The Ultimate Fundraising Event Day Checklist

THE ULTIMATE EVENT DAY CHECKLIST VERIFY YOUR DATA Complete these tasks the night before your event O Double-check all of your data. We put this one first on the list because it's the most critical to-do item prior to the day of your event. РАСКAGES GUESTS $750 + GUEST LIST 1 2 3 1. Ms. Joyce Adams 2. Mr. Phil Allen 3. Mr. Zack Arquette O Auction packages entered correctly 4 5 6 Package 1 Trip to Fiji Package 2 Chef's Table O Last-minute guests and names entered O Print off guest lists and double check O Confirm order of live auction items O Bid numbers assigned 1 2 3 STOR AGE O Table seating assignments O Confirm physical location of auction packages 3 O If needed, create tracking sheets for the live auction 145 O Create appealing displays for silent auction packages O Welcome packages for guests- bid paddle, table number and catalog VENDORS O Test your internet connection O Confirm parking plan P> 6 pm ... 5 pm 7-10 pm O Confirm venue layout with the correct contact O Build a detailed event night timeline O Confirm catering has coordinated with venue O Confirm lighting plans, microphone needs, and program timeline O Provide your AV team with any needed presentations, videos, and music SOFTWARE, EQUIPMENT AND MATERIALS USER NAME: ***** ***** PASSWORD: ******* ** O Volunteers have appropriate access to event management software O Print out reports and materials you'll need such as guest lists, table charts, bid sheets, blank bidder registration forms, etc. O Plan to provide receipts at the end of the night O Create an equipment checklist so you know it all arrived safely O Have all your computer, printer, and credit card processing equipment packed up and ready to go the night before the event O Assemble all printed materials needed for event night. O Pack supplies you'll need · Auction programs · Bid cards/paddles • Menu cards · Bid cards and bidder files • Printing paper • Staplers and paper clips · Pens and highlighters · Files for storing receipts • Scissors 145 Donation envelopes • Directional signs Venue map that includes location of silent auction, check in, item pickup, and any other location of note STAFF AND VOLUNTEERS V O Specific volunteer area and O Do specific volunteer training for more complex roles volunteer check-in station. O Conduct volunteer orientation 1 > 2 > 3 → 4 O Have a volunteer area with snacks and beverages O Run through event program and script MOBILE BIDDING PASSWORD: Bidding fun! O Test cellular reception everywhere in your auction venue Connect O Make sure wireless is up and running and provides a good signal throughout your venue. If a password is required, make it easily available to guests O Specify volunteers providing "bidding assistance" and identify for guests to recognize O Ensure packages are properly configured for mobile bidding BID Tel. (***) *** - **** O Instruct volunteers to collect and record mobile numbers for any guests who don't have one on file O Clearly communicate to guests the closing time of each section of the O Check your online bidding settings one more time before going live! silent auction O greatergiving Dedicated to nonprofit fundraising success. Since 2002, Greater Giving has worked exclusively with schools and nonprofits across the nation offering integrated technologies to help simplify event management; quickly train volunteers; streamline check-in and check-out; and raise more funds. Greater Giving solutions are based on a single platform, are user-friendly and will simplify your job. 800-276-5992 [email protected] www.greatergiving.com © Greater Giving, Inc.