Events can be a great way to raise money and build relationships within communities, but it can take a lot of work. We make the logistics and money part easier so you can focus on recruiting great guests.
To get started, visit your Dashboard and click “Metrics” in the menu on the left. You can then choose to “plan an event” under the “Start Fundraising” prompt.
In addition to the normal contribution form information, you’ll be prompted to enter an event title and invitation text. We provide this sample text to use as a guide:
Please join us for an event to support Your Favorite Candidate or Organization
8:00pm, June 25, 2015
At the home of Jane Smith
123 Main Street, Washington, DC, 20036
RSVP by ordering your tickets below.
Questions? Please email firstname.lastname@example.org or call (###) ###-####
You can fill in whatever information you would like, but we usually recommend making sure you include as much detail as possible. Typically guests will have lots of questions about the event, so it’s best to give the most important information (time, location, how to RSVP, contact information) up front.
Here’s a tip: If you have information that you’d prefer to keep private, such as the address for a high-profile event, include it in your email receipt text. That way, only donors who are attending your event will have the information. In this case it can be helpful to note the neighborhood, so people have some idea of where the event is located when they purchase tickets.
If you need guests to include specific details about any special requirements, like food allergies or accessibility challenges, donors will be prompted to enter that information after they’ve purchased their tickets, like you see below.
In the next step, you can create personalized ticket levels and set prices. You need at least one ticket level (i.e. general admission), but you can make as many as you’d like. Groups will often give special discounts for early-birds, students, or volunteers and also provide sponsor or host prices for high-dollar donors. You can set a ticket limit for some or all of the categories you create if you have limited space.
Once you reach that threshold of tickets sold, that level will “sell out” and automatically disappear from the options. A “Can’t Attend? Donate” box will appear under all of your ticket prices, so guests still have a way to contribute to the event if they can’t join you in person.
THANK YOU AND DETAILS
In the next step, you’ll write your email thank you text. While thank you text is always a great idea, it’s especially important when you’re throwing events. Make sure to include all the details people might need (including a contact number) so they’ll have all of that information handy.
PROMOTING AND MANAGING YOUR HOSTS
Once you’ve finished creating your event form, the rest of the editing tabs will appear. You’ll also see tabs for Tickets and Guests.
One of the most stressful parts of planning an event is helping hosts manage their invitations, holding them to their commitments, and making sure they get credit for every donor they bring in.
We have a sure-fire way to track this. Visit the Promote tab and give each host their own custom link to the event using refcodes. Every donor that uses the host’s link will be tagged with the host's name. The hosts are guaranteed to get credit for each contribution, donors don’t have to take any extra steps, and you can easily track it all in real-time in your Statistics tab data.
In the Tickets tab you can see how many tickets have been sold for each level, edit the limit or price, or disable any ticket level.
The Guests tab lists the name and ticket level of each guest along with any notes about food restrictions or other concerns that they left. You can download this information as a .CSV or as a printable guest list to bring to your event.
If you’d like to sell tickets at the door, we recommend bringing a laptop or a mobile device, pulling up the event form on an incognito or private browser (that means no cookies, so no one’s information gets stored) and having guests buy tickets as they walk in. You can also collect any additional donations this way.
For example, if you’re using an iPad at the door you can open Safari, tap the Pages icon (shaped as two squares) and then tap Private.
If you’re using a laptop, opening an incognito or private browser varies depending on what browser you’re using.
- In Google Chrome, click File > New Incognito Window.
- If you’re using Safari, click Safari > Private Browsing.
- In Firefox, click File > New Private Window.
- For Internet Explorer users, click Safety > InPrivate Browsing.
If you’re using a different browser, the steps should be similar.
Have more questions about pulling off a great (and smooth) fundraising event? Let us know, we’d love to help brainstorm!