recurring donations.

How GalaBid Helps:

• Customizable  thank-you messages with personalized options.
• Post-event reporting to identify top donors for ongoing stewardship.

🎯 Why GalaBid is the Best Choice for Planning Your 2025 Fundraising Event

✅ All-in-One Fundraising Platform: Manage ticketing, auctions, raffles, and donations in one place.
✅ Mobile-First Technology: Engage donors with mobile bidding and QR code ticketing.
✅ Custom Branding: Showcase your nonprofit’s identity with customizable event pages.
✅ Transparent Pricing: A range of pricing options including  donor-covered fee options.
✅ Expert Support: Campaign health checks and live chat support from fundraising experts.

📢 Ready to Plan Your Most Successful Fundraising Event?

Let GalaBid simplify your next fundraising event and help you raise more with less stress.

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👉 Get Started with GalaBid Today!

Raise more. Stress less. Fundraise smarter with GalaBid!

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