Invite the right people
There is a difference between inviting as many people as the room holds and inviting the right people. The right guests share two things: the means and the intention to support your cause. Invite as many of them as the room comfortably holds. Event chairs, board members, and staff are key to reaching them.
Aim for a mix of new and returning guests. Guests of corporate sponsors may not have the same connection to the mission, so when you thank sponsors, ask them to tell their employees the event is a fundraiser for a cause the company cares about.
Tell guests they will be asked to give
People give most when they are expecting the opportunity. Send every guest clear, personal communications: times, attire, the program, and each way to give (silent auction, games, live auction, Fund-a-Need). Emphasize the goal of 100% participation.
Tighten the live auction
Three to eight strong items keeps bidding competitive and protects program time. Don’t publish values, which can cap bidding. Here is how to choose them.
Give the Fund-a-Need its best moment
In many cases the Fund-a-Need raises the majority of the money in the room, so build the run of show around it. Precede it with a short, powerful mission moment, and set levels from your data. Planning a Fund-a-Need.
Protect the run of show
Fundraising should be complete by about 9:00 PM, while guests are still fully engaged. During the live auction and appeal, temporarily close the bar, the silent auction, and any games.
Set up the room to give
- A readable bid card for every guest
- A brighter room during fundraising, so every paddle is seen
- Clear sound and a wireless microphone
- Centerpieces low enough to see across the table and to the stage
- About one bid spotter for every 50 guests
- Two record keepers and an audio backup, so no gift is missed
Add revenue enhancers
Games like a wine toss, heads or tails, or a raffle, especially during cocktail hour, raise money before doors to the ballroom even open. Keep them simple, align them with your theme, offer several price points, limit how long they run, and let volunteers run them. Our Adopt-a-Block template is free in the Resource Vault.
Get more from the silent auction
Plan items equal to about 30 to 45 percent of your guest count, open bids at 30 to 40 percent of value, and replace items that underperformed last year. Where you can, favor donated items: they carry higher margins than consignment. (Setting opening bids.)
Follow up fast
Thank every guest promptly and personally. It is the most important part of building next year’s room.
Common questions
What is the fastest way to raise more at a gala?
Usually the Fund-a-Need: a specific need, a strong mission moment right before the ask, levels set from your data, and timing while the room is fully engaged.
Do games and raffles really help?
Yes, when they are simple, short, and offered at several price points. They give every guest an easy way to take part.
Should we invite as many people as possible?
Invite as many of the right people as the room comfortably holds: guests with both the means and the intention to support your cause.
Planning a gala? Talk it through with us.
A free call with a benefit auctioneer who has run rooms like yours.