How to Start a Fundraising Event: Easy Steps to Get Moving

Most people think throwing a fundraising event is all about glitzy venues and big checks, but, honestly, it all starts with a simple question: What do you actually want to fix or improve? If you don’t have a clearly defined purpose, it’s really hard to get folks excited about helping out. Setting a clear goal helps you avoid the classic “so, what’s this for?” moment and gives everyone something to rally around.

Get specific with your goals. Are you raising $1,000 for new playground gear at your kid’s school, or trying to buy supplies for a local animal rescue? The more detailed, the better. When you know what you want, you attract people who want the same thing.

• Know Your Why: Defining the Purpose
• Build Your Crew: Getting People Involved
• Find the Right Format and Location
• Spread the Word: Promotion That Works
• Make It Happen: Managing the Big Day

Know Your Why: Defining the Purpose

Before you print flyers or text your friends, you have to get crystal-clear about what your event is all about. This isn’t just wishy-washy motivation talk—if you don’t know your real reason, you’ll end up wasting time, burning out volunteers, and confusing donors. A solid "why" is what sets successful fundraising events apart from the forgettable ones.

Let’s get practical. Grab a scrap of paper or yank open your notes app. Write out a sentence that says exactly what you want the event to achieve. For example, “Raise $2,000 to buy 50 sleeping bags for local families before winter.” That’s way more compelling than just saying, “Help the community.”

• Be specific: Nail down a clear number or outcome.
• Be relevant: Make sure the cause means something to your group or community.
• Be real: Pick something you can pull off given your time and team size.

Here’s a wild but true fact: a report by the Nonprofit Research Collaborative found that events with a clear, specific goal raised an average of 25% more than events with just a general purpose. People like to know their money is making a measurable difference.

So the takeaway: don’t just say you’re planning a fundraising event. Say what you’re raising for and why it has to happen now. The more concrete you are about what needs fixing or who needs help, the easier it’ll be to get people on board—all the way from your neighbors to local businesses.

Build Your Crew: Getting People Involved

Trying to run a fundraising event solo is a recipe for burnout. You need a mix of helpers, each with different strengths. Think of it like putting together a soccer team—no one wins if you’ve only got strikers or just goalies. In fact, a survey by the Nonprofit Leadership Center found that events with a team of at least five committed volunteers bring in up to 60% more donations than those run by just one or two people. That’s a difference you’ll feel.

Start with a small, reliable core. Ask friends, neighbors, or coworkers who care about your cause. Then, spread the net wider. Don’t just post a call for help on Facebook and hope for the best. Personal invitations work way better. When you make someone feel needed, they show up—and they often bring friends.

• Identify folks with specific skills: Are they good at social media? Handy with logistics? Natural talkers for getting sponsors?
• Be clear about roles from day one. Job titles sound stuffy, but it helps: “You’re in charge of food,” or “Keep track of ticket sales.”
• Meet early and often. Quick check-ins can keep everyone on the same page and catch little problems before they turn big.
• Make volunteering enjoyable. Even a bit of pizza or a group chat full of dad jokes goes a long way for morale.

Here are a few numbers that show how teams make a difference:

Bigger teams also tend to get more local businesses involved. Stores love it when they know their favorite customers are helping out. Don’t be shy about reaching out or asking crew members to do the same. A stronger crew sets you up for less stress and way more cash for your cause.

Find the Right Format and Location

Here’s where your event really starts to take shape. Before you rent out a banquet hall or book the local gym, think about your crowd. If you’re working with parents and kids from your kid’s school, a park or schoolyard party usually works better than a fancy dinner. For adults who like a good time but don’t want to spend much, trivia nights, bingo, and potlucks can draw people in without breaking the bank. Remember, the fundraising event needs to feel easy and comfortable for folks to show up and spend money.

Now, virtual events aren’t just a pandemic thing anymore—lots of groups raise thousands with online auctions and livestreams. According to a 2024 survey from GiveSmart, nearly 65% of nonprofits said they plan to keep hosting online auctions because they reach more donors than old-school in-person parties. If your group is scattered or you want to invite out-of-towners, a Zoom-based game night or an online raffle works too.

Location and timing are everything. You want a spot that’s easy to get to, has enough bathrooms, and doesn’t compete with another big event (like a major game or graduation weekend). Call ahead and ask about nonprofit rates—many places, like community centers, rent rooms way cheaper if you mention it’s for a good cause. And don’t forget to factor in parking! People bailing because they couldn’t find a spot is surprisingly common.

Some easy, practical options:

• School gyms or cafeterias for family-friendly crowds
• Local parks for picnics, fun runs, or pet events
• Church halls or community centers (often a bargain for nonprofits)
• Restaurants with a private room—some donate a portion of sales if you bring in a crowd
• Online platforms like Facebook Live, Zoom, or dedicated auction sites for virtual fundraisers

Think about weather, too. If you’re doing anything outside, have a backup plan for rain. Tents cost less to rent than you’d guess, and some places even let you use their space as a rain option if you ask.

Spread the Word: Promotion That Works

You might have the best idea ever, but it’s just going to sit there if no one knows about it. Promotion isn’t just for huge nonprofits—anyone organizing a fundraising event can get the word out if they’re clever about it. The goal? Get your details in front of people who care, and maybe even those who don’t yet, but could.

First things first—get your message right. Be super clear about what you’re raising money for and why it matters. Try this: answer the question, “What will this money change?” Use stories, especially real ones. Studies from the Stanford Social Innovation Review show people are way more likely to give when they read a specific story about an individual impacted, instead of tons of stats.

Go where people already are. Facebook, Instagram, WhatsApp groups—these are gold. Don’t just make a post and walk away, though. Set up an event page with all the basics—date, location, goal, how people can chip in. Ask folks to share your event, and actually reach out directly to friends, coworkers, family—you never know who’ll surprise you. I once texted a friend I hadn't spoken to in ages and she brought her whole book club.

If you’ve got a little budget, Facebook ads still give the best bang for your buck—target by location and interest. For something more grassroots, print up flyers (bright colors, no walls of text) and drop by local shops, churches, or gyms. Email is still a workhorse—Mailchimp and similar tools make it easy, and reminder emails help bump up turnouts.

Don’t ignore local media. Community papers and radio stations are often happy to mention good causes—just have a 2-3 sentence blurb ready. The Public Relations Society of America puts it simply:

"Personal stories shared with genuine enthusiasm are what turn local interest into community support."

Finally, don’t just post once and leave things to luck. Share updates—like if you hit 25% of your target, or get donated prizes. People love being part of the story, not just the audience. If someone RSVPs or donates, thank them publicly. That’s real promotion, and it keeps the energy rolling right up to your big day.

Make It Happen: Managing the Big Day

The real magic of a fundraising event happens during the event itself, but only if you've got your ducks in a row. Pulling off a smooth event is all about staying on top of the details, thinking on your feet, and making sure your volunteers know what’s up. People remember if things run well just as much as they remember a good cause.

• Set up early: Don’t wait until the last minute. Get your crew there hours before doors open. Test the sound system, make sure tables are set, and check the signage.
• Have a timeline: Break the day into chunks: setup, arrival, main event, fundraising activities, wrap-up. Make the schedule visible to everyone involved, including volunteers and vendors.
• Clear roles: Assign jobs and make sure everyone knows what they should and shouldn’t be doing. Someone should be in charge of handling donations, another should check guests in, and someone else should handle any surprises.
• Keep the energy up: Play music, make announcements, and remind people why they're there. Nobody likes a boring event, so keep things moving and interactive.
• Track money: Have a system for collecting and logging donations, whether it's cash, card, or online payment. Double-check totals during and after the event.

Here’s a quick look at what usually trips people up (and how you look smarter by dodging these):

I’ve seen events where something random—like the coffee running out halfway through—seriously killed the mood. It sounds obvious, but make sure basics like food, drinks, and bathrooms are handled. If you’ve got a big crowd, crowd flow matters, so don’t bottleneck everyone at one table.

Finally, snap photos, thank people on the spot, and keep a list of what worked and what didn’t. You’ll thank yourself next time. And don’t forget: people love a good update, so promise a follow-up with totals and impact. That’s how you turn one event into a tradition.