eventrundown.com
A complete fundraiser run of show with cocktail reception, silent and live auctions, keynote, fund-a-need appeal, and awards. Built for nonprofits and event planners.
Full gala run of show — 200 guests, hotel ballroom
Caterers, AV team, florists, and auction item display setup
Major donors and board members receive private preview of auction items
General admission — welcome drinks, programs distributed
Passed appetizers, open bar, and networking before dinner
Guests browse and bid on silent auction items throughout cocktail hour
Guests seated, three-course dinner service starts
Strategic timing of auctions, paddle raise, and appeals keeps energy high and donations flowing throughout the evening.
Share with your emcee, AV team, and venue coordinator so everyone is executing the same schedule.
Dedicated arrival time and auction preview for major donors creates an exclusive experience that drives loyalty.
Nonprofit Annual Galas
Major fundraising events with auctions, awards, and donor recognition
Hospital & University Fundraisers
Formal benefit dinners with major gift solicitations
School Auction Galas
PTA and parent group fundraising events with live and silent auctions
Corporate Charity Events
Company-sponsored fundraisers for community causes and employee giving programs
Professional workshop and conference timeline
Professional photoshoot timeline from setup to wrap
Speaker-facing schedule for summits with mic checks, stage cues, and Q&A
Company-wide meeting with exec updates, Q&A, and team recognition
Start with this template or let our AI build a custom fundraiser run of show based on your event details.
DescribeGuests are mobile and engaged during cocktail hour — maximize silent auction browsing time before dinner seats everyone.
Present impact stories and beneficiary videos before the fund-a-need appeal to prime emotional connection and giving.
More than 7 live auction items causes donor fatigue. Curate your best items and keep energy high throughout the bidding.
Regular updates on funds raised during the evening create momentum and social proof that inspires additional giving.
Assign staff specifically to run auction check-in and item pickup so donors can complete transactions without hunting for help.
The live auction works best immediately after the main course is cleared and before dessert — guests are full, comfortable, and in a generous mood. Avoid scheduling it during dinner service when guests are distracted eating, or late in the evening when energy flags. Aim for the 8:30–9:30 PM window at a typical evening gala.
Open the silent auction during cocktail hour so guests can browse and place initial bids while moving around. Use a mobile bidding platform so guests can bid from their seats during dinner. Close the auction in rounds — close lower-value items first to create urgency, then close premium items during the live program. Announce closures from the stage to drive last-minute bids.
For a first-time gala of 150–200 guests, a realistic net fundraising goal is $30,000–$75,000 after event costs. The biggest driver is sponsorships secured before the event — aim for 50–60% of your goal in pre-committed sponsorship revenue before opening ticket sales. Under-promising and over-delivering on your first event builds credibility for future years.
Lead with a 2–3 minute emotional impact story or video before the ask — donors give to stories, not statistics. Have your auctioneer or emcee start the appeal at a high giving level and work down, acknowledging each level of donors by name. Peer pressure is a powerful motivator — seeing others give at a level encourages participation. Keep the entire appeal under 15 minutes.