Hosting a fundraising event can be a powerful way to connect with donors, strengthen relationships, and achieve your organization’s goals. But how do you ensure people actually show up? Here are five tried-and-true tips to boost attendance and make your event a success.
1. Identify Your Outcomes
Before diving into event logistics, the first step is to ask: What do I want to happen at this event? Focus not just on the program itself but on the relationships you want to cultivate. Are you looking to engage new donors? Reconnect with past supporters? Thank long-time donors for their loyalty? Getting clear on these goals will help shape your guest list. When you know your desired outcomes, you'll also know who needs to be in the room to achieve them.
2. Avoid Assumptions
A common mistake is assuming who will and won’t attend based on past behaviors. “They’ve never come before, so why invite them now?” is a mindset you should avoid. People’s priorities change, and this particular event might resonate with someone in ways previous events haven’t. Always extend the invitation, even to those who haven't shown interest before – you might be pleasantly surprised.
3. Follow Up – Personally
In today’s fast-paced world, your initial invitation may slip through the cracks. That’s why it’s crucial to follow up personally if you haven’t received a response. Whether it’s a phone call or a personal email, a direct touch can make a world of difference. Many people forget to RSVP or think they already have. A simple call can also deepen your connection with the donor and may be the nudge they need to confirm attendance. Even if they decline, taking note of their reason gives you valuable insights for future follow-ups.
4. Engage Your Board and Leadership
Having your organization’s board members and president actively involved in the invitation and follow-up process can significantly increase attendance. When major donors see that the leadership is personally invested in the event’s success, it fosters a greater sense of trust. The involvement of key figures in extending invitations can often be the deciding factor in whether or not a donor attends.
5. Communicate with Excitement
From the moment someone RSVPs, build excitement. Let them know how thrilled you are to have them attend, and as event details are finalized, keep your guests in the loop. If you’ve secured a special keynote speaker or entertainment, let them know! Regular communication keeps the event top of mind and gives donors a reason to stay excited. Also, provide practical details, like dress code, parking options, or meal timing. Think of it like inviting someone to your home – be a gracious host by ensuring they feel comfortable and informed.
Relationships Drive Results
At the heart of every successful fundraising event are strong relationships. By being intentional with your outreach, personalizing your follow-ups, and involving leadership, you're not just boosting attendance—you’re building deeper connections with your supporters. Every event is an opportunity to reinforce your mission and strengthen the bond with your donors. The more personal, thoughtful, and exciting your approach, the more likely you are to inspire ongoing support long after the event is over.
Implement these strategies, and watch your attendance—and impact—soar.
