Planning a fundraising event doesn’t need to be overwhelming.

Follow these top 10 tips to stay organized, and not inundated.

1. Event Plan: Develop a plan before you’re in the throes of the event. Include objectives, concept, details (i.e. where, when, what), and goals (i.e. for each area of fundraising: ticket sales, auction, sponsorships, etc.). Give to all committee members so everyone is literally on the same page.

2. Budget: Determine your budget in advance. How much do you have to spend in each area of planning (food, drink, decor, etc.) and how much do you anticipate raising (i.e. ticket sales, auction revenue, etc.)? Knowing what you have and how much you intend to fundraise sets you on the right track.

3.  Milestones: Work backward from your event date and develop a list of milestones for each function. Include deadlines for donation solicitation, sending out invitations, etc. Milestones ensure everything isn’t left to the last minute.

4.  Divide and Conquer: Determine subcommittees (such as public relations, VIP relations, inventory, etc.) that align with your full list of event planning needs and divvy up your group of volunteers according to their strengths. With smaller groups owning specific pieces of the event you can get more done, and limit items falling through the cracks.

5. Planning Meetings: Meet regularly and follow up by emailing meeting minutes to the entire committee. Detail what was discussed, what was agreed upon, and what to-dos exist prior to the next meeting.  Keeping everything in writing helps eliminate the ever present, I didn’t know that was due.

6.  Goals and Accountability: Everyone on the planning committee should have goals for how many donation they are required to contribute. Make them accountable. For example, for those who don’t get their required donation they need to work a shift at the event.

7.  Rules for Info Sharing: Put rules in place so decision makers are kept looped in. For example CC committee leads on final documents.

8.  Donation Contracts: Have donors fill out contracts that include their contact information, retail value of the donation, and information about the donation. Keep a binder of the contracts so you can mark what you are intended to have, and can track when the product is delivered so you know what you actually have. This also helps when it comes time to do thank you notes – you know exactly who donated what.

9. Run of show: Do a run of show for the day of the event. This is a detailed list of everything that is happening and when it is happening. From arrivals, to set up, to event start, and schedule of happenings at the event  it all goes in the run of show. For example: 7:55am party rental company arrives, 8:15am set up begins, 10am set up complete.

10. Have fun! If you aren’t having fun then chances are the people around you aren’t as well. A positive attitude and calm demeanor can go a long way to keeping your event on track.

Do you have any organization tips to add? Leave them in the comments below!