Prepare for Your Fall Auctions with This All-in-one Fundraiser Checklist

A new season of fundraising events is coming up—and planning is already underway. Fall is one of the most popular times to host charitable auctions, and it's important to prepare thoroughly to maximize your event’s success. Having a well-structured approach before, during, and after the auction can make all the difference for your nonprofit or charity. Take the stress out of planning with our step-by-step fundraiser checklist.

How to Plan a Successful Fall Auction

Planning a fall auction is no small feat. There are plenty of considerations to make—ranging from your big-picture vision all the way down to the smallest details.

#1. Gather Your Team

The first step in our fundraiser checklist is assembling a dedicated event team. Identify key roles such as event coordinator, marketing manager, and volunteer coordinator. Delegating these responsibilities will help ensure that every aspect of the event is covered.

#2. Identify Your Goals

What are you hoping to achieve? Whether it's a fundraising target, community engagement, or raising awareness for a cause, you should have clear and measurable goals to guide your planning process.

#3. Set a Budget

Estimate likely expenses, including the venue, catering, entertainment, equipment rentals, marketing, and other supplies you might need. Consider potential revenue streams such as your ticket sales, any sponsorships you can secure, and expected donations. Add a contingency amount (typically 10-20% of your total expenses) to cover any unexpected costs that arise. While going through other steps in this fundraiser checklist, you should continuously track and update the budget as needed to reflect any changes in plans or costs.

#4. Prepare Your Fundraiser Location

Choosing the right venue is essential. You should consider whether your fundraiser should be in-person, online, or hybrid. For in-person events, consider factors like location, parking, and accessibility. For online events, make sure you select a robust platform that can handle your needs, such as ClickBid’s crazy simple fundraising software. Once the venue or platform is selected, conduct rehearsals or trial runs to identify any issues before event day. Select a date for your event that doesn’t conflict with other major events.

#5. Strategize to Maximize Donations

Put your brainstorming hat on. After all, maximizing donations requires strategic planning. Utilize the information you have about your existing and potential donors to come up with relevant ideas. Collaborate with your team members to solicit a variety of potential tactics. One effective strategy is to implement mobile bidding software, which can encourage greater giving by providing easy mobile payment options and outbid notices. 

#6. Develop Your Event Plan

Develop a detailed schedule for the event day, including setup, the main program (which may include speakers or other entertainment), and teardown. It’s like making your own personal fundraiser checklist! Coordinate logistics such as catering, audio and/or visual needs, and seating arrangements. Incorporate contingency plans to address potential challenges or emergencies. Finally, establish a communication strategy to keep all of your team members stakeholders informed throughout the planning process. 

#7. Promote the Event

Develop a marketing plan that will highlight the details of your event and its purpose. Consider creating buzz on social media platforms sharing engaging content like videos, testimonials, and behind-the-scenes glimpses, and encourage sharing to expand your reach. Develop a visually appealing event page that provides all necessary details and makes it easy for people to register or purchase tickets. Other ideas include:

• Leverage email marketing by sending personalized invitations.
• Partner with local media outlets for press coverage and engage influencers.
• Explore partnerships with local businesses and organizations.
• Create promotional materials such as flyers, posters, and press releases.

How to Seamlessly Execute on Event Day 

Once you’ve gone through the fundraising event checklist, it's time to focus on execution. Adequate planning ahead of time should help your event day run smoothly.

#1. Ensure Smooth Check-in

A hassle-free check-in process sets a positive tone for the event. For in-person events, have enough staff to handle registration efficiently. For online events, ensure the platform is user-friendly and that participants have all the information they need to join. ClickBid’s online auction platform allows donors to register via text message and check in from their phones.

#2. Engage Donors Throughout the Event

Use a mix of live and pre-recorded content to keep your event dynamic. Interactive elements, such as live bidding wars or Q&A sessions, can also boost engagement. Additionally, make sure that your event has a strong host or auctioneer who can guide the flow of the event and keep energy levels high.

#3. Monitor and Troubleshoot in Real Time

Even with the best planning, issues can arise. Have a dedicated team on standby to address any problems that come up. This could include technical issues, donor questions, or unexpected logistical challenges. Consider partnering with a fundraising software team that provides 24/7, live support on event day, such as the expert account managers at ClickBid.

Don't Forget Follow-up Communication After Your Event

The event doesn't end when the last bid is placed. Part of your own fundraising event checklist should include following up with donors, which is essential for maintaining engagement and building long-term relationships.

• Send Thank-you Emails: A simple message can go a long way. Express your gratitude and share the impact of your donors’ contributions. Include updates on how the funds raised will be used, and invite them to future events.
• Share Event Highlights: Share photos, videos, and highlights from the event on your website and social media channels. This not only keeps the excitement alive but also showcases your event’s success to those who couldn't attend.
• Provide Feedback Opportunities: Invite participants to provide feedback through surveys or social media polls. This will help you learn what worked well and what can be improved for future events.

Preparing with the Fall Fundraiser Checklist? Get Help from ClickBid.

Even with a fundraiser checklist on hand, planning your next auction can feel overwhelming. The team at ClickBid is ready to help you simplify the event planning, execution, and follow-up process. Our crazy simple event fundraising software offers a range of features to enhance your auction experience. Ready to take your fall auction to the next level? Get in touch with the ClickBid team today for a free demo.