In this article, we’ll guide you through the best ways to ensure your fundraiser creates bonds between you and your community.

1. Partner With Local Businesses

Corporate sponsorships offer benefits like financial support for your event, increased awareness of your cause, and potential ongoing funding for your mission. Sponsors are often eager to work with schools, too, because a large portion of their potential customers are probably already connected to your school community.

To secure—and maintain—a successful partnership, try these tips:

• Build mutually beneficial sponsorship packages that go beyond simple logo placement. For example, during a school auction, you might receive an in-kind donation of a spa day coupon from a local massage business. In return, offer them an interactive booth at the event or let them present their own auction item to make a more impactful impression on your guests.
• Target local businesses that naturally align with your educational values and student demographics. A tutoring center, local art studio, or pediatric dental office already has a vested interest in the well-being of neighborhood families. By reaching out to businesses in these specific sectors, you ensure that the sponsorship feels like a natural fit.
• Create an ongoing recognition program that features sponsors in monthly school newsletters or dedicates a specific section of your website to local business partners. Continual recognition provides sustained value to sponsors and encourages long-term financial commitments to your mission.

Establishing deep roots with local businesses provides a steady stream of event revenue while integrating your school into the local economic landscape.

2. Incorporate Local Community Leaders

Inviting local civic leaders to participate in your fundraiser elevates your event’s profile and attracts a broader audience. Whether it’s a neighborhood council member, city official, or group of first responders, these figures are experienced in bringing communities together.

To involve local leaders in your next fundraiser, invite them to:

• Serve as guest auctioneers or event speakers
• Donate experiences for your auction (such as a tour of the fire station or a lunch with a local representative)
• Join an advisory committee that guides the direction of your event

When community leaders actively participate in your fundraising efforts, they lend their credibility and audience to your cause. This type of civic endorsement can be invaluable for building long-term trust and expanding your donor base.

3. Cast a Wider Net With Your Communication

Especially for private schools, the broader community may not always understand the impact they have on students. Because of this, these schools may need to be more intentional about sharing their story and inviting the surrounding community to participate in their mission. By actively reaching out to neighbors, family members, and local residents who do not have a direct tie to the school, schools can expand both awareness and fundraising support.

To attract a broader base of community support, you should:

• Use a variety of marketing channels. Consider adding your fundraiser details to your social media accounts or posting flyers around popular neighborhood spots to attract attention from the wider audience and make it clear that everyone is welcome.
• Share how the raised funds will benefit the broader neighborhood. For example, you might announce that a new playground will be open to the public on weekends or that an updated theater space will host community performances.
• Utilize peer-to-peer fundraising tools that empower students and parents to reach their extended networks. When the appeal comes from a neighbor rather than an institution, people are far more likely to want to support the cause.

Remember to include the wider community in both your stewardship and marketing efforts. Creating a donor wall that recognizes the contributions of every supporter—not just the ones with students enrolled—shows that you’re committed to sustaining an ongoing relationship with your neighbors.

4. Showcase Direct Student Impact

Donors give most generously when they can clearly see how their contributions will improve students’ lives. Emphasize specific goals to create a compelling narrative for community support.

For schools that prioritize individualized learning, such as one-to-one instruction, this impact can be especially powerful to highlight so donors can clearly see how targeted support changes students’ academic success and confidence.

To showcase direct student impact, consider these approaches:

• Connect your fundraising goals to specific student well-being initiatives. Increase donors’ motivation by showing them how their contributions will directly fund resources for students, such as tutoring for students with learning differences, or create opportunities for gifted learners to be challenged and explore their interests.
• Share anonymous, positive case studies. Stories showing how past funds have directly improved the student experience make the abstract concept of fundraising more tangible and compelling. Even demonstrating academic growth or renewed confidence can make a lasting impression on donors.
• Invite students to take on leadership roles during the fundraiser. Putting students at the center of your event will encourage supporters to contribute to your cause. For instance, have them lead peer-to-peer fundraising efforts, where they clearly articulate why the fundraiser is important to them and the community.

Demonstrating the real-world impact of your fundraising efforts proves to the community that their money is being used thoughtfully and compassionately.

5. Partner With Local Nonprofits

Schools and local nonprofits often share the same overarching goal of improving the community, yet they rarely collaborate on fundraising initiatives. Joining forces with charitable organizations can amplify your reach and demonstrate a profound commitment to civic duty.

Consider these tips for partnering with local nonprofits:

• Commit a small percentage of your event proceeds to a local charity that aligns with your school’s mission. By sharing the financial success of your fundraiser with a neighborhood food bank or youth shelter, you demonstrate that your school is committed to the broader welfare of your community.
• Co-host a community service day leading up to the main fundraising event to build momentum and goodwill. Organizing a park cleanup or a community garden project involving both students and local residents generates positive press and word-of-mouth marketing for your upcoming event.
• Invite local nonprofits to set up informational tables at your fundraising event free of charge. Providing these organizations with a platform enriches your attendees’ event experience and turns your fundraiser into a valuable community networking hub.

These partnerships are mutually beneficial, helping both your school and local nonprofits to maximize impact and reach more supporters.

Conclusion

Turning your standard school fundraiser into a bona fide community event allows your school to create stronger bonds that will elevate both your school and your surrounding neighborhood. The relationships you forge will create reliable financial support and advocacy for your school, creating stability for years to come.

The skills you need to plan a school fundraising event, such as project management, negotiation, and leadership skills, are not just good for the school. They are also what companies look for when they hire people. If you are trying to get a new job, change careers, or advance in your current role, make sure to include your event planning experience on your resume when exploring new career opportunities.

Why Event Planning Experience Attracts Employers’ Attention

School fundraisers are not small undertakings. You have to work with a lot of people, manage money, and make sure everything gets done on time. When you work with a deadline and a budget, you are doing the kind of work that companies do every day.

Unlike theoretical coursework or training simulations, successfully planning a fundraising event means you actually did it. You had to solve problems, work with real people, and get real results. This kind of experience is very important in job interviews because it shows the skills you have acquired in the process and your ability to use them.

The skills you learn from planning school events apply across surprisingly diverse career paths. Corporate event coordinators, marketing managers, nonprofit program directors, sales professionals, and many other specialists rely on the same core skills, including coordinating people, managing resources efficiently, and delivering results under pressure. This skillset can be especially useful for transitioning into operations management, client services, or project coordination roles.

Event Planning Skills That Strengthen Your Resume

1. Strategic Planning and Goal Setting

When you plan a school auction, you start with a goal and work backwards. You need to figure out how many people will come, how much to charge for tickets, and what to get for the auction. Then you make a timeline to make sure everything gets done on time. The ability to set goals and figure out what you need to do is what companies mean when they look for someone with “strategic planning skills”.

2. Budget Management and Keeping Track of Finances

Every school auction has to work with a budget. While managing such events, you have to keep track of how much money you are spending and making, as well as look for cost-saving opportunities. This financial management experience is very useful in different jobs. Whether you are managing a departmental budget, overseeing project costs, or running financial reports, the fundamental skills remain practically the same.

3. Working with Vendors and Building Relationships

Getting things donated for your school auction means you have to talk to businesses, build relationships with people in the community, and often negotiate terms for services your event needs. You are basically doing business development and partnership management, the kind of work that companies do when they make deals with other companies. It’s also important to be thoughtful about who you approach—many vendors who primarily serve nonprofits rely on paid work to sustain their services, so building mutually beneficial partnerships is often more appropriate than requesting donations.

If you can get several businesses to donate things to your auction and keep those relationships going from year to year, you are showing that you are good at sales building, relationship management, and persuasive communication. These skills are resume-worthy professional competencies, highly valued for many roles.

4. Marketing and Promotion

Getting people to attend your auction needs marketing. You have to write engaging emails, post on social media, create print materials, coordinate with school communications channels, and interest people weeks before the event.

Understanding your audience, crafting a message, picking the right way to share it, and achieving involvement – that is what marketing is all about. The fact that you are promoting an auction rather than a product does not diminish the transferability of these skills.

5. Adaptability and Problem-Solving on Limited Resources

Event planning often involves unexpected challenges. The computer system might not work. The main speaker might not show up. The weather might be bad. Your task is to stay calm and figure out what to do. Being able to think of options quickly and find solutions while everything is still happening is what shows that you are a professional who can handle emergencies. Employers want to know that you can deal with such situations, and your experience with the school auction can give perfect evidence of your problem-solving skills.

School budgets are usually pretty tight. When planning an auction, you have to be creative and find ways to solve problems without spending a lot of money. This ability to be resourceful and solve problems is really helpful in any job. Companies have limits on their resources too. They like employees who can get things done and deliver results, even when resources are limited, just like you do when planning an auction.

How to Showcase Event Planning Skills on Your Resume

• Quantify your fundraising achievements: Numbers make your accomplishments tangible. Instead of writing “Helped with school auction,” try to quantify whatever you can: dollars raised, attendance numbers, percentage increases, number of volunteers managed, size of budget administered, or timeline length. These specifics help employers understand the scope and impact of your work.
• Frame volunteer experience professionally: When describing your volunteer work, use the same action verbs you would use for paid positions: developed, implemented, negotiated, cultivated, coordinated, etc. Consider creating a “Relevant Experience” section on your resume where volunteer roles sit alongside professional positions. The skills are equally valid whether you were paid or not.
• Tailor skills to job descriptions: Read job descriptions carefully and match your event planning experience to what employers are asking for. For instance, if a job requires management skills, highlight your experience coordinating with school administration, parent committees, and vendors. The same auction experience can be framed differently depending on whether you are applying for a marketing role, an operations position, or a project management job.

When you present your experience clearly and intentionally, it becomes much more than volunteer work. It shows employers that you have real, transferable skills they can rely on from day one.

Leveraging Event Planning Experience in Job Interviews

When interviewers ask questions like “Tell me about a time you led a team through a challenge,” your school fundraising work can provide perfect material. Try structuring your answer using the STAR method:

Situation: “Our school’s annual auction was struggling. Attendance had dropped 30% over two years, and we were not meeting fundraising goals.”

Task: “I volunteered to chair the event committee with a task to reverse the decline and restore the auction as our school’s primary fundraiser.”

Action: “I adjusted the timeline so we had more time to promote the event, worked together with a team on improving the sponsorship system, and implemented an online fundraising platform to increase participation.”

Result: “That year, attendance increased by 40%, and we raised 60% more than the previous year, exceeding our goal.”

This approach will make your experience stand out, show how your skills can actually be effective, and meet the employers’ requirements.

Final Word

The next time you are updating your resume or preparing for a job interview, do not forget to include your experience with school auctions. Money managing, leading teams, working with vendors, marketing, and solving problems are the skills that will make you a stronger candidate. Take the time to write down your accomplishments and explain them in a way that is clear and easy to understand.

Your work raising funds for your school community can simultaneously build a professional skill set that sets you apart in the job market. That is worth celebrating and definitely worth including on your resume.

Fortunately, the data tells a more encouraging story.

The Capital Campaign Pro’s 2026 Capital Campaign Benchmark Study shows that approximately 95% of campaigns have succeeded since 2024, which marked the previous height of inflation and recession concerns. The research also shows that most organizations do not delay their campaigns because of the economy. Even more encouraging, most campaigns report that they do not cannibalize annual funds. Organizations are raising capital dollars while maintaining healthy annual giving.

However, even with this data, launching a capital campaign can feel like a leap of faith. To help your nonprofit navigate running its campaign, here are ten tips for what to do during times of economic uncertainty.

1. Let the Research Give You Confidence

When the broader economy feels unstable, nonprofit leaders often assume donors will retreat. However, the data shows that nonprofits approaching the right donors will still find success. In particular, nonprofits are noticing these trends:

• Increased wealth concentration. The United States has seen continued wealth stratification, with a small number of wealthy individuals owning the majority of assets.
• Continued asset growth for wealthy donors. Even during economically challenging times, the wealthiest donors tend to still see asset growth.
• Increased focus on major giving. As major donors continue to increase their wealth and are relatively unaffected by economic downturns, many nonprofits are drawing an increasing percentage of their campaign funds from a small number of donors.

Currently, campaigns tend to draw 70% to 80% of their funds from a relatively small group of major donors. While engaging mid-level donors may be difficult, nonprofits with strong major donor pipelines should be able to weather economic challenges.

2. Be Bold About a Compelling Need

A capital campaign rises or falls on the strength of its case for support. If your need is clear and urgent, do not let economic uncertainty stop your project. Communities recognize strong visions and will likely support a compelling campaign, regardless of economic conditions.

Additionally, if your nonprofit offers programs that receive increased demands during economic hardships—such as a food pantry or homeless shelter—you can use current conditions as a rallying point to earn more support.

3. Build on an Active Major Gift Program

Campaigns succeed when your nonprofit already has a strong major gifts program. Before launching a campaign, look at your current portfolio of major donors. Are you meeting with them regularly? Do you have a pipeline of prospects? Have you practiced asking for five- and six-figure gifts?

While you can grow your fundraising capacity through your campaign, your initial success will depend on what your nonprofit already has in motion. If you already have strong major gift relationships, capital campaign fundraising will seem like a natural extension of your current strategies rather than an abrupt shift.

4. Stay in the Quiet Phase Until You Reach 70% to 80%

Many campaigns struggle when they go public too early. The quiet phase is where you secure the majority of your campaign’s funding, helping you earn leadership commitments and build credibility.

Best practice is to raise 70% to 80% of your goal before making any public announcements. This gives your nonprofit space to refine your messaging and adjust your strategy based on feedback from major donors. Plus, even with a strong message, public excitement will likely only last so long, and you should only rely on the public part of your campaign to push your nonprofit across the finish line.

5. Strengthen Your Data and Break Down Silos

A successful campaign depends on accurate, accessible donor data. Educational institutions often need to bring together development and alumni relations data, while churches and associations may need to combine membership and giving records.

If your database is fragmented or outdated, make fixing it a priority before launching your campaign. When your data is organized, you’ll be able to:

• Better identify major giving prospects
• Stay in touch with donors throughout your campaign
• Maintain campaign continuity and consistency

When all of your data is easily accessible, you’ll know more about your major donors, leading to more confident fundraising asks.

6. Conduct a Thorough Feasibility Study

If you have concerns over whether now is the right time to launch a campaign, your feasibility study can provide a definitive answer. These tests will help you:

• Understand donors’ willingness to contribute
• Identify potential lead donors
• Uncover donor concerns or possible obstacles

Often, nonprofits outsource feasibility studies to a third-party consultant. However, increasingly, nonprofits are turning to a guided feasibility study model where they work alongside a consultant to conduct donor interviews. This helps your nonprofit leadership understand exactly where donors stand and if economic concerns might impact their giving potential.

7. Engage and Activate Your Board

Board engagement consistently correlates with campaign success. In general, the more involved a board is, the more likely a campaign is to succeed. Encourage engagement early on by ensuring that board members:

• Understand and support your campaign
• Know their role in your campaign
• Have practical next steps to take to further your campaign

Look closely at who on your board has access to potential campaign donors. Provide training so board members feel comfortable making introductions and participating in solicitations. An engaged board sets the tone for the entire effort.

8. Invest in Staff and Outside Counsel

Campaigns require focus and expertise. A capital campaign consultant can bring structure, accountability, and experience to their partnership with your nonprofit. With their insights, you should be able to set realistic goals, design a long-term campaign plan, coach volunteers, set a budget, and avoid common pitfalls.

Additionally, expand your internal fundraising team. Many organizations add development staff or reassign responsibilities during a campaign to increase their fundraising capacity.

9. Communicate to Protect (and Grow) Annual Giving

One persistent fear is that a capital campaign will drain annual support. However, most nonprofits report that annual funds remain stable throughout their capital campaigns.

Clear communication is key. Explain how capital gifts are separate from annual operating support. Continue to steward annual donors throughout your campaign by holding your regular annual fundraising activities, like auctions, peer-to-peer campaigns, and online giving campaigns.

10. Keep the Mission Front and Center

Economic cycles rise and fall, but nonprofits’ passionate missions endure.

When leaders ground their campaign in service to students, families, congregants, or community members, donors respond. People give to impact, not to economic forecasts.

Uncertainty can even clarify priorities. Organizations that articulate a compelling vision and demonstrate responsible stewardship often find that donors welcome the opportunity to invest in something stable and meaningful.

Capital campaigns require courage and preparation. The current economic climate may feel unsettled, yet the evidence from the 2026 Capital Campaign Benchmark Study points to sustained success. High completion rates, strong board engagement, widespread use of outside counsel, and steady annual funds all tell the same story.

For small-to-mid-sized nonprofits, the question is less about timing the economy and more about readiness. Do you have a compelling case, committed leadership, strong data, and a thoughtful plan?

If so, this may be the right moment to move forward with confidence.

There are several ways to analyze donor data to learn what drives your supporters. Let’s explore seven metrics that offer valuable insight.

1. Giving Level & Frequency

The amount donors typically give and how often they contribute to your organization tells you a lot about them. Giving levels and frequencies can help you estimate someone’s capacity to give, understand their philanthropic habits, and predict their next contributions. These metrics are essential for segmentation, and they can also point to broader motivations.

For instance, donors who contribute small amounts of money at a high frequency are likely motivated by habit and their ability to make an everyday impact. Inspire these donors to maintain or increase their support by joining your monthly giving program.

On the other hand, high-capacity donors who give large gifts less often are more likely to be driven by their investment in your cause. They want to see long-term impact and leave a personal legacy. Provide these supporters with detailed updates about how your organization uses their gifts.

2. Campaign Participation

How do donors participate in your fundraising campaigns, and which ones see the highest participation rates? More importantly, which appeals or fundraising pushes inspire your support base to act?

Analyze campaign participation at a high level first. For example, look at fundraising totals and engagement rates to determine whether the bulk of your donations typically come from fundraising auctions or program-specific appeals. Then, examine individual campaign participation for insight into the motivations of different donor segments.

In particular, note which donors give to:

• Emergency appeals
• Peer-to-peer campaigns
• Fundraisers to support a specific program
• Capital campaigns
• Year-end or annual fundraisers
• Event-based fundraisers

From here, you can go deeper and analyze giving behavior on a per-communication level to identify the appeals or stories that inspired the most donations. For instance, Meyer Partners’ donor communications guide explains that you might track direct mail response rates, conversion rates, and click-through rates to pinpoint the specific messages that drove the most action.

3. Contribution Type

How donors give might provide hints about their reasons for donating. According to Infinite Giving, for example, donors who make contributions from donor-advised funds (DAFs) are typically high-capacity donors who are committed to long-term giving. If you know someone who regularly gives from a DAF, you can assume that they’re motivated to create a major impact and leave a personal philanthropic legacy.

Other contribution types you can gain insight from include:

• Mailed check donations: These donors are motivated by tangible, personal communications and might appreciate more direct mail communication.
• Donations via text: Inspire these donors to act with easy, quick giving opportunities.
• Stocks or crypto: These donors are likely high-wealth individuals concerned about the most tax-efficient ways to give.
• In-kind gifts: Supporters who donate goods or services, such as professional marketing support, may want to be more personally involved in your cause.

4. Event Attendance

General event participation indicates how motivated your donors are by community, networking, and face-to-face interaction. Attendance rates by event type tell you even more. If your most popular events are raffles and auctions, for instance, your donor base is likely motivated by gamification and prize incentives.

Additionally, analyzing event attendance can help you identify other kinds of fundraisers or appeals that tap into those same motivations. If one segment of donors only attends challenge-based events like walk-a-thons and golf tournaments, you might target them during other gamified fundraisers, like matching gift challenges.

5. Volunteer Participation

Frequent volunteers are likely motivated by seeing their personal impact firsthand. They may also prioritize community-building and making connections with other supporters. When you identify donors who frequently participate in volunteer opportunities, share impact data and tangible outcomes with them to deepen their engagement.

Beyond tracking volunteer participation on an individual level, you can also analyze:

• Conversion rates for specific volunteer recruitment campaigns
• Demographic data for volunteers
• Individuals’ volunteering frequency
• Participation rates for different types of volunteer events
• Volunteer retention rates
• Percentage of volunteers who secure corporate volunteer grants

This data can help you understand how and why donors volunteer, which opportunities are most engaging, and who your most loyal advocates are.

6. Employer Data

If you’ve collected employer data through an append or prospect research, you can identify donors with extra motivation to give.

Donors’ employer data can help you understand their giving capacity and whether they’re motivated by corporate giving programs like matching gifts, volunteer grants, or charitable spending accounts (CSAs). Employers who offer these programs tend to incentivize participation in nonprofit causes, providing additional motivation for eligible donors.

If a large portion of your donor base works for companies with these programs, consider promoting corporate giving opportunities more heavily. Emphasize the benefits of participation and send personalized reminders and thank-you emails to eligible donors.

7. Survey Responses

Qualitative data is one of your best sources for understanding donor motivations. In particular, survey responses uniquely provide direct insight into donors’ preferences, interests, priorities, and reasons for supporting your organization.

Survey your donors often, especially at the end of campaigns and after fundraising events. Ask directly why they chose to support your organization, and ask other open-ended questions that encourage them to elaborate on their personal motivations. Store this data in your CRM and refer back to it often when evaluating the best ways to steward individual donors.

With these metrics, you’ll get a better picture of why donors give to your nonprofit and what tactics will inspire them to stay involved. Remember that donor motivations can change, so be sure to reevaluate your data periodically and avoid outdated assumptions.

Church bookkeeping is the process of gathering, organizing, and managing your church’s financial records. Depending on the size of your congregation and the complexity of your financial situation, the data included in your books can vary greatly.

Use this article as your bookkeeping checklist. Here, we’ll outline the financial information your books must include, as well as some tips for accurately recording it.

Charitable Contributions

Many churches rely on tithes and other charitable donations for their funding. However, there are a lot of details about these contributions (beyond the gift’s size) that are important to track in your bookkeeping records, such as:

• The donor’s name
• The donor’s contact information
• The date your church received the gift
• The method of payment (e.g., cash, check, credit card, etc.)
• Any restrictions placed on the gift

The importance of these details is two-fold: they support financial compliance and donor stewardship.

On the compliance front, these records inform legally compliant donor receipts, as required by the IRS for gifts to churches with 501(c)(3) status. At the same time, these details can help your church understand the congregation’s giving patterns, honor their wishes as you use their contributions, and show proper gratitude. Giving this attention to your dedicated donors shows that you care and encourages them to continue giving in the future.

Miscellaneous Sources of Income

Outside of traditional tithes and offerings, your church may generate other forms of income from various sources, such as:

• Fundraising campaigns: Specific initiatives or events designed to generate funding for your church’s needs could include auctions, bake sales, or even targeted prospect research efforts to identify potential major donors.
• Merchandise sales: Some (often larger) churches sell branded items like t-shirts, coffee mugs, or books written by church staff.
• Registration fees: If your church hosts events, conferences, or ministry programs, you may charge admission fees. Often, these fees cover the cost of hosting the event, but you can use leftover funding for other purposes.
• In-kind donations: Congregation and community members may donate goods to your church, such as supplies for your nursery or auction items for an upcoming fundraiser. Non-cash donations can also include free services, like pro bono legal work or marketing support.

Every church’s financial situation is unique, especially when it comes to revenue. Some revenue may even accrue on a case-by-case basis, such as renting one of your buildings to a local school as space for a one-time event.

To ensure your church’s bookkeeping records aren’t missing anything, it’s best to record all revenue as soon as you receive it. This way, your bookkeeper isn’t scrambling at the end of the year to remember every fundraising initiative you launched throughout the year. Additionally, it measures your financial situation in real-time, allowing you to budget more efficiently.

Expenses

Both the IRS and the members of your congregation place a high value on transparency, ensuring that your funds are used in accordance with your mission and legal obligations. That’s why your church’s financial records must capture a wide spectrum of operating and mission-related costs, including:

• Property and facility costs are the necessary expenses to acquire, maintain, and operate the physical location of the church.
  • Examples: Mortgage payments, utilities, and maintenance
• Programmatic costs cover your church’s ministry expenses.
  • Examples: Children’s church curriculum for your youth ministry or food for congregation-wide events and meetings
• Outreach-specific costs are funds directly allocated to fulfilling the church’s charitable and evangelistic purposes.
  • Examples: Mission trips and community service programs
• Administrative and operational costs are the expenses necessary to run the church on a day-to-day basis.
  • Examples: Payroll, audio equipment for the worship team, and fees paid for professional services, like outsourced bookkeeping
• Debt servicing includes all financial obligations your church has undertaken.
  • Examples: Outstanding credit card balances or short-term loans

When recording this data, be sure to keep all supporting documentation, such as receipts, invoices, vendor contracts, and bank statements. It can also be helpful to add brief notes about each transaction so that you remember the reason for the purchase. For example, a bank statement will only show that you spent $34.95 at the grocery store, but a note that you purchased snacks for your youth group’s game night can contextualize the expense.

Assets and Liabilities

Your church’s assets represent the resources available to fulfill your mission, while liabilities encompass all of your financial obligations. Maintaining an accurate inventory of both is critical for comprehensive financial reporting.

Assets could include:

• Any property, including buildings or land, owned by your church
• High-value equipment, such as audiovisual systems, musical instruments, and office furniture
• Investments, such as stocks or endowments

Liabilities could include:

• Outstanding mortgages or loans on property and assets
• Accounts payable, such as unpaid vendor invoices and utility bills
• Payroll liabilities, including taxes and wages earned but not yet disbursed
• Deferred revenue, like registration fees for an event that hasn’t taken place yet

Once you’ve calculated your total assets and total liabilities, you can determine the church’s net worth by subtracting the latter from the former. This figure serves as a crucial barometer of the church’s long-term financial stability, especially when planning for future ministry expansion or weathering periods of economic uncertainty.

Bonus: How to Record Church Bookkeeping Data

Knowing what data to record is only half the battle. How you store and manage that information is key to maintaining your church’s financial health. According to Foundation Group’s church bookkeeping guide, there are a few best practices your church should follow to make the most of its financial data:

• Hire a church bookkeeper: Entrusting bookkeeping tasks to a full-time team member or an outsourced professional ensures that your church’s recordkeeping receives the full attention of a qualified individual.
• Use fund accounting: Separate funds into specific categories to ensure you allocate resources efficiently across your church’s various operations.
• Invest in church bookkeeping software: Use digital bookkeeping software that integrates with any other platforms you use (like fundraising tools or online donation software) to automatically consolidate all of your financial data into one place.

Effective church bookkeeping is a critical practice for maintaining the long-term health and integrity of your ministry. Review your church’s current bookkeeping practices and consult a professional bookkeeper for additional support.

Organization: Feral Cat Coalition of Oregon
Featured Voice: Devon Jahn, Development Manager
Location Served: Oregon and SW Washington
Founded: 1995

About the Organization

Mission

The Feral Cat Coalition of Oregon’s mission is to improve the welfare and reduce the population of feral and stray cats through spay/neuter programs and education. Their services are donation-based for feral and outdoor stray cats. They serve Oregon and SW Washington and have helped more than 145,000 cats since their founding in 1995.

The Annual Fundraiser

Tell us a little about your annual gala and how long you’ve been hosting it.

In 2026 we will hold our 28th Annual Furball! Each year our Furball has a unique theme. On May 2, 2026, it will be Purrtty in Pink - a 1980’s prom.

About how many people attend, and what kind of atmosphere are you trying to create?

There are about 250 guests, 300 total in the room with volunteers. We want guests to have a wonderful, fun time, and also feel the positive impact of our work so they feel good about donating lots of money.

Before the Switch

How long had your team been using SchoolAuction.net/Tofino Auctions before trying another platform?

Maybe 5 - 7 years?

What originally drew you to our platform?

We had been using Greater Giving. It had lots of bells and whistles, but platform fees became VERY expensive. In searching out a more economical option we were referred to Tofino and immediately appreciated its simplicity, while also meeting all of our needs.

What aspects of your event did our software make easier — planning, check-in, bidding, reporting, or something else?

All of the above! We initially used it for our in-person gala only, but then Covid forced us online. We found the online features to work so well that we’ve continued holding online auctions in addition to our in-person event.

The Switch & Challenges

What prompted your team to try a different software solution?

I wanted an all-in-one CRM. We had separate databases for our donors, our volunteers, our events, and our auctions. It was crazy. I found one magical solution that did it all!

Once you made the switch, what challenges did you encounter?

It turns out that magic is actually just a gimmick. This new all-in-one system did everything, but nothing well. Their system for creating auction packages is not logical. Check-in and check-out at the event was a nightmare. None of the local “event support” companies even know this program, so I had to pay extra for their customer support over the phone. My call for help went to voicemail when I had an issue helping a $20,000 donor. It was horrible.

Were there any unexpected costs or missing features that caused problems for your team or guests?

More than I can list here. Frustration with long check-in lines because the swipers didn’t work was the worst of them because it happened at the event, but in advance we were baffled by the lack of reporting and packaging features. Basic options don’t exist with this program.

How did those issues affect your overall experience or your fundraising results?

Fortunately we always made it work and our guests were happy overall (handing them champagne while they waited helped!), but I think the process aged me 10 years.

Decision to Return

What made you decide to come back to SchoolAuction.net/Tofino?

I absolutely refused to put our guests through another bad experience. It reflected poorly on our organization, even though it was out of our control.

Back on SchoolAuction.net

Were there specific features, support experiences, or results that reminded you why the platform worked well for your team?

Customer service at SchoolAuction/Tofino has always been outstanding! It was always prompt and super helpful. Additionally, it works. It does what it’s designed to do. That shouldn’t be a big selling point, but after our last experience I’ve realized it is!

How was the transition back — was it easy to pick up where you left off?

100%! We haven’t really started to procure auction items yet, but have set it up so we’re ready to roll.

Advice for Other Organizations

What advice would you give to other nonprofits considering switching platforms — or returning to SchoolAuction.net/Tofino?

I’ve always told people that SchoolAuction/Tofino works incredibly well for PTAs running school auctions because the design is simple and logical. I’ve used it as a parent volunteer signing up for a single shift and it was easy without much training needed at all.

I’ve also used it as a Development Manager running a gala auction, with volunteers checking our guests in and out, and find it simple for them to grasp. Features that make a program seem amazing, almost too good to be true, probably will disappoint. A program like SchoolAuction/Tofino is exactly what it says: fast and simple, which is ultimately what you want most.

In Their Own Words

If you could describe your experience with SchoolAuction.net/Tofino in three words, what would they be?

Simple. Reliable. Efficient.

By partnering with businesses, educational institutions can access new revenue streams that go far beyond the traditional bake sale or car wash. But knowing how to make the most of corporate giving is essential. That’s why, in this guide, we’ll answer the following questions:

• What is corporate giving for schools?
• What forms of corporate giving might your school qualify for?
• What companies contribute generously to schools like yours?
• How can you identify additional corporate giving opportunities?
• What are some tips for successful corporate partnerships?

Understanding how to navigate the world of corporate philanthropy is the first step toward securing the resources your students deserve. Let’s explore the different types of support available and how you can start building valuable relationships with businesses today.

What is corporate giving for schools?

Corporate giving generally refers to the act of businesses donating profits or resources to nonprofit organizations, including K-12 schools and universities. This philanthropy is often part of a company’s corporate social responsibility (CSR) initiatives. In other words, businesses give to support their communities, improve their brand image, and increase employee engagement.

For schools, this means access to financial grants, goods, services, and volunteer support that might otherwise be out of reach.

The relationship between a school and a corporation is a mutually beneficial one. The school receives necessary funding or equipment to enhance the learning environment. In return, the company gains positive publicity and the satisfaction of aiding local education. These partnerships can range from a local bakery donating treats for a teacher appreciation event to a multinational technology firm providing tablets for an entire computer lab. The possibilities are endless!

What forms of corporate giving might your school qualify for?

Corporate philanthropy is not a one-size-fits-all concept. Different companies offer support in various ways depending on their size, industry, and philanthropic goals. Becoming familiar with the specific types of giving available allows schools to tailor their requests and maximize their chances of success.

Option #1: Grants

Corporate grants are direct cash donations given to schools to fund specific projects or operations. These are often the most sought-after form of giving because they provide significant financial flexibility. A company might offer a grant specifically for STEM education, arts programs, or facility upgrades. To receive a grant, schools typically must submit a detailed proposal outlining how the funds will be used and the expected impact on the students.

Applying for grants requires research and preparation. For the best results, you need to find corporations whose giving pillars align with your school’s needs. For example, a local bank might offer financial literacy grants, while a sporting goods store might fund athletic programs.

Option #2: In-kind donations

Not all corporate support comes in the form of a check. In fact, in-kind donations involve companies giving goods or services instead of money. This can be incredibly valuable for schools looking to reduce expenses and improve their event budgeting.

Common examples include a hardware store donating lumber for a school garden, a printing shop providing free flyers for an event, or a tech company donating refurbished laptops. However, it could also involve a law firm providing pro bono legal services, or a marketing agency taking on a no-cost project for your team.

Option #3: Workplace giving contributions

Workplace giving allows employees to donate to nonprofits through their place of employment. For schools, this can be a consistent source of unrestricted revenue.

Workplace giving programs generally fall into one of the following categories:

• Matching Gifts: The most powerful form of workplace giving is the matching gift program. In these programs, an employer matches an employee’s charitable donation to an eligible nonprofit, effectively doubling the contribution.
• Volunteer Grants: Another significant component is volunteer grants, where companies donate money to a nonprofit based on the number of hours their employees volunteer. If you have parents or other supporters who volunteer at your school, check if their employers offer this benefit.
• Payroll Giving: Many companies also enable their employees to contribute directly from their regular paychecks, making it a quick and easy way to support nonprofits and schools on an ongoing basis.

By simply reminding your donors to check if their company offers workplace giving initiatives, you can tap into a powerful funding source that requires little to no extra effort from your team.

What companies contribute generously to schools like yours?

Many major corporations have established reputations for supporting education. Knowing which companies prioritize schools can help you narrow your focus. While local businesses are excellent for smaller requests, national brands often have substantial budgets for educational initiatives.

Here are a few examples of companies known for giving to schools:

• Target: Through its various community giving programs, Target has a long history of supporting local schools, field trips, and more.
• Coca-Cola: The Coca-Cola Foundation supports education through grants that focus on scholarships and school dropout prevention.
• Costco: Costco focuses on supporting children and education within the communities where they operate, providing gift cards or product donations.
• Walmart: Local Walmart stores and Sam’s Clubs offer community grants that K-12 schools can apply for to support various needs.
• Google: Google provides grants for nonprofits and schools, specifically focusing on technology access and computer science education.

When approaching these large companies, it is important to review their specific guidelines. Some may require you to be a registered 501(c)(3) organization, while others work directly with public schools. However, always verify that your school meets the eligibility requirements before investing time in an application.

How can you identify additional corporate giving opportunities?

To build a robust corporate fundraising strategy, you may need to dig deep to find the right partnership opportunities. Here’s what we recommend:

Look for open applications.

Many companies publish their giving cycles and application forms online. You can start by searching for businesses in your city or region, then use keywords such as “community relations,” “sponsorship,” or “grant application.”

Regularly visiting the websites of major employers in your area is a good habit. Even if they do not have an open application right now, they might list their community liaison’s contact information. Sending a polite inquiry can sometimes put you on their radar for future cycles.

Conduct prospect research.

Prospect research involves using data to identify potential donors who have the capacity and inclination to give. For schools, this means looking at your existing network. Who are the parents, alumni, and board members in your community? Where do they work? If a parent works for a company with a generous matching gift program or a corporate foundation, that is considered a warm lead. They may even be willing to facilitate an introduction between your team and their employing company!

You can also look at who is sponsoring other local nonprofits. If a bank sponsors the local animal shelter’s 5K run, they clearly have a budget for community events and might be open to sponsoring your school’s fall festival. Research tools and screening software can help automate this process, but simple manual research is also effective.

What are some tips for successful corporate partnerships?

Securing a corporate partner is not just about asking for money. It is about building a professional relationship where both parties feel valued. Companies receive hundreds of requests, so your approach needs to stand out to be effective.

Tell a compelling story in your request.

Stories move people to act. When you write a grant proposal or sponsorship letter, focus on the students. Instead of saying you need money for “new equipment,” tell a compelling story about how “300 students will finally have access to modern microscopes that will spark a love for science.” Paint a picture of the problem and how the company’s help is the solution.

Your narrative should connect the company’s values to your school’s mission. If a company values sustainability, highlight your school’s recycling program or garden project. A strong narrative makes the request personal and urgent.

Use your data as much as possible.

While the story hooks the donor, data provides the proof that their investment is safe. Corporations want to see that you are organized and effective. Therefore, include metrics in your proposals whenever possible. How many students will be served? What are the demographic breakdowns? If you are seeking event sponsorship, share the number of attendees you expect and the marketing exposure the sponsor will receive.

Being transparent with your numbers builds trust. If you have successfully managed grants in the past, mention those successes. Showing year-over-year growth in your programs demonstrates stability, which reassures corporate donors that their contributions will have a lasting impact.

Focus on long-term relationships.

The goal should never be a one-time transaction. Ideally, you want to turn a one-time donor into a recurring partner. After you receive a gift, the stewardship process begins. Send a thank-you note immediately. Follow up with photos of the project they funded or a report on the event they sponsored.

Then, invite corporate representatives to visit the school to see their gift in action. If they sponsored a computer lab, invite them to the ribbon-cutting ceremony. Meanwhile, recognizing them publicly in newsletters and on social media not only pleases them but also shows other potential sponsors that you value your partners.

Equip your team with the right tools.

Managing corporate partnerships effectively requires more than just a spreadsheet or sticky notes. You need the right technology to keep everything organized. Event fundraising tools like SchoolAuction can streamline your planning process, ensuring that donor data, ticket sales, and auction items are tracked accurately in one place.

Furthermore, modern platforms often come with powerful integrations to help you find funding. For example, you can utilize Double the Donation’s sponsorship directory directly within your SchoolAuction platform. This feature helps you quickly identify businesses interested in supporting events like yours. When you combine these insights with workplace giving automation, you save valuable administrative time.

Corporate giving offers a pathway to secure the essential funding that tuition and tax dollars often cannot cover alone. By understanding the different forms of giving (from grants and in-kind donations to workplace giving programs), you can diversify your revenue and protect your school’s budget against shortfalls.

Remember that success lies in research and relationship building. Whether you are approaching a local hardware store for lumber or a national bank for a technology grant, the key is to present a compelling story backed by solid data. Start looking for opportunities today, and you may find that the resources your students need are closer than you think.

Budgets are essential tools for accomplishing the latter task. These documents lay out your church’s projected revenue and expenses for a given time period or initiative, helping you ensure you can accomplish everything you want to for your congregation and broader community while keeping your operations running smoothly.

In this guide, we’ll walk you through the process of church budgeting in four basic steps to lay a strong foundation for creating your next budget. Let’s get started!

1. Define Your Budget’s Purpose

Although all types of budgets predict revenue and expenses, your church may find that some are more useful than others for your specific goals and structure. Jitasa’s budgeting guide outlines the following five different types of budgets that churches and other tax-exempt organizations often create:

• Operating budget: Probably the document that first comes to mind when you hear the word “budget,” this is the master financial plan that details all of your church’s expected revenue and expenses for a given fiscal year.

• Fundraising campaign budget: This budget helps you plan the upfront expenses associated with events or other highly involved revenue-generating activities so that you can make sure to cover these costs while also raising plenty of funding for your mission.

• Capital budget: This budget is similar to a fundraising campaign budget in that it focuses on upfront spending on a revenue-generating activity, but it usually covers larger-scale, multi-year initiatives like capital campaigns.

• Program budget: Launching a new program often comes with many one-time costs, so you may create a separate budget for that new mission-related activity to help you differentiate between its startup and recurring expenses.

• Grant proposal budget: These budgets are common components of grant applications, and they show how your church would spend grant funding if you won it and what other revenue you’d supplement that grant with to let funders know you’d use their money wisely.

For the purposes of this guide, we’ll focus primarily on operating budgets because your church definitely needs to create one every year, while you’ll develop the other types of budgets more sporadically. However, don’t be surprised if you encounter more than one style of budget, and when you do, ensure you understand their scope.

2. Review Financial Data to Inform Your Goals

Your church bookkeeping system—whether that’s a detailed spreadsheet or dedicated software—should contain all of its financial data from previous years. As you start creating your annual operating budget, review your records of spending and revenue generation to set realistic, data-backed goals for various expenditures and funding sources for the coming year.

For example, if your data shows you brought in $22,000 from fundraising events this past year and your event attendance and overall church membership numbers are increasing, you might set a goal to raise $25,000 in event revenue next year—high enough to push your team, but not so far out of reach that it’s demotivating.

In addition to revenue and expenses, NPOInfo’s data collection guide recommends reviewing your church’s cash reserves that would allow you to cover costs in case of emergency or while building capacity. If you don’t have enough cash on hand to cover three to six months’ worth of operating expenses, make building up your church’s savings a priority as you budget.

3. Organize Expenses by Function

When you actually start creating a church budget, it’s usually easiest to develop the expense side first to maximize flexibility throughout the process. To promote transparency and align your operating budget with your church’s other financial documents, organize expenses based on how they impact your church’s mission using the following categories:

• Program costs are directly related to your church’s ministry. This category encompasses a wide range of expenditures, from children’s Sunday School curriculum to travel expenses for mission trips.

• Administrative costs (also called management and general expenses) are necessary for your church to operate day to day. They include rent or mortgage payments on your building, utility bills, insurance, office equipment, and employee compensation.

• Fundraising costs are the upfront expenses associated with revenue generation, which need to be accounted for in your operating budget as well as individual campaign budgets. These often include software subscriptions, consulting fees, event planning, and marketing material creation.

Administrative and fundraising expenses combined make up your church’s overhead. While some overhead costs are fixed (e.g., mortgage payments tend to be the same every month) and some would be unwise to reduce too much (e.g., “free” fundraising software often doesn’t work as well as paid solutions), you should try to put as much of your church’s funding toward its programs as possible and be strategic about overhead spending.

4. Categorize Revenue by Source

Once you’ve drafted the expense side of your budget, outline your revenue by source before reviewing both parts together and making any necessary adjustments. Using funding sources as categories for this side of your budget is helpful for goal-setting because your church probably brings in many different types of revenue, such as:

• Individual donations, including monetary gifts of all sizes (small, mid-sized, major, and planned) and in-kind contributions of goods and services.

• Corporate philanthropy programs, like event sponsorships and volunteer grants.

• Earned income from merchandise or product sales and service fees (e.g., registration costs for your Vacation Bible School program).

• Investment returns from vehicles like endowments, stocks, bonds, CDs, mutual funds, and even cryptocurrency.

• Grants provided by foundations or denominational organizations.

Some of your church’s revenue—particularly grants, sponsorships, and major and planned donations—may be restricted, meaning it has to be used for a donor- or funder-designated initiative. Make sure to allocate these funds to the correct expenses first so you can honor restrictions and easily see how much funding you have left to cover your remaining costs.

Your completed church budget will likely need to be approved by your board or other internal governing body (and, in some cases, its members) before it goes into effect. After your operating budget is finalized, sit down with your church’s leaders and finance team at least once a month to review your spending and fundraising progress and continue adjusting your strategy as needed so you’re always leveraging your resources as effectively as possible.

There is no single “right” way to fundraise. Each approach has its own advantages and challenges. The key is understanding where your organization excels and where there is room to grow.

If you’re not sure how to define or optimize your unique fundraising strategy, you’re in the right place! Take this quick quiz to discover your organization’s fundraising style and uncover insights that can supercharge your efforts. Let’s get started!

1. Is your primary focus on mobilizing a high volume of supporters?

If you answered YES, proceed to Question #2.

If this sounds like your nonprofit, you’re driven by collective action. Your focus is on grassroots accessibility and community engagement, empowering a large network of individuals to create a powerful whole.

Your success metrics likely go beyond dollars raised. You may measure participation rates, new donor acquisition, or social media engagement as indicators of impact.

If you answered NO, skip to Question #3.

If you answered ‘no’, your organization likely employs a more targeted and connection-driven approach. Rather than casting a wide net, you focus on cultivating deep and meaningful relationships with key individuals or institutions capable of making significant contributions.

A major win for your organization might be a major gift, a multi-year grant from a foundation, a significant contribution to a capital campaign, or a high-level corporate sponsorship. You prioritize funding that fuels long-term stability and enables large-scale projects.

2. Do you primarily engage these supporters through digital channels?

If YES, your style is: The Digital Mobilizer

You excel at harnessing technology to reach and inspire a broad audience. Digital engagement and fundraising are your superpower strategies, allowing you to connect quickly, scale efficiently, and spark collective advocacy through online and peer-to-peer campaigns.

Advantages

Technology is the future of fundraising, and your digital prowess positions you at the forefront of modern philanthropy! Your team likely adapts easily to new trends and tools, giving you an edge in reaching audiences beyond your geographic footprint. And, with the power of AI and automation, you can personalize outreach, streamline communications, and deepen engagement at a larger scale.

Drawbacks

An overreliance on technology can make it more difficult to build lasting relationships with supporters. The digital landscape is crowded and fast-moving, making it easy for donors to give once in response to an urgent appeal but difficult to retain donors’ attention - and therefore loyalty to your cause.

Next Steps

To establish deeper supporter relationships and a consistent revenue stream, use your strength—access to tech—to create more meaningful touchpoints in the donor journey. For instance, instead of sending a one-time, general “thank you” email for a gift, implement a multi-part welcome series for new donors. Use this opportunity to tell constituent stories, introduce your team, and invite them to engage in non-financial ways, such as volunteering and advocacy. This strategy empowers you to transform a transactional donation into a more personal connection.

If NO, your style is: The Hands-On Community Builder

Rather than casting a wide net of support through clicks and shares, your fundraising relies on face-to-face interactions and community connections. You inspire loyalty and belonging in your local community through personal interactions at events, workshops, and volunteer days.

Advantages

Your superpower is creating a trusted presence in your community. Building authentic, in-person relationships fosters deep emotional ties that drive lasting support.

This focus on relationships isn’t just intuitive; it’s a core fundraising principle. According to DonorSearch, “having a relationship with your nonprofit makes [supporters] more passionate about your mission and impact, which in turn motivates them to contribute more of their resources and time.”

Drawbacks

This approach can be more time- and labor-intensive, and its reach may be limited by geography. It also might be more difficult to resonate with younger, more digital-first donors who prefer the convenience and speed of online engagement. Scaling your efforts might be a significant challenge.

Next Steps

Start small: adopt a hybrid approach that blends personal connection with selective digital elements. For example, you can expand the impact of your next in-person event by adding a virtual livestream or online auction to reach a wider audience.

Start small with a few relevant tech investments, such as auction management software or a new social media scheduling system. That way, you can identify what tools add the most value before scaling.

3. Is your relationship-building focus on individual major donors?

If YES, your style is: The Major Gifts Maven

Your philosophy is rooted in the 80/20 Pareto Principle—the idea that a small number of key supporters (20%) will drive the vast majority (80%) of your revenue. Your approach is deliberate, relationship-centered, and long-term, with a focus on securing transformative investments from individual philanthropists.

Advantages

The return on investment (ROI) for major gifts fundraising is exceptionally high. A single, transformative gift can provide the capital for a new building, launch a major program, or strengthen your endowment for years to come. This approach empowers massive leaps in your mission that would be more challenging with small-dollar campaigns alone.

Drawbacks

The long, resource-intensive cultivation cycle for major gifts can create significant cash-flow anxiety and the inherent risk of over-reliance on a few key individuals. If a major donor’s financial situation changes or their focus shifts, your organization’s budget can be left in a precarious position.

Next Steps

Diversify your revenue base while maintaining your focus on personalized stewardship. For example, you could launch a leadership giving circle for your mid-level donors. This exclusive group—with special recognition, insider updates, and unique events—offers consistent annual support and can serve as a pipeline for future major or planned gift prospects.

If NO, your style is: The Partnership Architect

You excel at building institutional relationships - with foundations, corporations, and strategic partners who share your mission. You’re an expert in crafting grant proposals, managing corporate sponsorships, driving cause marketing, and reporting impact.

Advantages

These institutional partnerships can yield transformational, multi-year investments to provide both stability and visibility. A grant from a well-regarded funder lends powerful third-party credibility, enhancing your reputation and opening doors for future opportunities.

Drawbacks

The biggest danger here is “mission drift.” The temptation to adjust your programs to fit a funder’s specific requirements can pull you away from your core purpose, potentially jeopardizing program outcomes and future partnership success.

Next Steps

Create and implement a Mission Alignment Scorecard, an internal rubric your team uses to evaluate every potential grant or corporate partnership before you pursue them. This framework helps your team assess whether each opportunity advances your goals, strengthens your capabilities, and aligns with your values, ensuring every partnership is both strategic and sustainable.

Ultimately, these styles should act more like flexible frameworks rather than fixed models. In fact, the most effective organizations strategically weave elements from multiple approaches, building a balanced fundraising strategy that maximizes reach, deepens relationships, and ensures long-term sustainability.

By identifying your dominant nonprofit fundraising style, you can lead your team with greater clarity, invest your resources strategically, and cultivate a fundraising culture that’s authentic to your mission. Embrace your strengths, adapt with intention, and let your unique style power your organization’s philanthropic growth.

Tip #1: Engage Your Community

Your organization’s key supporters make up the pool from which you can draw the most interesting and meaningful live auction donations. Focus on getting these folks to donate a week at their vacation home, a tour at their (interesting) place of work, or another meaningful experience.

For example, one person who worked as a commercial airline pilot donated an afternoon to hang out with him at the airport, complete with time in the cockpit of an airliner, in Flight Control and Operations, and in the Engine Shop.

Tip #2: Hold A Brainstorming Session

One way to get the creative juices flowing as you think about procuring live auction donations is to arrange a brainstorming session with members of your auction team, community members who are likely to be big bidders, and your auctioneer.

Let them know up front that you’re looking to breathe new life into your auction and are specifically collecting fun, appealing ideas for live auction donations. This session can generate a lot of great ideas—including what your big bidders actually want to see in the lineup.

And if you procure an item suggested by one of these key supporters, they’ll often feel a sense of ownership on auction night and be eager to bid on that item themselves, which can then encourage other enthusiastic bidding.

Get creative and think outside the box! Kick off your brainstorming and help prompt ideas by suggesting things like:

• Trips to exotic locations or beach getaways
• One-of-a-kind pieces of student-created art
• Dinner with a local celebrity
• Walk-on role in a movie or TV show
• Unique or custom-made jewelry
• Hosted dinner for a group with a highly regarded local chef
• A pair of tickets (with team merch and a gift certificate for dinner before the fun) to a concert or sporting event
• Two-night stay at a luxury hotel
• Signed jersey or other memorabilia from a well-known pro athlete
• Private airplane ride
• Private concert with a local musician
• Broadway show or opera tickets with backstage tour
• Tickets to be in the studio audience for a popular television show

A little brainstorming can go a long way—by tapping into your community’s creativity, you’ll uncover unique live auction ideas that truly excite your bidders.

Tip #3: Bundle!

If you’re struggling to procure large, expensive items, you can still create irresistible live auction packages by combining common (and affordable) items into themed bundles. Think about combinations like:

• A case of assorted fine wines, grouped around a region or theme
• Ten pounds of gourmet coffee beans, a nice coffee grinder, and an assortment of dark chocolates
• A “Gardeners’ Delight” package that includes a wheelbarrow filled with gardening supplies and local nursery gift cards
• A “Mixologist’s Dream” basket filled with assorted spirits, a cocktail shaker, and a bar recipe book

Bundled packages like these prove that even simple, easy-to-get donations can come together to create some of the best live auction items for fundraisers—unique packages your guests will love bidding on.

Tip #4: Make Your Own Items

Schools, youth groups, and congregations often have the ability to create live auction items that are especially desirable to their own community of supporters. Some of the most popular include:

• A reserved parking spot
• Lunch with a prominent member of the organization (e.g. the school principal, the organization’s founder, or a congregation’s pastor or rabbi)
• Classroom projects
• A pass to skip something, such as a school dress code or clean-up duty

Homemade auction items like these highlight your community’s creativity and heart—adding a personal touch your bidders will feel when they raise their paddles.

How Many Live Auction Items Should I Have?

Now that you’ve gathered plenty of great ideas, the next step is figuring out how many live auction items to include in your event.

There are three key factors to consider when deciding how many live auction items to include:

• How much money you need to raise — More items can mean more revenue, but only if they’re appealing and exciting to your audience. Focus on quality as much as quantity.

• How many guests you’ll have at your auction — For smaller events with fewer than 100 guests, you’ll typically have 8-9 bidders at the high end of the wealth scale. Plan for 3–5 live auction items.
  • For 100–250 guests, aim for 8–12 items.
  • For 250+ guests, you can likely handle 15 or more items, depending on your schedule, which leads to our third factor…
• How much time you have allotted for the live auction — An experienced benefit auctioneer usually needs about 3 minutes per item. Add 6 minutes for a special appeal (aka fund-a-need or paddle raise) and 1 minute of buffer time for every two items.

For example, a 12-item auction that includes a paddle raise fits comfortably into about 48 minutes. Plan on adding roughly 4 minutes for each additional item.

Bringing It All Together

Finding and creating great live auction items doesn’t have to be intimidating. When you engage your community, think creatively, and make the most of what’s available, you can assemble an unforgettable lineup that keeps bidders excited from start to finish.

Whether your event is big or small, the key is to offer good auction items that connect with your audience and fit your timeline. With thoughtful planning—and the right tools—your live auction can be both seamless and successful.