How to Host A Nonprofit Fundraiser for Incredible Results

Charity fundraisers are the lifeblood of the nonprofit world. Under the right circumstances, a single successful fundraiser can inject enough cash to run your operations for the rest of the year. But it leads to an important question: How do you host a nonprofit fundraiser that actually gets results? 

It’s a complex question to answer. Event coordination and planning is a detail-oriented, multi-step process, and a single slip-up can derail your progress. 

It may seem unfair, but the nonprofit space is an unforgiving one. The National Center for Charitable Statistics says approximately 30% of nonprofits don’t last more than 10 years, and charitable donations have actually declined in recent years, according to the most recent “Giving USA” report.

We’re here to help. With an extensive background in both event coordination and working with nonprofits, we’ll explain the ins and outs of hosting a nonprofit fundraiser. 

Use our table of contents to get started! 

Table of Contents

Getting Started: Core Concepts to Consider
The 4 Cs of Fundraising
The 3-to-1 Rule of Fundraising

How to Host A Nonprofit Fundraiser: 9 Tips
1. Decide On Your Goals
2. Set Your Budget
3. Pick Your Date… And Your Venue
4. Design Your Event
5. Look for Partners
6. Look for Sponsors
7. Book Your Vendors
8. Procure Supplies
9. Market Your Fundraiser
10. How to Coordinate Your Fundraiser On the Day of the Event

What to Do After Your Fundraiser
Nonprofit Fundraiser Case Studies
Learn More About Fundraising

Getting Started: Core Fundraising Concepts to Consider

Before we dive deep into our 9 tips on how to host a nonprofit fundraiser, it’s helpful to review some fundraising basics, especially the 4 Cs of Fundraising and the 3-to-1 Rule of Fundraising. 

The 4 Cs of Fundraising

The four Cs of fundraising are designed to streamline your planning strategy. Combined together, they pave a pathway to success. 

They are:

1. Clear Vision 

As we’ll discuss in a moment, you should have a clear vision of what success looks like and what your event should look like. The clearer your vision before you start, the more successful you’ll ultimately be. 

2. Consistent Communication

Communicate consistently with everyone. That includes:

• Team members
• Donors
• Sponsors
• Partners
• Vendors
• Community
• Target audience

At any point, everyone should know their role in the fundraiser and what their responsibilities are. 

3. Competent Follow-Up

Donors have their own reasons for giving. Sometimes it’s altruism, sometimes it’s because they feel a personal connection with your mission, and sometimes it’s something else entirely. 

Regardless, all donors want some sort of follow-up. Be sure to have a strategy for circling back with donors so they understand just how valuable their contributions are. 

4. Champions

Your champions are those individuals who are so in love with your mission, they’ll go the extra mile in making sure your event is successful. In the best circumstances, these champions are also skilled at rallying others to assist. 

Keep an eye out for your own champions, and chat with them to discuss what you need from them, what they need from you, and what you can do differently to keep them interested and active. 

The 3-to-1 Rule of Fundraising

There are actually two 3-to-1 “rules” in fundraising, and both of them are helpful guidelines. 

They are:

3-to-1 Nurturing

Our first “rule” is to nurture your donors and potential donors more often than you ask for donations. In other words: Nurture three times, ask once, and repeat. 

Let’s look at an example. Say you’re planning to incorporate email marketing into your fundraising campaign. When you plan out those emails, demonstrate the value your organization brings and showcase the good you do for three (or more) emails before you ask for donations within the series. 

That way, you won’t overwhelm your audience with requests, and they’re more likely to give when the time comes. 

Planning For Extra Work With the 3-to-1 Rule

The other 3-to-1 “rule” is strictly planning-based, and it suggests that you’ll need to work three times harder than you’d expect to reach your final goal. 

Say, for example, you’re trying to raise $50,000 through your event. To reach that goal, you should develop a strategy to reach $150,000 through donors, pledges, and other opportunities. 

This rule isn’t here to discourage you. With the right planning and strategy, you will reach your goals. However, it’s best to keep in mind that you’re still working with humans.

Humans tend to cancel plans, forget to follow up, and sometimes fall short on their promises. Accounting for that “human error” is simply part of the overall strategy. 

How to Host A Nonprofit Fundraiser: 9 Tips

To successfully host your next nonprofit fundraiser, follow our recommendations:

1. Decide On Your Goals

Before embarking on your next charity fundraiser, ask an important question: What does success look like? For different nonprofits, a fundraiser could have multiple goals. Consider these different opportunities available to you:

Finances

Most fundraisers focus on raising donations to fund specific programs or endeavors, but these funds should also cover the cost of the fundraiser itself. Pay close attention in our Set Your Budget section to make sure you’re following the right steps! 

Relationships

Fundraisers are great opportunities to connect with the community, connect with donors, and establish relationships with individuals and organizations you’d like to partner with in the future. 

Awareness

Fundraisers are terrific press and marketing beats that can raise awareness for your nonprofit throughout the community, get more eyes on your organization and the mission you pursue for the greater good. 

For Best Results…

For best results, outline your goals in each category and communicate those to all team members. Keep these goals top-of-mind through your planning results so you’re consistently working toward a successful event. 

2. Set Your Budget

Remember: A fundraiser is an investment. As with a 401(k) or IRA, you’re likely to see a larger ROI from your fundraising event if you spend a little extra at the beginning on line items like a better venue or marketing strategy. 

Talk to your team and board (as necessary) about your budget and whether you can access additional funds. 

If your funds are limited, lean on your sponsors, partners, and short-term donations to fund the planning stage of your event. 

And keep in mind: Not every contribution needs to be monetary. Your existing budget can go even further if you can secure a venue, food, or an attraction as a donation.  

To get an idea of what your budget should be, skip ahead to Step 7: Research And Book Your Vendors. There, we take a closer look at what your major vendor expenses may be. 

3. Pick Your Date… And Your Venue

One of the trickiest moments in event planning is the chicken-and-the-egg scenario of picking a date for your venue. 

You can’t exactly choose a venue until you know when you want to host your fundraising event, and you can’t finalize a date until you know a suitable venue is available. 

Our recommendation: Pick a few ideal dates and a few ideal venues, then contact those venues for their pricing and availability on those dates. 

Once you have a spreadsheet of dates and available locations, you can make an informed decision! 

Recommendations For Picking Your Date

Picking a date isn’t as simple as flipping through the calendar to find a date everyone on the team is available.

We have two recommendations to follow:

1. Find a date that doesn’t conflict with other, larger, local events and holidays. This is especially important if you’re in a larger city with professional sports teams, major concert venues, and other travel-worthy events. 

Around Pittsburgh, for example, scheduling an event on a Sunday during a Steelers game could interfere with attendance, as many people in the city are at the stadium or in front of their TVs at home. 

2. Find a date that gives you ample time to complete all necessary tasks beforehand. Take a quick look at the length of this article. 

There’s a lot to accomplish before your event is ready. 

Is it possible to throw a major charity fundraiser in a month from now? Probably. Will it be successful? Probably not. We generally recommend planning larger events at least six months in advance (though more time is always better). 

Recommendations For Picking Your Venue

1. Make sure the venue matches your event’s ambiance. Your venue and theme should go hand-in-hand. For example, an elegant gala should be held in an upscale venue, and a country-music-themed concert would be best accommodated somewhere outdoors or in a venue that already has a country/western vibe. 

2. Make sure the venue location will suit your guests. Location, location, location—it really is important. Ideally, your chosen venue should make some sort of logical sense. For example:

• It could be close to your nonprofit office. 
• It could be close to your largest cluster of donors. 
• It could be a popular local venue.

Pay close attention to parking, the neighborhood, and the difficulty in reaching the location. Even beautiful venues are sometimes a nightmare for guests.

For example, no matter how beautiful and accommodating the venue, if parking is limited or confusing, and the line for valet quickly turns into a nightmare, that important first impression for your guests could be compensated. 

Is parking a deal-breaker? Not necessarily. But you’ll need to take the wants, needs, and preferences of your ideal guests into mind before deciding if that venue is worth it. 

Pro Tip: Always visit a venue before booking, so you can get a real feel for the space, both inside and out! For more insights on locations in the Pittsburgh region, check out our blog post on Pittsburgh venues.

3. Don’t blow your budget. Your venue will likely take a major chunk of your event budget, potentially making it one of your top three largest expenses. 

Whenever possible, play your nonprofit discount; ask for a discount or look through your network to see who may be willing to donate the space for the duration of your event.

Note: It’s totally possible you don’t need a physical venue. We’ve seen fantastic online fundraising events that were held completely virtually. 

4. Design Your Event

Designing your event goes beyond logistics; it’s about crafting an experience that resonates with your audience and achieves your fundraiser’s goals. Here are the key components to consider when designing your event:

Theme

A well-thought-out theme can set the tone for your event and make it memorable for attendees. Choose a theme that reflects your nonprofit’s mission or the specific cause you’re fundraising for. For instance:

• Mission-Aligned Themes: If you’re raising funds for environmental conservation, consider an eco-friendly theme with sustainable decorations and plant-based catering.
• Seasonal Themes: Leverage the time of year with holiday-themed events like a Winter Gala or a Summer Beach Party.
• Creative Themes: Think outside the box! Themes like “Carnival Night,” “A Night in Paris,” or “Old Hollywood Glamour” can captivate your audience.

Your theme should guide every aspect of your event, from décor and dress code to entertainment and marketing materials.

Audience

Understanding your audience is key to designing an event they’ll want to attend. Start by answering these questions:

• Who are your attendees? Are they corporate professionals, families, young adults, or a mix? Tailor your event’s style, tone, and activities accordingly.
• What do they value? For example, younger audiences might appreciate Instagram-worthy photo opportunities, while corporate donors may prefer networking and a formal atmosphere.
• What’s their capacity to give? If your audience includes high-net-worth individuals, you may want to design a more upscale event with exclusive perks like VIP seating or premium dining.

Don’t Be Afraid to Get Creative

A traditional sit-down dinner or silent auction can work wonders, but don’t limit yourself. Here are some fresh ideas to consider:

• Interactive Activities: Add elements like live art installations, games, or hands-on activities to engage attendees.
• Hybrid or Virtual Events: Online fundraisers have become a powerful way to connect with global audiences. Host a virtual auction, live-stream a performance, or create an interactive webinar series that ties into your nonprofit’s mission.
• Themed Experiences: Transform your venue to immerse guests in an experience, such as a speakeasy fundraiser, a masquerade ball, or a themed trivia night.

Creativity not only makes your event more enjoyable but also encourages attendees to share their experiences on social media, amplifying your reach.

5. Look For Partners

Collaboration is a cornerstone of a successful charity fundraiser. Partners can provide invaluable resources, expand your audience, and reduce costs, making your event more impactful and efficient.

Why Partnerships Matter

When you work with partners, you tap into:

• Marketing Power: Partners often have their own audience, which can help amplify your fundraiser’s visibility. For example, they may share your event through their email list or social media channels.
• Expanded Networks: Your partners’ connections can open doors to potential attendees, donors, and even media coverage.
• Resource Sharing: Partners may offer physical or logistical support, such as providing volunteers, venues, or supplies at reduced costs—or even for free.
• Cost Defrayment: Collaborating with partners can significantly lower your expenses by splitting costs or having them directly cover certain items.

How to Find and Approach Partners

1. Identify Strategic Matches

Look for businesses, organizations, or individuals whose values align with your cause. For example:

• Local businesses that support the community
• Organizations in related industries
• Influential individuals or public figures in your area

2. Clearly Define Benefits

When reaching out, emphasize how the partnership benefits them as much as it benefits your fundraiser. Highlight these points:

• Brand Visibility: Their logo on your event materials, website, and social media posts.
• Community Engagement: An opportunity to be recognized as a community supporter or advocate for your cause.
• Exclusive Perks: Offer opportunities like speaking engagements, booth space, or product showcases at the event.

3. Create Tailored Proposals

Customize your pitch to reflect the potential partner’s goals and audience. For example:

• A local gym might appreciate sponsorship opportunities tied to a fitness fundraiser like a charity 5K.
• A restaurant chain might sponsor catering or donate a portion of the proceeds from a special menu.

4. Leverage Existing Relationships

Start with your nonprofit’s current connections. Board members, volunteers, and staff might already have ties to local businesses or community leaders who would be willing to partner with you.

Examples of Partner Contributions

• Event Support: Providing volunteers, event space, or supplies.
• Promotional Support: Promoting your event on their platforms or through co-branded campaigns.
• Monetary Donations: Offering financial contributions or sponsoring key elements of the event.

By cultivating meaningful partnerships, you create a win-win situation that not only boosts your fundraiser’s success but also strengthens community ties.

6. Look for Sponsors

Want to know how to host a charity fundraiser without worrying about expenses? 

Get sponsors. 

The right sponsors can make an event profitable before it even takes place. 

Here’s a quick case study to help demonstrate: We worked with a vet clinic to hold an open house for the community. They had a budget of $5,000, and we helped them sell sponsorship packages that totaled just over $5,000—before the event began!

That’s the power of sponsorship packages.

How to Approach Sponsorship Packages

The traditional approach to sponsorship packages is to sell tiers, such as “Bronze,” “Silver,” “Gold,” and “Platinum,” with each tier coming at a unique price point with different perks (such as free tickets, promotion on social media, and other benefits). 

In our experience, though, it’s better to sell sponsorship packages with purpose. 

For example, you might have different packages for:

• Coffee Bar Sponsor
• Meal Sponsor
• Entertainment Sponsor
• Venue Sponsor
• Presenting Sponsor

In a perfect world, each sponsorship package covers the cost of its corresponding expense so that none of the line items come out of your nonprofit budget. 

How to Make Your Sponsorship Packages Enticing

Sure, some people and companies can be convinced to donate to your organization out of the goodness of their hearts, but it’s much easier when you offer something in return for sponsoring your event. 

Some of the most common value-adds include:

• Shoutouts and promotions on social media
• Shoutouts and promotions in your email newsletter
• Including their logo on your fundraiser marketing materials and signage at the event
• Free booth space, a vendor table, and/or tickets to the event 
• Allowing them to disperse physical materials during your event
• Allowing them time to speak in front of your guests during the event

And the larger the sponsorship package, the larger the value add. So, for example, your largest sponsor may also receive the largest logo placement on your promotional materials or more posts promoting their services to your social media followers. 

We love sponsoring initiatives we believe in! Check out this one example:

7. Research And Book Your Vendors

Book your vendors as quickly as possible. Popular vendors get booked, and the popular and good vendors get booked even faster. So, if you’re trying to book a great vendor, you’re facing competition. 

That’s why it’s so important to book as soon as possible. 

To get started, make a list of every vendor you’ll need. That may include:

• Venue (as we discussed earlier) – Nice venues can be expensive, especially when there’s a minimum price. In Pittsburgh, some of the more elegant venues (like The Grand Concourse, for example) can cost $12,000+ for a single evening. That said, outdoor spaces—especially portions of a party or public space that simply requires a permit—can often be held for a few hundred dollars or less. 
• Food – Food can quickly become one of the most expensive items on this list. For a nicer event with a sit-down meal, you could spend anywhere from $30–$50+ per person. That adds up quickly! However, there are strategies to reduce these costs, especially if you’re hosting an informal fundraising event where lighter snacks or even food trucks are appropriate. Some food trucks are willing to come to major events for little or no cost to you, but be sure to ask about their minimums! 
• Music & Mics – Here we have one of the most important—and often overlooked—aspects of your event: an Emcee. Atmosphere, particularly music and a DJ/Emcee, can bring the energy, joy, and fun many fundraisers need to get the crowd excited, so it’s worth the investment. Live entertainment can also make an event go from “good” to “amazing,” so it’s important to think about the pros and cons of hiring professionals to create the atmosphere you’re looking for. 
• Entertainment & Activities – There are so many ways to bring life to your fundraiser: music and dancing, face painting and games, silent auctions and raffles (see “4. Design Your Event” for more thoughts on this.) And although these “extras” may seem to add dollar signs to your bottom line, you can look to have these activities donated by partners, supported by sponsors, or they can be offered at an additional cost to your guests. For example, renting a dunk tank can be around $500, but attendees could purchase tickets for a chance to dunk a local celebrity. 
• Lighting & Decor – You can be as extravagant or modest as you’d like with lighting and decorations, but even a little can go a long way! In one of the first events we ever managed, some simple tablecloths and colored up-lighting helped transform a modest restaurant basement into a lovely, memorable venue. 
• Favors & Gifts – Like anything, a “per person” expense can add up quickly. When it comes to favors and gifts, consider the type of fundraiser you’re hosting. Sometimes it makes sense to supply guests with a reusable SWAG bag with a notebook and pen, and sometimes it’s better to craft a gift that really says “thank you,” like a bottle of wine or a branded picture frame. No matter what you decide, take the time to do plenty of research and calculate the best option for the best price. 
• Audio/Video – Your venue and DJ (if you hire one) can likely cover many of your A/V needs, but don’t be surprised if you need outside help. If you plan to do any sort of livestreaming or projecting, for example, you may need a more formal A/V vendor. It’s also super helpful to have the expert on-site if (and when) you need tech support.
• Photography & Videography – Generally speaking, you could spend hundreds or even thousands of dollars to book a great photography and videography team for a single event, and you’ll generally pay more for better talent. But it’s not a hard-and-fast rule. At Poetica Marketing, some of our favorite photography and videography partners are incredibly affordable, and one of the best photographers we know is about $300 per event! (It’s always OK to ask for quotes and shop around.)
• Printing & Signage – This is especially important if you’ve promised a certain amount of signage to your sponsors. Designing, ordering, and shipping foam board posters, banners, table wraps, or hundreds of flyers is time-consuming and costly. Make sure you have the cost wrapped into the sponsor packages you create and you either have plenty of time for shipping or you have a great relationship with your printer for those last-minute orders. 
• Event Marketing, Planning, and Coordination Support – We get it: Most nonprofits run with a hard-working skeleton crew, and throwing event responsibilities onto everyone’s plate can be overwhelming. That’s where hiring a marketing agency or freelancer can become especially valuable, as you can tap into their expertise and manpower. 

8. Procure Supplies

We’re going to let you in on a little secret: There’s plenty of unglamorous work that goes into event planning, and this is one of them. 

As a planner, I spend hours and hours darting around Pittsburgh in my trusty RAV-4, scouring shelves for deals, meeting with potential vendors, and picking up supplies. 

A single event could send me to Green Tree for lights, Canonsburg for tables and chairs, and Butler for photo backdrops and other rentals.  

My favorite recommendations for getting the right supplies:

1. Build long-term relationships with your vendors. In event planning, there’s nothing better than having long-standing relationships with a few great vendors that you know, like, and trust—especially when you know they have fair pricing. 

Whenever possible, work to develop real, personal relationships with your vendors and vendor contacts. You might only need their services once or twice a year, but having an established relationship can make working together again in the future not just smoother—but also more enjoyable!

2. Scrutinize quotes—and ask for them to be itemized. Whether you’re renting items or asking for services, sometimes vendors give a blanket estimate—but it’s useful to receive these quotes as itemized estimates. 

Although most vendors don’t mean any ill will, they’ll sometimes tack on services or items you don’t really need. 

A great example: We once hosted a live recording of a podcast, and the initial A/V vendor we approached quoted us for a lighting package they insisted was necessary for a great program. But thanks to my experience as a lighting designer, I knew they had made suggestions that we really didn’t need, for our purposes. 

We found another vendor who could tackle the same assignment with less equipment and better customer service at less than 50% of the other company’s quote! 

3. Play your nonprofit card. You know this better than anyone else, but being a nonprofit can unlock certain discounts, especially when it comes to tax breaks. Be sure to ask your vendors upfront about whether they offer discounts for nonprofits.

4. Use the internet to find deals, but remember there are other options. The beauty of buying online is you can tap into a global market of vendors, and that can lead to major savings. But there’s an inherent risk here: When you buy online, you can’t hold and inspect a product until it arrives in the mail.

While pricing is often better online (even with shipping and handling), it’s not always the case—and the savings aren’t always worth the risk. Be sure to pay attention to your local vendor options before making a final decision, and ask a trusted partner for their recommendations

9. Market the Fundraiser

Although it’s appearing late on this list, marketing your fundraiser is nearly as important as the entire planning process. After all, nobody will come if you don’t market it properly! 

Fortunately, the marketing process can be a fun, creative process with tons of opportunities. Consider these tactics to begin your brainstorming:

1. Email your existing and past donors. Your donor list is powerful, as it’s a compilation of people who already understand the value of your organization. Reach out to them directly via a coordinated email campaign—and don’t stop at a single email. Create a multi-touch email campaign that generates as much interest as possible. (Remember our 3-to-1 rules!) 
2. Leverage social media. For many organizations, social media alone won’t save the day, but it’s an affordable strategy for reaching your existing audience and tapping into new potential donors—especially if you can find local champions in your sponsors, partners, or even a community influencer. 
3. Coordinate with your sponsors and partners. Your sponsors and partners are already making some sort of investment in your organization and fundraising event, and they want to get something out of it. Work with them to discuss different marketing strategies, and offer to lend them additional support in getting the word out. 
4. Consider traditional marketing. There’s a time and place for strategies like press, radio, mailers, billboards, and even yard signs. While these tactics can be more expensive than, say, sending an email blast or developing a social media campaign, we’ve seen them move the needle in big ways in past events.

Talk to your team or marketing partner to discuss the best ways to develop a campaign that makes sense for your goals, nonprofit, and budget. 

To learn even more about marketing strategies and best practices, download The Strategic Marketer, a nearly 200-page guide to better marketing by Poetica Marketing founder Patrick Schober!

10. How to Coordinate Your Fundraiser on the Day of the Event

The day of your fundraiser is when all your hard work comes to life. Proper coordination ensures everything runs smoothly, leaving a lasting positive impression on your attendees. Here’s how to effectively manage your event on the big day.

Start Early and Stay Organized

Begin the day by arriving at the venue early. This allows you to oversee the setup, address any last-minute issues, and ensure everything is ready before attendees arrive. Use a checklist to keep track of the following tasks:

• Confirm all equipment, supplies, and decorations are in place.
• Ensure vendors and volunteers are present and prepared.
• Test audiovisual equipment and troubleshoot any issues.
• Verify that signage, registration tables, and other essential stations are set up properly.

Host a Pre-Event Team Meeting

Before the event officially begins, gather your team for a brief meeting. Use this time to:

• Review the schedule and key activities.
• Distribute any last-minute updates or instructions.
• Answer questions and address concerns from team members.
• Encourage and motivate your team to stay positive and adaptable.

By ensuring everyone knows their responsibilities and has the information they need, you’ll reduce confusion and build confidence among your team.

Assign Point People for Key Areas

Delegation is critical on the day of your fundraiser. Assign experienced team members to oversee specific areas such as:

• Registration: Ensure smooth check-ins, distribute materials, and address attendee questions.
• Logistics: Handle setup, troubleshooting, and venue coordination.
• Donor Relations: Greet major donors and sponsors, ensuring they feel valued and appreciated.
• Event Activities: Oversee entertainment, auctions, raffles, or other planned activities.

Having point people in place allows for quicker problem-solving and keeps the event flowing seamlessly.

Maintain Clear Communication

Strong communication is essential for coordinating on the day of the event. Use tools such as:

• Walkie-Talkies or Radios: Ideal for large venues where quick communication is necessary.
• Group Messaging Apps: Tools like Slack or WhatsApp can help teams stay connected in real-time.
• Signage and Schedules: Post clear signs and schedules for both staff and attendees to minimize confusion.

Ensure that all team members know who to contact in case of emergencies or unexpected issues.

Be Prepared for the Unexpected

No matter how meticulously you’ve planned, surprises can happen. Stay calm and adaptable by preparing for common challenges:

• Low Attendance: Encourage team members to create a welcoming atmosphere, and focus on engaging with attendees who are present.
• Vendor Delays: Have contingency plans in place for critical supplies or services.
• Weather Changes: If your event is outdoors, ensure you have covered areas or indoor options available.

Your ability to stay composed and problem-solve on the spot will set the tone for the rest of your team and keep the event on track.

Engage With Attendees

As the event coordinator, take time to interact with your guests. Personal connections can strengthen relationships with your supporters and enhance their overall experience. Consider:

• Introducing yourself to donors, sponsors, and key community members.
• Thanking attendees personally for their support and participation.
• Listening to feedback and addressing concerns as they arise.

Your engagement not only fosters goodwill but also provides valuable insights for future events.

Monitor Progress and Adjust as Needed

Throughout the event, regularly check in with your team and assess how things are going. Ask yourself:

• Are activities running on time?
• Are guests enjoying themselves?
• Is the team able to manage their responsibilities effectively?

If any adjustments are necessary, act quickly to keep things moving smoothly.

Close the Event with Gratitude

As the fundraiser concludes, take a moment to thank everyone involved. Publicly recognize volunteers, sponsors, and donors during closing remarks. Afterward, ensure your team stays to assist with cleanup and to debrief informally about the event’s successes and challenges.

Document Event-Day Insights

Immediately after the event, jot down any observations or lessons learned while they’re fresh in your mind. These notes will be invaluable for planning your next fundraiser and avoiding potential pitfalls.

Coordinating a fundraiser on the day of the event requires strong leadership, clear communication, and adaptability. With these practices in place, you’ll create a memorable experience for your attendees and set the stage for future successes.

What to Do After Your Fundraiser

Fundraising is powerful for two important reasons:

• It generates new funds for your nonprofit.
• It establishes and nurtures relationships with the community.

It’s that second point that’s so incredibly important. Relationships can lead to future gains—as long as we continue to build and maintain those relationships. That’s why your work doesn’t end when the last guest leaves the event. The post-fundraiser phase is just as crucial for ensuring the long-term success of your nonprofit’s mission.

Nurture Relationships With the Rule of 7

In marketing, we use the Rule of 7 as a general guideline: Most people need to see a brand’s messaging seven times before it sticks. In the nonprofit world, the Rule of 7 translates into regular, meaningful engagement with your community members throughout the year.

These touchpoints should reinforce your mission, express gratitude, and remind supporters of the impact they’re helping you achieve. Here are some ideas to help you put the Rule of 7 into practice:

• Publish a press release: Share the success of your fundraiser with the media and on your website. Highlight key achievements such as the amount raised, attendance numbers, and any major milestones reached.
• Recap the event in your email newsletter: Include photos, testimonials, and stories from the fundraiser to keep the momentum going.
• Use social media strategically: Over the days and weeks following your event, post snapshots, videos, or behind-the-scenes moments. Tag sponsors, partners, and attendees to increase visibility and engagement.
• Send personalized thank-you notes: Whether by email or handwritten cards, express genuine gratitude to donors, sponsors, and volunteers. Include a heartfelt message about how their support makes a difference.
• Share stories of impact: Show your supporters how the funds raised are being put to use. For example, provide updates on specific programs, services, or beneficiaries.

Engage With Your Donor Base

Maintaining communication with your donors is crucial to fostering ongoing support. Beyond thanking them, use this time to deepen your relationship:

• Host a donor appreciation event: Organize a smaller gathering to celebrate your donors. This could be an informal brunch, a guided tour of your facilities, or an exclusive virtual Q&A with your leadership team.
• Survey your supporters: Send out a short survey to gather feedback about the event. Ask what they enjoyed, what could be improved, and what types of activities or fundraisers they’d like to see in the future.
• Offer exclusive content: Create a digital thank-you package for donors, including photos from the event, a personalized message from your team, and a downloadable certificate of appreciation.

Meet With Your Team

Once your fundraiser wraps up, gather your team to evaluate the event’s successes and challenges. This step is essential for continuous improvement and ensuring that future fundraisers are even more effective. Here’s how to conduct a productive post-event review:

Analyze Event Outcomes

Start by reviewing your event’s primary goals and key performance indicators (KPIs). Ask yourselves:

• Did we reach our fundraising target? If not, how close did we come?
• Did we achieve any secondary goals, such as increasing brand awareness or attracting new supporters?
• Were there unexpected successes or challenges?

Break Down the Logistics

Reflect on the planning and execution stages. Consider the following:

• What elements of the event planning process went smoothly?
• Were there any bottlenecks or areas of confusion?
• Did the event day run on schedule, or were there delays?

Document all insights in a centralized location, such as a shared Google Drive folder or project management software, so you can easily reference them for future fundraisers.

Highlight Key Takeaways

Your post-event review should also include identifying key takeaways and lessons learned. These insights can be used to refine your approach moving forward:

• What aspects of the event resonated most with attendees? Consider guest feedback, social media engagement, and any standout moments.
• Which promotional strategies were most effective? Analyze metrics from your email campaigns, social media posts, and advertisements.
• What would you like to replicate or improve next time? Focus on actionable changes that will make future events more impactful.

Keep the Momentum Going

The energy and goodwill generated by your fundraiser don’t have to fade after the event. Here are some ways to maintain excitement and engagement:

• Launch a follow-up campaign: If you didn’t reach your fundraising goal, consider extending the campaign online. Create a sense of urgency by highlighting how close you are to your target.
• Build a post-event content series: Share a series of blog posts or videos showcasing different aspects of the fundraiser, from planning highlights to behind-the-scenes interviews.
• Plan your next event: Start thinking ahead to your next fundraiser or community initiative. Announcing it early can keep your audience engaged and excited.

Showcase Your Appreciation

Finally, don’t underestimate the power of gratitude. Your donors, volunteers, and sponsors invested time, money, and effort into your cause—make sure they feel valued. Beyond personalized thank-you notes, consider:

• Publicly recognizing sponsors and top donors on your website or social media.
• Creating a photo album or video montage of the event to share with participants.
• Sending small tokens of appreciation, such as branded merchandise or framed certificates.

Nonprofit Fundraiser Case Studies

Need some ideas for your next fundraiser? Here are a couple of nonprofit fundraiser case studies to spark some inspiration: 

Raising $100,000+ In 24 Hours

When we think of fundraising events, we often think of them being in-person, but that doesn’t have to be the case. 

We played a small part in No Kid Hungry’s collaboration with video game streamer WayneRadioTV a few years ago. The basic premise: Wayne would play Minecraft for 24 hours while fans made donations that could either hinder or advance Wayne’s progress. 

The stream was a huge hit, raising more than $100,000 for No Kid Hungry over that single day!

Get a preview here:

Raising Thousands With A Few Emails

This year, we worked with a tiny nonprofit (run by one person!) that had a similarly tiny social media following and an email list of less than 150 people. 

We worked with them to craft a few GivingTuesday social media posts and an email series that covered the week before—and the week of—GivingTuesday. 

Even with that small lift, we helped generate more than $2,000—largely from those simple emails. 

While modest, imagine what could have been possible if we tied the campaign to a larger event, wrapped in a local influencer, or had a larger contact sphere to work with! 

Learn More About Fundraising

If you have even more questions about how to host a nonprofit fundraiser, you’re in the right place! 

Download our events eBook! Events On A Budget is an easy-to-read guide on creating low-cost events with high ROI. 

We explore the very strategies we use at Poetica Marketing to help our clients book vendors and purchase supplies at the lowest dollar amount possible while maintaining value—and how we take every step with a focus on increasing the final ROI. 

Grab your copy here! 

To learn even more about our work, contact us directly or check out our About page. There, you’ll dive deep into our team and see our thought leadership in major publications, podcasts, and other community events. 

Meet the Author

Regina Schober

Events Coordinator

Hi, I’m Regina! After college, I worked as a freelance lighting designer around the Pittsburgh area, designing for some of my favorite shows with outstanding directors and actors in many of the local venues that truly get me excited, including City Theater, the New Hazlett Theater, and the Benedum Center.

Eventually, I found myself holding the Technical Coordinator position at Point Park University, where I managed the multi-purpose dance complex, which hosted a variety of events.

Today, I’m passionate about my work with community-minded organizations and coordinating events for the awesome companies in the Pittsburgh region.

Outside of work, you’ll find me hiking with Pat and our dog, Fallon, traveling to new towns, or bingeing the latest Netflix series.

Connect with me on LinkedIn!