How to Run a Smooth Fundraising Event: 3 Must-Know Tips

You’ve planned the perfect party—but are you truly ready for the big day? Here are three tips to help you focus your fundraising event and make sure everything runs without a hitch.

Data Entry

Before your event begins, it’s essential to have all your data accurately entered into your system. A successful event begins with proper preparation, which includes accurate data entry. In a previous blog, we discussed how to choose the right software. Once you’ve made your choice, take time to learn the system thoroughly.

Double-check that your guest list is complete and seating arrangements are accurate. All items available for auction or sale should be uploaded into the system with precise descriptions and any applicable restrictions. This step is even more critical if you’re hosting a mobile, online, or virtual event.

One commonly overlooked area during data entry is multi-sale items, such as raffle tickets, opportunity drawings, and other games. Be sure to include these in the system ahead of time so sales can be processed quickly and efficiently during the event. Additionally, pre-load your donation (fund-a-need) levels into the system, as donations are typically made at the end of a live event. Having these ready will save time and reduce errors.

Smooth check-in starts your auction event off on the right foot.

Check-In

On event day, check-in is one of the most critical components—it’s your guests’ first impression of your event. Not only does check-in provide guests with essential information (like table numbers and bid numbers), but it’s also your best chance to gather data to build lasting relationships with them.

To keep check-in running smoothly, confirm that guest information is accurate in your system ahead of time. This prevents you from wasting time asking for details you already have.

We recommend having one pre-trained check-in staff member or station for every 75 guests. A quick and efficient check-in process reduces wait times and makes it easier to collect information, such as pre-swiped credit cards for faster payments later. Prepare all guest materials in advance, including bid cards, drink tickets, and giveaway items. When check-in is seamless, check-out becomes much easier, leaving your guests happy and stress-free.

For online or virtual guests, check-in should also be straightforward. Make sure the event link is easily accessible, and verify that any existing information is pre-filled in the system. Keep your registration form simple—only ask for the information you truly need to minimize frustration for virtual attendees.

Item Pickup

Item pickup is arguably the most critical part of the evening—it’s the final impression your guests will have of your event. No matter how excellent the rest of the event is, if guests are stuck waiting in line to retrieve their items, that’s all they’ll remember.

To avoid this, prepare a large enough area to organize all items. If time permits, use a process we call “Reconfiguration,” where items are reorganized by the winning bidder for faster distribution. (We’ll share more details on this process in a future blog.)

We recommend having one staff member for every 25–30 items to manage distribution efficiently. When guests are ready to leave, they provide their bid number, and their items are brought to them immediately. This process eliminates long waits, prevents lost items, and ensures all items are properly accounted for before leaving the venue.

By focusing on these three key areas—data entry, check-in, and item pickup—you'll set your event up for success and leave guests with a lasting positive impression.

Want to learn even more tips and tricks? Give us a call, and let us help make your next event seamless!