Skip to main content

Plan a Fundraising Event

Goal: Set up a ticketed fundraising event — gala, golf tournament, luncheon — with the registration levels, sponsorship tie-ins, and budget tracking you need to run it cleanly and report on net revenue afterward.

What a fundraising event is in Ayuna​

Distinct from volunteer events (which are work-day registrations), a fundraising event is a ticketed gathering whose purpose is to raise money:

  • Annual gala
  • Golf tournament
  • Awards luncheon
  • Bowling night
  • Donor recognition reception

Each event has tickets at one or more price levels, optional table/foursome configurations, and (often) sponsorship packages tied to it. Net revenue at the end is the headline number.

Volunteer events vs. fundraising events​

Worth saying again because they're often confused:

  • Volunteer event — work day, build day, ReStore shift. People sign up to give time. Tracked under the Volunteer module.
  • Fundraising event — gala, tournament. People buy tickets to give money (and have a good time). Tracked under the Fundraising module.

Use the right module — they're separate flows with separate registrations, separate reports, and separate participant lists.

Creating the event​

Under Fundraising → Fundraising Events, click New Event. Capture:

  • Name — public-facing
  • Slug — URL-friendly version, used in public links
  • Date and time
  • Location — venue name and address
  • Description — appears on the public event page
  • Fundraising goal — optional. Enter a dollar target and the public event page shows a progress bar toward it. Leave it blank for an event with no target, or clear it later from the event's Manage page; the progress bar disappears until a goal is entered again.
  • Capacity — total attendance limit
  • Status — Draft, Active, Closed

Save. The event exists; now configure the registration levels.

Finding an event later​

The Search events… box above the list matches on event name across every event, not only the ones currently on screen — so an older event several pages down is found by typing its name. The list itself is ordered by event date, newest first, which is why a past event may not appear until you search for it.

Registration levels​

Most fundraising events have multiple ticket types:

  • Individual ticket — single seat, $200
  • Couple — two seats, $350
  • Table for 8 — $1,500 (often with sponsor recognition)
  • Foursome (golf) — four players, $1,200
  • Premium / VIP — higher-priced with extras

Each level has:

  • A price
  • A capacity (or unlimited)
  • A description
  • Recognition / benefits at that level (optional)

See Configure Registration Levels for the full setup.

Custom registration questions​

If the event needs more from attendees than name and contact details — meal choice, t-shirt size, dietary restrictions — add custom questions to the registration form. They're configured per event, right below the registration levels. See Add Custom Registration Questions.

Sponsorships tied to the event​

Sponsorship packages can be attached to a specific fundraising event. A "Title Sponsor — $25,000" package includes the gala-specific benefits (logo on stage, name on programs, complimentary table). When a sponsor signs up, their package commitment is tracked alongside ticket sales.

See the Sponsorships section for the package design flow.

Public event page​

When the event has a slug, image, and description, Ayuna serves a public registration page at /events/:slug/register. The page lists registration levels, takes payment, and confirms attendance. See Share Campaign and Event Public Pages.

Inviting attendees​

Send invitations through the event's invites flow. The invitation email contains the public registration link. Invitees who haven't registered show as outstanding so you can follow up.

Budget tracking​

Set the event's budget — venue, catering, AV, talent, materials. As expenses come in, link them to the event from Event → Link Expense. The event detail then shows planned budget vs. actual expenses and net revenue.

Day-of operations​

The day of the event:

  • Use the registrations list to print place cards or check-in sheets
  • Process additional gifts at the event (paddle raise, silent auction proceeds) and tie them to the event so they roll up correctly
  • For card-present payments at the event, see Process a Card-Present Payment

After the event​

  • Run the campaign performance report (events behave like campaigns for reporting purposes when they're attached to one)
  • Send thank-yous within 48 hours
  • Capture lessons in event notes
  • Reconcile event-day card transactions against Finix settlement