How to Create a Successful Fundraising Event: Practical Tips for Nonprofits

Sep 19

When people hear the words “fundraising” and “nonprofit development,” their minds often go straight to grant writing. While grant funding is an essential part of a nonprofit’s financial sustainability, it’s not the whole picture. Fun fact: most fundraisers don’t write grants, and most grant writers don’t plan fundraising events. These are two separate skill sets, yet in many small and mid-sized nonprofits, staff and volunteers wear multiple hats. I know this from experience — in my role as an Outreach and Development Coordinator at a nonprofit, I learned firsthand how grant writing and fundraising events intersect.

Over the years, I’ve discovered that a well-planned fundraising event can be more than just a way to bring in dollars. It’s a chance to connect with your community, raise awareness about your cause, and cultivate lasting donor relationships. Today, I want to share some practical tips I’ve learned through running, assisting with, and attending nonprofit events. Whether you’re hosting a gala, a community BBQ, or an intimate benefit concert, these strategies can help your organization maximize impact.

1. Know Your Audience

The foundation of any successful fundraising strategy is understanding your audience. Who are you inviting to this event? What do they value, and what makes them feel welcome?

If you’re working with an upscale donor base, they may expect a more formal event with fine dining, an elegant venue, and professional entertainment. On the other hand, if your organization is rooted in a small, tight-knit community, a casual outdoor BBQ or family-friendly picnic might resonate better.

Think about demographics, interests, and accessibility. Are your guests primarily young professionals, families, or retirees? Do they enjoy live music, outdoor activities, or formal programs? Tailor the event experience to your audience, and you’ll see higher engagement and stronger donor connections.

Pro tip: Survey your supporters beforehand. A quick poll on social media or through your email newsletter can provide insight into what type of event excites them.

2. Choose the Right Venue

Location matters, but don’t fall into the trap of thinking you need the most expensive ballroom in town to make your event successful. Instead, prioritize:

Accessibility: Is there ample parking? Is the venue wheelchair-friendly? Is public transportation nearby?
Centrality: Choose a location that’s convenient for your audience. Long travel times can discourage attendance.
Flexibility: Can the space accommodate your chosen activities, entertainment, or silent auction tables?

I’ve seen many nonprofits succeed with modest venues simply because they prioritized guest experience. Remember, the goal is to bring people together, not impress them with extravagance. You can always scale up as your fundraising grows.

3. Make it Fun: Food and Entertainment

No matter how noble your cause, people are more likely to buy tickets, and stay engaged, if they know they’ll enjoy themselves. Great food and lively entertainment can turn your fundraiser into an unforgettable experience.

Consider these options:

Live music: Local bands or student groups are often affordable and enthusiastic.
Comedy shows: Humor breaks the ice and creates a positive atmosphere.
Short films or stories: Showcase your nonprofit’s impact in a way that entertains while educating.
Interactive activities: Games, raffles, or photo booths can add energy and variety.

Remember: laughter and engagement go a long way toward building community.

4. Don’t Overlook Drinks and Bar Options

While I personally no longer drink, I’ve seen firsthand how beverage options can make or break an event’s atmosphere. If your venue has a bar, explore these possibilities:

Drink tickets: Include one or two with ticket purchase to add value.
Open bar sponsorship: Partner with a local brewery, winery, or distributor for reduced rates in exchange for recognition.
Revenue share: Ask if the venue will donate a percentage of drink sales back to your organization.

Even non-alcoholic beverage stations (mocktails, smoothies, coffee bars) can be a hit, especially at family-friendly or daytime events.

5. Secure Auction Items

Auctions, silent or live, are classic fundraising event strategies because they work. The key is sourcing items that spark excitement and encourage bidding wars.

Here are some reliable winners:

Bottles of wine or craft beer sets
Gift certificates for restaurants or spas
Experience packages (tours, cooking classes, concerts)
Themed baskets (self-care kits, sports gear, gourmet foods)
Artwork or handmade items donated by local artists

Reach out to your Board of Directors, volunteers, and local businesses for donations. Often, community partners are happy to support a good cause, and the exposure benefits them, too.

6. Be Strategic About Ticket Pricing

Pricing can be tricky. You want to raise significant funds, but you don’t want to price your event out of reach for your community. The solution? Offer tiered pricing options.

For example:

General admission: Covers the basics — entry, food, and entertainment.
VIP tickets: Include perks like reserved seating, drink tickets, or swag bags.
Table sponsorships: Perfect for businesses or groups, often at higher price points.

This approach ensures accessibility while still capturing higher-dollar contributions from those able to give more.

7. Build Relationships, Not Just Revenue

It’s easy to focus solely on dollars raised, but the long-term success of fundraising events comes from relationship building.

During the event, prioritize:

Storytelling: Share powerful impact stories through speakers, videos, or testimonials.
Donor cultivation: Introduce staff and board members to new guests.
Community-building: Encourage networking and conversations among attendees.

Don’t forget follow-up! Collect attendee information (with consent) and invite them to join your newsletter, volunteer opportunities, or future campaigns. A guest who gives $50 at your event could become a recurring donor or major gift supporter with the right engagement.

8. Set Clear Goals and Communicate Them

Guests want to know that their participation makes a tangible difference. Before the event, set a specific fundraising goal (for example, “We aim to raise $20,000 tonight to fund our after-school program for one year”). Communicate this goal during your event program and celebrate milestones in real time.

Use signage, digital displays, or announcements to track progress throughout the evening. When donors see that their contributions are pushing you closer to a clear target, they’re more motivated to give.

9. Leverage Sponsorships and Partnerships

One of the most effective ways to increase revenue and visibility is through corporate sponsorships. Local businesses often look for opportunities to demonstrate community support and gain exposure.

Offer sponsorship packages that include:

Logo placement on event materials
Recognition during the program
Complimentary tickets or VIP perks
Social media shout-outs

Partnerships with media outlets, influencers, or local organizations can also extend your reach and boost attendance.

10. Follow Up and Thank Your Supporters

The event may end, but your fundraising strategy shouldn’t. Within 48 hours, send personalized thank-you emails to attendees, donors, sponsors, and volunteers. Highlight the impact of their support and share event photos or recap videos.

Then, keep the momentum going:

Add attendees to your donor database for future campaigns.
Share event highlights on social media to reach those who couldn’t attend.
Ask for feedback to improve your next event.

Gratitude builds trust, and trust leads to sustained support.

Final Thoughts

Successful fundraising events don’t happen by accident. They require careful planning, creativity, and a deep understanding of your community. But when done right, they can deliver so much more than financial support. They can spark joy, foster relationships, and rally people around your mission.

Whether you’re just starting out or looking to take your nonprofit development strategy to the next level, remember that events are more than a one-time fundraiser. They’re opportunities to connect, inspire, and grow your base of supporters.

Set your goals, know your audience, and above all, have fun with it. At the end of the day, fundraising is about more than money — it’s about building a community that believes in your mission.

Want help with your next fundraising event? Reach out and see how Fuel and Inspire can help you!

Continue the conversation and check out this blog: From Data to Drama: Using Language to Tell Your Impact Story