Fundraising Event Report Card Your event is over. It was a great success, but is there still room for improvement? We ve developed the Fundraising Event Report Card to help you capture and evaluate everything that worked at your event and everything you wish you d done differently. Next year you ll be so happy to have this reminder of your event details. Not running the event next year? Imagine if someone had handed this to you when you took over as the event chair. Think of it as part of a pay-it-forward playbook for next year s event chair and committee. Rate your vendor experience Use this section to rate all your outside resources and how satisfied you were with their overall performance. They all have a part to play in the success of your fundraiser, and there s no reason to settle for less than A performance. Vendor: Grade (circle): Vendor Notes: Venue A B C D F N/A Florist A B C D F N/A Linens A B C D F N/A Caterer A B C D F N/A Band A B C D F N/A Auctioneer A B C D F N/A Master of ceremony A B C D F N/A Event planner A B C D F N/A Graphic designer A B C D F N/A Audio/visual A B C D F N/A 1
How satisfied were you with your venue? Since the venue is often the largest expense in your event budget, it s important that you understand exactly how it worked for you. You want to make sure that you remember details to check on for next year whether you are returning or assessing a new venue. This will help. Venue: Grade (circle): Venue Notes: Overall quality/value of venue A B C D F N/A The space worked for our needs A B C D F N/A Venue staff A B C D F N/A Location A B C D F N/A Parking A B C D F N/A Cleanliness A B C D F N/A Layout of the venue A B C D F N/A Layout of the silent auction A B C D F N/A Visibility of speakers/presentations A B C D F N/A Audio/visual equipment A B C D F N/A Connectivity to the Internet A B C D F N/A How well did the event flow? Did everything run smoothly? Were there just the right amount of activities or too many? Did any of your activities distract from your main fundraising efforts (paddle up, silent/live auction)? Was the music too loud during dinner? Grade how you did, then add the specifics of what went right or wrong to your notes. Event flow: Grade (circle): Event Notes: Overall timeline A B C D F N/A Set up time A B C D F N/A Smooth registration process A B C D F N/A Time for socializing A B C D F N/A Dinner time allowed A B C D F N/A 2
Event flow continued: Grade (circle): Event Notes: Presentations timed correctly A B C D F N/A Time for paddle up A B C D F N/A Time for auction A B C D F N/A Time for other fundraising activities A B C D F N/A Efficiency of checkout A B C D F N/A Efficiency of breakdown/leaving venue A B C D F N/A Volunteers make events work Volunteers are an essential element of most events. This is your chance to look at how well you did managing these folks. It s also a handy way to capture an assessment of which volunteers performed their tasks extremely well. Next year s event chair will thank you for sharing this information. Volunteers: Grade (circle): Volunteer Notes: Volunteer training? A B C D F N/A How well did they manage registration? A B C D F N/A How well did they manage checkout? A B C D F N/A How well did they help guests? A B C D F N/A Did we thank them enough? A B C D F N/A Which volunteer exceeded expectations: Volunteer (name): Decorating the venue? Meeting and greeting guests? Registration? Checkout? Spotting for paddle up? 3
Speakers, presentations, sponsor acknowledgements How successful were you at connecting your supporters to your cause, and acknowledging key donors and sponsors? Acknowledgements: Grade (circle): Notes: Speakers A B C D F N/A Signage A B C D F N/A Program A B C D F N/A Table Charts A B C D F N/A Leaderboard used effectively A B C D F N/A Sponsors highlighted A B C D F N/A VIP donors highlighted A B C D F N/A Volunteers thanked A B C D F N/A Did you reach your overall goals? Perhaps the most important grades of all. Don t be too hard on yourself. You deserve a lot of thanks, too. Overall Goals: Grade (circle): Goal Notes: Number of attendees A B C D F N/A Delighting your guests A B C D F N/A Communicating your mission A B C D F N/A 4
Five things we re proud of: 1. 2. 3. 4. 5. Five things we d do differently next time: 1. 2. 3. 4. 5. Celebrate, learn, improve It s important to celebrate success and to evaluate room for improvement honestly. This is the tried and true method for improving performance. BiddingForGood has helped nearly 30,000 organizations with their fundraising auctions and events and we ve learned valuable lessons from every one. Find out how we could help you. Click here to schedule a call or call us at 866-621-0330. 5 2015 BiddingForGood, Inc. 100 CambridgePark Drive Cambridge, MA 02140 www.biddingforgood.com