How to run a fundraising event: the guide in five steps

Run a fundraising event in five steps: goal and budget, concept, team and tickets, promotion, thanks and measuring. Get the full guide.

To run a fundraising event from start to finish, work in five steps: fix one goal and a break-even number, choose a concept your team can deliver, organise people, rules and tickets, promote for six weeks, and thank and measure afterwards. This overview walks through each step. The full guide has the templates, worked examples and checklists.

Step 1: Start with one goal and a budget

An event can raise money, find supporters or thank donors. Pick one main goal and write it as a sentence with a number and a date, for example "raise a net €6,000 on 14 March". Net means after all costs, which is where many first events surprise their organisers.

Then list every cost and calculate your break-even number: total costs divided by the ticket price. In an invented example, an evening with costs of about €2,180 and a ticket of €25 needs 88 tickets to break even. A reserve of around 10 percent for surprises is a common rule of thumb.

Step 2: Choose a concept your team can really deliver

Dinners, sponsored walks, concerts, quizzes, open days and online events all work, but each asks something different from your people.

Test the idea with five questions: can we explain it in one sentence, can our network reach break-even, do we have the people to run it, is there a moment where guests can give, and does it tell the story of our cause? The fourth question is the one most events forget. A ticket pays for the evening; a gift pays for the mission.

Step 3: Team, rules and tickets

Give every task one named owner and recruit volunteers for clear tasks with short shifts. Ask your municipality and your insurer early what you need: permits for public space, sound or alcohol, liability cover for volunteers, capacity, first aid, allergens and rules on lotteries or collections. These rules differ per country and municipality, so ask in writing and keep the answers.

Sell tickets online with a clear price, familiar payment methods (in Belgium and the Netherlands usually Bancontact or iDEAL plus cards), an instant confirmation and an option to add a gift. Send a reminder two days before.

Step 4: Sponsors and promotion

Local businesses often prefer to help with something concrete, such as a venue, drinks or printing. Make a one-page offer with two or three levels, ask specifically and follow up once.

For promotion, start six weeks before and use your own network first: ask each team member and volunteer to invite five people, mail your supporters, and share the stories of those you help. Count clicks and tickets, not likes.

Step 5: The day, the thanks and the measuring

A printed run-of-show with times and names is your best friend on the day. Plan a short, honest moment where guests can give. Afterwards, thank volunteers and guests within 48 hours, tell the final result honestly, and follow up within 60 days.

Measure what you wanted: net result, cost per euro raised, attendance, new contacts who agreed to hear from you, and follow-up gifts. Meet within two weeks to compare planned and actual budget, list three things to keep and three to change, and write a one-page handover.

How WeGlow helps

In WeGlow you can create an event with tickets and live totals, let supporters start their own fundraiser pages, and take one-off or monthly gifts on a phone-friendly donation form. Glowie can draft an event as a card you review and confirm before it goes live.

If your organisation has written a thank-you text, WeGlow sends the thank-you mail after a gift. WeGlow Mail (free up to 250 contacts; included up to 2,500 contacts with the Pro platform plan at €40 per month or €400 per year, excl. VAT) and WeGlow CRM (from €29 per month, excl. VAT, for up to 1,000 contacts) help you invite guests and keep in touch afterwards. Check the current prices in your dashboard.

Get the full guide

The complete guide has twelve chapters: goal setting, concept, budget, team and volunteers, permits and insurance basics, ticketing, sponsors, promotion, run-of-show, thanking and measuring, ready-to-copy templates, and what to do next in WeGlow. Get the full guide.

How many tickets do I need to break even?

Divide your total costs by the ticket price. In the invented example an evening costs about €2,180 and a ticket costs €25, so you need 88 tickets to break even. On top of that, plan a reserve of around 10 percent for surprises (a rule of thumb).

When should I start promoting?

Six weeks before the event. Use your own network first: ask each team member and volunteer to invite five people, mail your supporters and share stories of those you help. Count clicks and tickets, not likes.

How soon should I thank guests and follow up?

Thank volunteers and guests within 48 hours and follow up within 60 days. Meet within two weeks to compare planned and actual budget, and note three things to keep and three to change.

Which permits or insurance do I need?

That differs per country and municipality. Ask your municipality and your insurer early what is needed for public space, sound or alcohol and for volunteer liability. Ask in writing and keep the answers. This overview is not legal advice.

Sources

Chartered Institute of Fundraising: tips on planning a fundraising event: set objectives first, plan costs, safety, promotion.
Save the Children UK: sponsored walks: roles, risk checks, follow-up.
WeGlow features and prices: checked in the WeGlow code base and internal fact sheets on 2 October 2026.

Worked examples are invented. Checked on 2 October 2026.