Fundraising Gala Planning Timeline (PDF Template)

What's included

Timeline at a glance: eight stages from first decision to final report
Revenue model worksheet: build your goal from tickets and tables, silent auction, live auction, raffle and paddle raise
Team roles table: owners for venue, item procurement, tickets, sponsorship, AV, volunteers and communications
Sponsorship tiers: a structure you can price for your event
Event-night running order: what happens when, including where the paddle raise belongs
AV, volunteer and rehearsal checklists: so nothing is left to chance on the night
The workbook also includes a morning-after wrap-up list.

How to use it

Lock your date, venue and fundraising goal six months out.
Choose your fundraising platform early, so the technology serves the event rather than dictating it.
Open ticket sales with as much lead time as you can.
Never skip the full rehearsal, especially the technology touchpoints.

FAQs and suggestions

Q: How far in advance should you plan a fundraising gala?

Six months is ideal. With less time, keep the same order of tasks and compress the gaps, but never skip the rehearsal.

Q: What should a gala revenue model include?

Five revenue lines: ticket and table sales, silent auction, live auction, raffle and paddle raise. Work backwards from your guest numbers rather than picking a total you hope for.

Q: When should the paddle raise happen at a gala?

Straight after the emotional moment of the night, such as a speech or impact video, while the room is most connected to your cause.

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