Successful event fundraising is all about preparing for what you can control and being ready for things you might not expect. Setting shared goals and getting your team aligned around those goals and their roles will make your event day so much more successful.

Three Key Event Fundraising Planning Elements

First, develop shared goals for each part of your event. These are the primary objectives you, your organization and Qtego share to make every stage of your event a success.

Second, determine how you are going to achieve your goals. This is your game plan — your event fundraising strategy.

Third, divvy up the jobs! Decide who is responsible for each activity and element of your strategy. This will include a mix of people, including staff members, volunteers and outsourced providers like Qtego.

As part of this process, think about what you want to do and what would be better outsourced to reach each goal. Define both internal team roles and external team roles.

Remember — you don’t have to do everything yourself! Consider the activities and priorities that people outside of your organization can be responsible for.

Below, we’ve indicated which products and hands-on services Qtego offers to help you reach your goals.

Check-In + Auction Registration

SHARED GOALS

These folks deserve a little extra love for supporting your organization in a big way. Help make them feel special and know they are valued and cared for. Do things to encourage them to engage with your cause and give.

TEAM ROLES TO DIVVY UP

  • Look for opportunities to introduce sponsors or big donors to individuals who have benefited from their support. Building these personal connections can make lasting impacts.

  • During the event, give sponsors a little extra love via Qtego text messaging.

  • Introduce VIPs to people you think they will enjoy talking to, teeing up the conversation for them.

  • If you notice guests whom you know have special needs, check in to make sure their needs are being met.

  • Have emcees and auctioneers call out sponsor names and information during the event.

  • Ensure VIPs and guests with special needs receive the right treatment. We can track special instructions via the Guest Management notes feature.

  • Many of our customers find that engaging sponsors more than pays for the cost of Qtego’s services. Qtego offers multiple opportunities for showcasing your sponsors, making supporting your organization a win-win for them. Feature clickable sponsor logos on every page of the mobile bidding platform and on your QZone media screen.

Silent + Live Auctions

SHARED GOALS

It’s time to get bidding! Everyone on your team can work together to entice guests to bid early and often. And you can prepare ahead of time to make it as easy as possible to bid.

TEAM ROLES TO DIVVY UP

  • Send out eBlasts to promote your auction! Entice people to pre-register for the event and start bidding on silent auction items. (It’s money in the bank before the event even begins.)

  • Add last-minute items so guests can get bidding.

  • During a live auction, our team can serve as spotters, helping the auctioneer see new bidders and then track winners.

  • Along with QSite and concierge bidding, text bidding makes the event easier, more fun and more exciting for your guests. Unlike most services, Qtego notifies guests via text when they’ve been outbid in a silent auction.

  • Text guests to alert them of silent auction items with no or low bids. And before the auction closes, send a text with a 15-minute warning to encourage last-minute bids.

Be Present & Boost Event Fundraising Thumbnail

Get our complete guide to Goals + Roles, including Instabuys, Fund-a-Need, or Other Fundraising Tactics.

Be Present + Boost Event Fundraising!

Guest Engagement

SHARED GOALS

Engaging guests can pay off a long time after your event is over. Leave them with memories and a feeling that lasts. You can help make sure everyone is enjoying themselves and believes they are connected to the cause they are supporting. Most important, encourage them to give!

TEAM ROLES TO DIVVY UP

  • Continue to tell stories of impact.

  • Thank guests for attending and check in to see if they need anything.

  • Help guests know they are a valued part of the cause. Qtego monitors and responds to text messages to care for guests and resolve issues as fully as possible.

  • Keep guests engaged with giving even if they don’t win an auction item. Send a text after the auction has closed to remind them that they can still donate!

Checkout

SHARED GOALS

You’ve given your guests an amazing experience so far, so keep it up! Make the checkout experience quick, easy and accurate for guests.

TEAM ROLES TO DIVVY UP

  • Have a friendly volunteer from your organization hand-deliver auction items or other prizes to individual guests when they leave.

  • Eliminate waiting in long lines and all that needless paperwork. Once your auction or program ends, Qtego’s Fast Checkout runs the winner’s credit card on file and texts a receipt to the guest.

  • Send a Qtego-enabled text receipt at the end of the evening to guests with registered credit cards.

  • Respond to and help resolve any credit card errors so guests can easily update their method of payment.

The Big Picture

SHARED GOALS

Take a step back. Don’t forget to look at your event holistically while it is happening. One of your goals should be to develop new event fundraising ideas to make future events even more successful! When thinking “big picture,” remember that every little detail adds up to a great experience for guests.

TEAM ROLES TO DIVVY UP

  • Don’t get lost in the weeds of the event. (You have people and processes in place to handle everything.)

  • Be aware of who on your team, including the Qtego staff, can jump in to assist at any time for any issue or opportunity that arises.

  • Get a quick view of how the event is unfolding. QView gives you a centralized, real-time event overview. Throughout your event, revisit QView to get colorful highlights of relevant data. Check up on guest count, auction registrations, top donors, auction items with no bids and current totals.

  • We help you and your organization carry out the best event possible!

  • Your guests can rely on the Qtego team in the bright orange shirts to assist them anywhere, anytime.

  • Our robust reporting lets you easily manage your guest list, auction items and activities. After the event, Qtego provides a full set of custom reports to help you create and manage future events even more successfully in the future.

Strategize and delegate for the win!

Event fundraising involves a lot of moving parts. Your friends at Qtego are here for you and your cause. As you plan for your next fundraiser, consider not only your overarching goals but also more focused goals for each stage of the event.

How can you plan to ensure you have people and processes in place that will support your goals? How can you be more present for your guests and your organization?

Get in touch to learn how Qtego can help.

Get Our Complete Guide to Goals + Roles!