CHARITY GALA CHECKLIST TEMPLATE: AUCTION, ENTERTAINMENT & DONOR RELATIONS MANAGEMENT

Created by ChecklistGuro (https://checklistguro.com)


--- PRE-EVENT PLANNING & FUNDRAISING ---
[ ] Fundraising Goal Amount
[ ] Initial Planning Meeting Date
[ ] Theme Selection (Elegant Evening, Masquerade Ball, Tropical Getaway, Roaring Twenties)
[ ] Event Description (for marketing materials)
[ ] Sponsorship Proposal Deadline
[ ] Budget Template

--- VENUE & LOGISTICS ---
[ ] Venue Address
[ ] Event Date
[ ] Event Start Time
[ ] Maximum Guest Capacity
[ ] Confirmed Guest Count
[ ] Catering Style (Buffet, Plated, Family Style)
[ ] Venue Contract
[ ] Venue Notes/Special Requests

--- AUCTION MANAGEMENT ---
[ ] Estimated Auction Revenue
[ ] Auction Item Categories (Experiences, Art, Travel, Memorabilia, Gift Certificates)
[ ] Auction Item Photos
[ ] Auction Item Descriptions (for catalog)
[ ] Starting Bid - Item 1
[ ] Minimum Increment - Item Bid
[ ] Payment Method Acceptance (Cash, Check, Credit Card)

--- ENTERTAINMENT & PRODUCTION ---
[ ] Entertainment Type (Band, DJ, Comedian, Speaker, Other)
[ ] Entertainment Contact Name
[ ] Entertainment Contract Details
[ ] Stage Dimensions (Width)
[ ] Stage Dimensions (Depth)
[ ] Entertainment Confirmation Date
[ ] Entertainment Start Time
[ ] Entertainment Rider/Technical Requirements

--- DONOR RELATIONS & RECOGNITION ---
[ ] Donor Level Tier (e.g., Platinum, Gold, Silver)
[ ] Personalized Thank You Note (Draft)
[ ] Preferred Communication Method (Email, Phone, Mail)
[ ] Date of First Donation
[ ] Donor Photo (for recognition display)
[ ] Notes on Donor Preferences/Interests
[ ] Recognition Opportunity (e.g., Logo Placement) (None, Logo on Website, Logo in Gala Program, Verbal Acknowledgement)

--- MARKETING & PROMOTION ---
[ ] Social Media Budget
[ ] Marketing Channels Used (Facebook, Instagram, Email Marketing, Website Banner, Local Newspaper Ad, Radio Advertising)
[ ] Social Media Campaign Start Date
[ ] Social Media Ad Copy (Example)
[ ] Promotional Graphic Files
[ ] Press Release Sent? (Yes, No)
[ ] Estimated Website Visitors (from Marketing)

--- VOLUNTEER MANAGEMENT ---
[ ] Total Number of Volunteers Needed
[ ] Volunteer Roles Available (Registration, Auction Support, Event Setup, Guest Assistance, Cleanup)
[ ] Volunteer Recruitment Messaging
[ ] Volunteer Training Date
[ ] Volunteer Training Time
[ ] Skills Required (Customer Service, Organization, Communication, Physical Stamina)
[ ] Volunteer Application Form (Example)

--- EVENT DAY EXECUTION ---
[ ] Arrival Time of Key Staff
[ ] Photographer Station Setup
[ ] Guest Check-In Count
[ ] A/V Equipment Status (Select all that apply) (Microphones working, Projector working, Sound system functional, Lighting ready)
[ ] Confirmation of Venue Setup by Manager
[ ] Any immediate issues or changes?

--- POST-EVENT FOLLOW-UP ---
[ ] Thank You Email Send Date
[ ] Summary of Attendee Feedback (From Surveys/Comments)
[ ] Total Funds Raised
[ ] Post-Event Photo/Video Documentation
[ ] Overall Event Satisfaction (Internal Review) (Excellent, Good, Fair, Needs Improvement)
[ ] Lessons Learned & Recommendations for Future Events
[ ] Date of Final Financial Reconciliation

--- END OF TEMPLATE ---
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