Best Practices When Planning a Charity Event

How to Maximize Impact, Inspire Donors, and Raise More Money

Whether you're organizing a small fundraiser or a high-profile gala, charity events are powerful vehicles for change. But behind every successful event is a thoughtful plan, a great team, and a few best practices that make all the difference.

Here are the essential steps and insights to help your next charity event stand out — and pay off.

1. Start with Purpose

Before choosing a venue or sending out invites, define your “why.”
What is the core mission of the event? Is it raising a specific dollar amount? Building awareness? Engaging a new donor demographic? Clarifying your goals helps shape every other decision — from programming to promotion.

2. Build the Right Team

A strong event is never a solo act. Assemble a team of passionate people with clear roles — including logistics, donor relations, sponsorship, auction planning, and marketing. Whether staff, volunteers, or a mix of both, having the right support structure keeps things organized and efficient.

3. Plan Early, Plan Smart.

Successful events are made months in advance. Book your venue early, secure your auctioneer, and build out a detailed timeline. Consider lead time for:

• Sponsorship outreach

• Item procurement for auctions

• Marketing and PR

• RSVP and donor follow-up

Tip: Build in buffers for unexpected delays — because they will happen.

4. Focus on Donor Experience

Your guests aren’t just attendees — they’re supporters. Make the evening seamless, inspiring, and worth remembering:

• Greet donors warmly

• Keep check-in/check-out easy and quick

• Share compelling stories during the program

• Showcase the impact of their support in real time

People give more when they feel seen, valued, and connected to the cause.

5. Hire a Professional Auctioneer

A skilled charity auctioneer doesn’t just sell items — they generate excitement, energize the crowd, and maximize bids. They know how to read the room, build momentum, and make donors feel good about giving. It’s one of the best investments you can make for your event’s ROI.

6. Embrace Hybrid & Digital Tools

In a post-pandemic world, flexibility is key. Consider hybrid formats or live-stream options to expand your reach. Use mobile bidding platforms for silent auctions, real-time leaderboards, and donor engagement tools.

Pro tip: Begin online bidding days before your event to build momentum and competition.

7. Curate Memorable Auction Items

Auction items should excite, surprise, and inspire. Experiences tend to outperform objects — think exclusive dinners, behind-the-scenes access, or luxury getaways. Every item should tie back to your cause, either emotionally or thematically.

And remember: fewer, high-quality items often outperform long lists of filler.

8. Market with Meaning

Your event marketing should do more than inform — it should move people. Use visuals, testimonials, and storytelling across all channels (social, email, print, etc.) to convey urgency and purpose. Encourage guests to bring friends and promote peer-to-peer fundraising.

9. Make the Mission the Star

From signage to speeches, weave your mission into every aspect of the night. Feature beneficiaries, share videos, and remind guests why they’re there. When people understand the impact of their generosity, they give more freely — and remember your event long after it ends.

10. Follow Up & Say Thank You

The event isn’t over when the last guest leaves. Send thank-you notes within 24–48 hours. Recognize sponsors, donors, and volunteers publicly. Share results and outcomes quickly. Following up shows professionalism — and sets the stage for future support.

Planning a charity event is part art, part science — and all heart. With thoughtful preparation, a clear mission, and the right team, your event can do more than raise money. It can build community, inspire action, and create lasting impact.

If you’re looking for expert guidance, engaging programming, or a high-performing auctioneer for your next event, we’d love to help.

Reach out to Michael Green Auctions to start planning today.

Navigating Nonprofit Fundraising Through Economic Headwinds

In times of economic uncertainty, nonprofits face significant challenges in maintaining fundraising efforts. Keep calm and read on. Drawing from experiences during past recessions, here are key strategies to help your organization navigate these turbulent periods:

Maintain Core Programs

Reducing or eliminating programs during financial downturns can weaken your organization's mission and deter donors. Sustaining core programs underscores your commitment and provides compelling reasons for continued support.​

Nurture Loyal Donors

Your long-term supporters are invaluable during economic challenges. Prioritize engagement with these donors through personalized communication and involvement opportunities. Board members can play a crucial role in strengthening these relationships, ensuring sustained support.​

Promote Recurring Donations

Encourage donors to commit to regular, smaller contributions. Recurring donations offer a predictable income stream and often remain stable during economic downturns, aiding financial planning and stability.​

Diversify Funding Sources

Relying solely on traditional donations can be risky. Explore alternative revenue streams such as:​

• Earned Income: Introduce fee-for-service models or products related to your mission.​

• Social Enterprises: Develop ventures that align with your cause and generate income.​

• Corporate Partnerships: Collaborate with businesses for mutual benefits, including sponsorships or cause-related marketing.​

Diversification enhances financial resilience and reduces dependence on a single income source.​

Build Financial Reserves

Establish and maintain cash reserves equivalent to three to six months of operating expenses. These reserves act as a financial buffer, allowing your organization to weather periods of reduced income without compromising essential services.​

Communicate Transparently with Donors

Open and honest communication fosters trust. Regularly update donors on your organization's financial health, challenges faced, and the impact of their contributions. Transparency reassures donors and can encourage continued or increased support.​

Embrace Alternative Giving Channels

Adapt to evolving donor preferences by incorporating modern giving methods:​

• Cryptocurrency Donations: Facilitate contributions in digital currencies to tap into new donor demographics.​

• Impact Investing: Offer opportunities for donors to invest in projects that yield social and financial returns.​

• Skill-Based Volunteering: Engage professionals to donate their expertise, providing valuable services without additional costs.​

By implementing these strategies, your nonprofit can navigate economic uncertainties more effectively, ensuring sustained impact and financial health.

Get In Touch To Learn More

How Tariffs and Economic Uncertainty Impact Nonprofit Fundraising at Galas

Your nonprofit may rely heavily on fundraising events like galas to generate crucial financial support for your cause. However, with rising tariffs and an uncertain economy, these events face new challenges that could significantly impact donor participation and overall fundraising success. Understanding the economic landscape and adapting strategies accordingly is essential for nonprofits to navigate these uncertain times.

The Ripple Effect of Tariffs on Gala Fundraising

Tariffs, which increase the cost of imported goods, can have indirect but significant effects on gala fundraising. Here’s how:

1. Increased Costs for Event Planning – Many gala essentials, such as food, décor, and auction items, are affected by tariffs. Higher costs mean nonprofits may need to allocate more of their budget to event production, reducing the overall funds raised.

2. Impact on Donor Businesses – Many donors, particularly corporate sponsors, may experience financial strain due to increased operational costs and supply chain disruptions. This could lead to reduced sponsorship commitments and fewer large donations at fundraising events.

3. Higher Prices for Auction Items – Galas often feature auctions with luxury or imported goods, such as wine, artwork, and travel packages. Tariffs can drive up the cost of these items, potentially making them less attractive to bidders or limiting nonprofits' ability to secure high-value donations.

Economic Uncertainty and Donor Hesitation

Beyond tariffs, broader economic uncertainty can also dampen fundraising efforts. In times of financial instability, individuals and businesses may adopt a more conservative approach to charitable giving. The factors contributing to this include:

1. Stock Market Volatility – High-net-worth donors, who are often key contributors at galas, may be hesitant to commit large sums if their investment portfolios are underperforming.

2. Inflation and Cost of Living Increases – With rising costs of essentials like housing, fuel, and food, many donors—regardless of income level—may feel less financially secure and more cautious about discretionary spending, including philanthropic giving.

3. Corporate Budget Cuts – Many businesses cut costs during economic downturns, which can lead to a reduction in corporate sponsorships, matching gifts, and employee giving programs that often play a role in gala fundraising.

Strategies for Nonprofits to Adapt

To counteract these economic pressures, nonprofits can take proactive measures to maintain the success of their galas:

1. Diversify Revenue Streams – Instead of relying solely on ticket sales and auctions, organizations can incorporate virtual fundraising, monthly giving programs, and peer-to-peer campaigns to supplement revenue.

2. Strengthen Donor Relationships – Clear communication about the nonprofit’s mission and impact can encourage donors to continue giving despite economic challenges. Personalizing donor engagement and emphasizing the necessity of continued support is key.

3. Adjust Fundraising Strategies – Offering more affordable sponsorship options, emphasizing in-kind donations, and providing alternative giving opportunities (such as pledges or multi-year commitments) can help mitigate the financial burden on donors and sponsors.

4. Leverage Technology – Hosting hybrid or virtual gala components can broaden participation while reducing costs. Additionally, using AI-driven donor insights can help target and engage potential contributors more effectively.

While tariffs and economic uncertainty pose challenges for nonprofit gala fundraising, strategic planning and adaptability can help organizations navigate these obstacles. By anticipating donor concerns, optimizing event expenses, and diversifying fundraising approaches, nonprofits can continue to thrive and make a meaningful impact despite the economic climate.

Get In Touch To Learn More

Exclusive Wine Tasting Auction Lot For Your Next Gala

You may know me as an auctioneer and day-of revenue strategist, but I’m also a renowned wine entertainer.

Over the years, I’ve curated and hosted extraordinary wine experiences across the globe—now available as exclusive auction lots for your gala or as one-of-a-kind donor cultivation events. Learn more at MichaelGreen.com.

This exclusive wine tasting experience for 12 guests is crafted to captivate, delight, and create unforgettable memories.

This lot has previously sold for $6,000–$12,000, it’s now available at a fraction of the cost—with the added benefit of offering it multiple times! 

Listening to Michael Green speak about wine is like witnessing a sensory explosion.

During this high-energy and entertaining experience, you will learn more about wine than 90% of the US population!

Michael’s unique edu-tainment approach combines humor with a wealth of knowledge built from a lifetime of experiences in the world of wine...

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If you’re interested or would like more information, don’t hesitate to reach out.

Why You Should Pay to Hire a Professional Charity Auctioneer

When planning a charity auction, one of the big decisions you’ll face is whether to bring in a professional auctioneer or have a volunteer or staff member handle the job. While it might seem like a good way to save money by using someone from your organization, hiring a professional charity auctioneer can make a huge difference in the success of your event. Here’s why it’s worth the investment:

1. Maximizing Fundraising Potential

The main goal of any charity auction is to raise as much money as possible. A professional auctioneer knows how to keep the audience engaged, build excitement, and create a competitive atmosphere. They use proven strategies to encourage higher bids and maximize the funds raised. With their expertise in reading the room and keeping the energy up, a professional auctioneer can inspire more generous donations and ensure your auction runs smoothly.

2. Experience with Charity Events

Charity auctioneers aren’t just salespeople—they understand the unique dynamics of nonprofit events. They know how to strike the right balance between raising money and keeping the cause front and center. Unlike auctioneers who might specialize in fine art or real estate, charity auctioneers are experts at connecting emotionally with the crowd and getting them excited about supporting your mission. They also know how to tailor their approach to different donor groups, which can help increase the success of your event.

3. Adding Entertainment Value

An auctioneer does more than just call out bids—they’re often the main source of entertainment for the evening. A seasoned auctioneer brings energy, humor, and engagement to the event, transforming it into an exciting experience. Their stage presence keeps everyone focused, participating, and having fun, which makes attendees more likely to open their wallets.

4. Building Credibility and Trust

Hiring a professional auctioneer shows donors and sponsors that you’re serious about hosting a top-notch fundraiser. This professionalism can build trust and encourage more generous giving, as people feel confident that their contributions are in good hands. Plus, a well-known auctioneer can add prestige to your event, helping you attract larger crowds and boost attendance in the future.

5. Handling the Unexpected

No matter how well you plan, things can go wrong—whether it’s a tech glitch or an awkward delay. A professional auctioneer knows how to handle these moments with grace, keeping the event on track without missing a beat. Their ability to adapt keeps the focus on the auction and your cause, ensuring minor issues don’t derail the event.

6. Tapping into Professional Networks

Many charity auctioneers come with extensive networks of donors, vendors, and event professionals who regularly support charitable events. Hiring a well-connected auctioneer can bring in additional bidders or sponsors who are familiar with their work. Their connections with event planners, caterers, and other key players can also enhance the overall success of your auction.

7. Managing Time Efficiently

Pacing an auction correctly is crucial—too slow, and people lose interest; too fast, and you miss out on bids. A professional charity auctioneer knows how to keep things moving smoothly, maximizing bidding opportunities without dragging out the event. This leaves time for other important parts of your fundraiser, like speeches, raffles, or entertainment.

8. Return on Investment

While hiring a charity auctioneer may seem like an extra cost, it’s really an investment. A skilled auctioneer can significantly boost the total amount raised, more than covering their fee. The increase in revenue, combined with a fun and memorable event for attendees, makes hiring a professional auctioneer a smart move for any nonprofit looking to maximize its fundraising efforts.

A professional charity auctioneer can bring energy, expertise, and credibility to your event, helping you raise more money and create a lasting impact. It’s a decision that pays off for your organization and your cause.

Michael's Top 100 Best Selling Auction Items

Here’s a list of 100 unique charity auction items that nonprofits can offer to help boost bids and maximize fundraising:

Exclusive Experiences:

1. Private dinner with a local celebrity chef

2. Behind-the-scenes tour of a popular sports stadium

3. VIP tickets to a sold-out concert or show

4. Meet-and-greet with a famous musician or actor

5. A day with a professional athlete

6. Private yacht cruise for a day

7. Access to a movie premiere or film set

8. One-day wine-making experience at a vineyard

9. A hot air balloon ride

10. Ride-along with a police officer or firefighter

11. A private cooking class with a master chef

12. Personalized golf lessons with a pro golfer

13. A day in a luxury spa with VIP treatment

14. Personal tour of a world-famous museum or art gallery

15. Private dinner in a historic or iconic building

16. A behind-the-scenes zoo or aquarium tour

17. VIP seating and backstage pass at a theater

18. Guided hiking adventure with a local wildlife expert

19. Custom wine or whiskey-tasting experience

20. VIP tickets to a fashion show or exclusive event

Travel and Getaways:

21. All-expense-paid luxury cruise

22. Weekend stay at a high-end resort

23. Private island getaway for two

24. Exclusive villa rental in a tropical location

25. Helicopter tour of a scenic region

26. Stay in a treehouse or unique vacation rental

27. Ski trip to a luxury mountain resort

28. Two-week adventure tour in New Zealand

29. Exclusive safari in Africa

30. Five-star all-inclusive trip to the Maldives

Celebrity & Sports Memorabilia:

31. Signed jersey from a famous athlete

32. Autographed guitar from a popular band

33. Sports memorabilia signed by an entire team

34. Signed poster from a blockbuster movie

35. Custom-framed and autographed photograph of a famous actor

36. Meet-and-greet with a famous sports team

37. VIP box seats at a major sporting event

38. Autographed scripts from TV shows or movies

39. Authentic vintage sports gear signed by legends

40. Rare or signed limited-edition collectibles

Unique Experiences for Kids:

41. A day as a “zookeeper for the day”

42. Private tour of a fire station and ride on a fire truck

43. Private lunch with a children’s book author

44. Sleepover at a museum or science center

45. VIP access to a theme park with a personal guide

46. “Police Officer for a Day” experience

47. Customized superhero birthday party

48. Private basketball or soccer clinic with a pro athlete

49. Exclusive access to a movie set for kids

50. Personalized music or dance lesson with a pro instructor

Adventure & Outdoor:

51. Private scuba diving lessons

52. Skydiving experience

53. Weekend camping adventure with a survival expert

54. White-water rafting trip for two

55. Guided horseback riding tour through a scenic location

56. Off-road ATV adventure

57. Paragliding session for two

58. Guided rock climbing experience

59. Fly-fishing trip with a local expert

60. Custom hunting trip in a prime location

Food & Beverage:

61. Private wine cellar tour with tastings

62. Year-long wine or beer subscription

63. A custom dinner prepared by a private chef at your home

64. Exclusive farm-to-table dinner event

65. Private wine-pairing dinner with a sommelier

66. Cocktail-making masterclass with a renowned mixologist

67. VIP access to a local food festival

68. Monthly gourmet meal delivery for a year

69. Private whiskey tasting for friends

70. A dessert-making class with a famous pastry chef

Arts & Culture:

71. Commissioned custom portrait by a local artist

72. Private concert by a renowned local musician

73. A year-long membership to a prestigious museum or gallery

74. VIP tickets to a Broadway or West End show

75. Private dance lesson from a professional dancer

76. Custom-written song or poem for the highest bidder

77. Tickets to a premiere art exhibition opening

78. Exclusive first edition book signed by the author

79. Private calligraphy class with an expert

80. Custom mural painted on the winner’s wall by a street artist

High-End Goods & Services:

81. Personal shopping experience with a fashion stylist

82. Custom suit or dress made by a luxury designer

83. Luxury car for a weekend experience

84. Private jet flight to a destination of choice

85. One-year membership at an exclusive club or gym

86. A luxury handbag or accessory

87. A custom-designed piece of jewelry

88. Professional interior design consultation and service

89. One-year subscription to a luxury magazine or service

90. Custom-built high-end bicycle or sports equipment

Uncommon & Quirky:

91. Naming rights to a star through a reputable service

92. Personalized constellation map of the night the winner was born

93. A year’s supply of gourmet chocolates or ice cream

94. Custom-built treehouse in the winner’s backyard

95. Naming rights to a character in an upcoming novel

96. A private ghost hunting tour

97. A personalized star in a planetarium

98. Custom-made high-end furniture piece

99. Ownership of a custom vineyard row or tree in an orchard

100. VIP access to a major video game launch event

By including a variety of unique and high-value items like these, nonprofits can appeal to a wide range of bidders and generate significant interest at their auction events. These items stand out due to their exclusivity, experiential value, and personalized nature, which often drive higher bids.

The Ultimate Fundraiser Event Checklist For Success

An ultimate charity event checklist ensures that you cover all critical elements for a successful nonprofit fundraising event. Here's a comprehensive checklist organized into key phases:

1. Pre-Event Planning Phase

Goal Setting & Strategy

- Define event objectives (e.g., fundraising target, awareness, donor engagement).

- Set a budget (include venue, catering, marketing, AV, and contingency funds).

- Choose the event type (gala, auction, walk/run, virtual event, etc.).

- Identify target audience (corporate sponsors, local donors, general public).

- Create a timeline for all tasks and milestones.

Venue & Logistics

- Book the venue early and ensure it aligns with your event theme.

- Obtain necessary permits (e.g., alcohol licenses, street closure if applicable).

- Arrange catering and confirm menu options for all dietary needs.

- Set up AV equipment (microphones, projectors, screens, etc.).

- Plan décor that matches the event’s theme.

- Arrange transportation and parking for attendees.

Technology & Fundraising Tools

- Select event management software to manage tickets and RSVPs.

- Choose a donation platform for easy tracking (e.g., mobile bidding apps for auctions).

- Set up event website with clear messaging and donation links.

- Implement social media and email marketing strategies to promote the event.

2. Event Day Checklist

Registration & Guest Experience

- Set up registration area (sign-in tables, name tags, welcome packages).

- Provide clear signage for event flow (registration, seating, restrooms, etc.).

- Coordinate volunteers for various tasks like ushering, ticket collection, and guest assistance.

- Prepare VIP guest management (special entry, reserved seating, etc.).

- Ensure AV and lighting setups are tested and functioning properly.

Fundraising & Engagement Activities

- Prepare for live and silent auctions (display items, test mobile bidding apps).

- Assign roles to hosts or MCs to manage the schedule and donor appeals.

- Organize entertainment** (bands, speakers, DJs, etc.) to engage guests.

- Highlight the cause with stories, testimonials, and videos to inspire donations.

- Prepare a donation ask (pledge cards, text-to-donate options, live appeal).

Event Execution

- Stick to the event timeline (dinner, speeches, auction, entertainment).

- Capture moments with photography and videography for future promotions.

- Monitor guest satisfaction (via on-site surveys or post-event emails).

3. Post-Event Follow-up

- Send thank you emails or letters to attendees, volunteers, and donors.

- Recognize sponsors publicly (social media, newsletters, website).

- Conduct a financial review (count donations, compare against targets).

- Evaluate event success (via feedback, social media engagement, fundraising totals).

- Share the event’s impact and fundraising success with supporters.

- Start planning for next year based on lessons learned.

This checklist ensures every aspect of your charity event is covered, from planning to post-event follow-up. Successful fundraisers depend on thorough preparation, strong donor engagement, and strategic post-event efforts

Contact Michael to Learn More

Market Trends Report for Charities and Nonprofit Fundraisers in the USA This Year

Executive Summary

The fundraising landscape for charities and nonprofit organizations in the USA continues to evolve, driven by changes in donor demographics, technological advancements, and shifting cultural interests. This report analyzes recent auction results, highlights popular auction items, and offers insights into current market trends that can help charities optimize their fundraising efforts.

Recent Auction Results

In 2023, charity auctions raised approximately $500 million across various sectors, a 10% increase from the previous year. The most successful auctions demonstrated the potential of combining unique experiences with tangible items. Notable auctions included high-profile events hosted by organizations like the American Cancer Society and local art foundations, which attracted both philanthropic and investment interest.

High-Value Items

1. Art and Collectibles: Artwork remains a top-performing category. Auction houses report that works by contemporary artists, especially those from underrepresented communities, are gaining traction. For instance, a piece by a rising artist fetched over $1 million at a charity auction, highlighting the potential for nonprofits to tap into the art market.

2. Experience Packages: Unique experiences, such as meet-and-greets with celebrities or exclusive behind-the-scenes tours, have proven extremely popular. These experiences not only generate significant bids but also create emotional connections between donors and the cause.

3. Luxury Goods: High-end items, including designer handbags and watches, continue to attract affluent donors. A charity auction in New York featuring rare luxury items raised nearly $3 million, underscoring the market's strength in luxury fundraising.

Emerging Categories

• Sustainable and Ethical Products: As consumer awareness around sustainability grows, auctions featuring eco-friendly items have seen a surge in interest. Charities that align with these values are attracting younger donors who prioritize ethical consumption.

• Technology: Items like the latest gadgets and tech experiences are becoming popular auction items. For instance, a limited-edition gaming console auctioned for charity brought in substantial bids from tech-savvy donors.

Insights into Current Market Trends

Donor Demographics

The demographics of charitable donors are shifting. Younger generations, particularly Millennials and Gen Z, are becoming increasingly influential. These groups prefer engaging experiences over traditional charitable giving methods and are more likely to support causes that align with their values. As a result, nonprofits must adapt their strategies to appeal to these demographics, focusing on transparency, impact, and social justice.

Digital Transformation

The rise of online auctions has revolutionized the fundraising landscape. Many charities now employ hybrid models that combine in-person events with online bidding. Platforms like GiveSmart and Handbid have become essential tools, allowing organizations to reach a broader audience and increase participation. Auctions that incorporate live streaming features attract a wider range of donors and create a sense of urgency and excitement.

The Importance of Storytelling

Emotional storytelling remains crucial in fundraising efforts. Charities that effectively convey their mission and the impact of donations are more likely to engage potential donors. Incorporating personal stories from beneficiaries into auction narratives can enhance connection and drive bidding.

Collaborations and Partnerships

Strategic partnerships are becoming more common in the nonprofit sector. Collaborating with local businesses or influencers can amplify outreach and generate greater interest in auction items. For example, a charity that partnered with a local brewery for a unique tasting experience saw its auction bids double compared to previous years.

Recommendations for Nonprofits

1. Diversify Auction Offerings: Consider including a mix of high-value items, experiences, and sustainable products to appeal to various donor interests. Regularly assess market trends to adapt your offerings.

2. Leverage Technology: Utilize online auction platforms to broaden your reach and engage a more extensive donor base. Incorporate live-streaming capabilities to enhance the auction experience.

3. Focus on Impactful Storytelling: Highlight the real-life impact of donations through compelling narratives. Use visuals, videos, and testimonials to create emotional connections with potential donors.

4. Engage Younger Donors: Develop campaigns that resonate with younger audiences. Use social media platforms for outreach and create interactive experiences that encourage participation.

5. Build Strategic Partnerships: Explore collaborations with businesses and influencers to increase visibility and drive auction engagement. Joint promotions can enhance credibility and attract diverse audiences.

As we move into 2025, the landscape for charity auctions and nonprofit fundraising is characterized by innovation and adaptability. Organizations that embrace digital transformation, prioritize storytelling, and engage younger generations will position themselves for success. By understanding market trends and donor preferences, charities can enhance their fundraising strategies and make a meaningful impact in their communities.

By leveraging these insights, nonprofit organizations can optimize their auction strategies and enhance their ability to secure funds for their missions, ultimately fostering greater societal change.

Contact Michael to Learn More