Fundraising Event Preparation Template

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Organize and review all relevant details for your upcoming fundraising events with this comprehensive template. From identifying potential donors to finalizing the event program, this template guides you through each critical step for a successful event.

By using this template, nonprofit organizations can meticulously plan and execute their fundraising events, ensuring maximum participation and revenue generation.

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Fundraising Event Preparation Template for Priority Matrix

Fundraising Event Preparation Template in Priority Matrix

Ensure a successful fundraising event with meticulous planning and organization.

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Proposed Tasks

High Impact, Urgent

  • Task 1: Identify potential donors due in 1 week
    ☐ Research potential donors ☐ Compile a list of potential donors ☐ Create donor profiles
  • Task 2: Draft fundraising event proposal due in 2 weeks
    ☐ Identify event objectives ☐ Draft event proposal ☐ Review and finalize proposal
  • Task 3: Secure event venue and date due in 3 weeks
    ☐ Research potential venues ☐ Contact venues for availability ☐ Secure venue and date

High Impact, Not Urgent

  • Task 4: Budget preparation due in 4 weeks
    ☐ Estimate costs ☐ Prepare preliminary budget ☐ Review and finalize budget
  • Task 5: Develop event schedule due in 5 weeks
    ☐ Create tentative schedule ☐ Review and finalize schedule
  • Task 6: Identify and contact potential sponsors due in 6 weeks
    ☐ Identify potential sponsors ☐ Draft sponsorship proposal ☐ Contact potential sponsors
  • Task 7: Plan event marketing strategy due in 7 weeks
    ☐ Draft marketing plan ☐ Identify marketing channels ☐ Implement marketing plan

Low Impact, Urgent

  • Task 8: Coordinate with event suppliers due in 8 weeks
    ☐ Identify necessary supplies ☐ Contact potential suppliers ☐ Secure suppliers
  • Task 9: Recruit and train event volunteers due in 9 weeks
    ☐ Identify volunteer needs ☐ Recruit volunteers ☐ Train volunteers
  • Task 10: Send out invitations due in 10 weeks
    ☐ Prepare invitation list ☐ Draft and send invitations

Low Impact, Not Urgent

  • Task 11: Confirm event details due in 11 weeks
    ☐ Confirm venue, date, and time ☐ Confirm participants and guests ☐ Confirm event schedule
  • Task 12: Finalize event program due in 12 weeks
    ☐ Prepare event program ☐ Review and finalize program
  • Task 13: Prepare event materials due in 13 weeks
    ☐ Identify necessary event materials ☐ Prepare or order materials
  • Task 14: Set up event registration process due in 14 weeks
    ☐ Identify registration needs ☐ Set up registration process ☐ Test registration process
  • Task 15: Conduct final walk-through due in 15 weeks
    ☐ Schedule final walk-through ☐ Conduct final walk-through with key staff ☐ Address any issues identified during walk-through
  • Task 16: Review event logistics due in 16 weeks
    ☐ Review event schedule ☐ Review event layout ☐ Review event logistics
  • Task 17: Coordinate event setup due in 17 weeks
    ☐ Coordinate with venue staff for setup ☐ Coordinate with suppliers for delivery and setup
  • Task 18: Conduct event due in 18 weeks
    ☐ Oversee event proceedings ☐ Handle any issues that arise
  • Task 19: Conduct post-event review due in 19 weeks
    ☐ Gather feedback from participants ☐ Review event outcomes ☐ Identify areas for improvement
  • Task 20: Update donor database due in 20 weeks
    ☐ Update donor database with event results ☐ Prepare and send thank you notes to donors