Include A Strategic Fundraiser Timeline to Boost Event Success

Every great fundraiser has a strategic fundraiser timeline to boost event success. Whether you’re hosting a gala, a tasting event, or a casual community dinner, timing is everything. A well-paced event keeps guests engaged, entertained and motivated to give generously to support your cause.

In a recent discussion with fundraising experts Louis Murad and Claire Murad of Murad Auctions, hosted by Trevor Nelson from HG Fundraising, the group shared strategies that can make or break your event’s success. Here’s detailed information to help you use their expert advice at your next fundraiser:

Keep Your Event Short and Purposeful

Three hours is your magic window, and you want to use that time wisely. Louis points out that audiences don’t want to sit for long programs anymore. The goal is to make every moment intentional and energetic.

“I don’t want anybody sitting more than 45 minutes to an hour. You’ve got a three-hour window to get donations. Doors open at six, and by nine o’clock, the band should be playing.”

A good fundraiser timeline looks like this:

This timeline keeps energy high and ensures your donors don’t lose focus before the giving moments.

Begin the Live Auction During Dinner

Claire emphasized that the live auction should happen during dinner, not after it.

“The entertainment happens after the live auction. So, if you have a speaker or entertainment, all of that happens after we’ve had the giving moment and the live auction,” said Claire.

“People are waiting for the entertainment, or they’re waiting for the keynote speaker. They’re not going to leave before that happens. When you have the fundraising part of the event during dinner, which also serves as the entertainment, people are captivated. They’re sitting in their seats. They’re quiet and they’re paying attention.”

Control the Dinner Timeline

The way you serve dinner directly affects your event flow.

• Plated dinners give you more control over timing and transitions. They’re often cheaper than buffets because of the way caterers bill per plate, instead of per pound.
  
• Buffets or food stations can also work, but only if the lines move quickly. Claire recommends ensuring it’s a two-sided buffet, so the line doesn’t back up and impact your timeline.
  

“We prefer a plated dinner because it’s controllable,” said Claire. “If you have a buffet, it’s important to talk with the caterer to make sure it’s a two-sided buffet line that moves quickly. The auction timeline can be thrown off because the buffet line takes forever for everyone to go through.”

Louis adds that you can start your announcements when the last 10 people are in line. “Don’t wait for every last plate to be filled,” he said. “When 90% are seated, go ahead and start engaging them for the live auction.”

Include Impact Moments During Casual Events

If your event is casual and includes a strolling dinner or tasting where people are moving around while they eat, make sure you still have a designated seated moment, such as dessert, so you can get guests’ attention for your auction and appeal.

Louis recommends using an impact moment to shift the atmosphere from social to purposeful.

“Have the lights flash, cue an impact video, or bring a magician or performer on stage for a quick set,” he said. “Use that moment to capture attention and transition into fundraising.”

Even lighthearted touches, such as a fun announcement, video, or themed moment, help reset focus and remind everyone why they’re there to support your mission.

Make the Silent Auction Work Smarter

Silent auctions have evolved. Claire and Louis agree there’s no need for 300 items cluttering your tables. Instead, focus on quality over quantity.

Louis shared that many events are now leaving their silent auctions open after the event, sometimes until the next day, to capture extra income.

“One school raised an extra $40,000 just by keeping their silent auction open through Sunday night,” Claire recalled. “It turned into a fun, friendly bidding war on social media!”

That post-event window also makes distribution easier and gives guests time to reflect and give again.

Use online bidding software and text reminders to re-engage guests the next day. A message like: Hey, thanks for coming last night. You know you want that item, so keep bidding”, can bring in big returns with minimal effort.

Know the Difference Between Donation Budgets

It’s important to recognize that guests have different budgets for spending. “If I come to your event with $1,000 to donate, that’s one bucket,” Louis said. “But if I spend $15,000 on a vacation package, that’s from my vacation bucket. If I buy wine or dinners in the silent auction, that’s my entertainment bucket. They’re not competing with each other.”

Understanding this psychology helps you design a program that appeals to multiple giving styles:

• Live Auction: Large, experience-driven purchases from guests’ “luxury” budgets
  
• Fund-a-Need: Emotional giving from their “philanthropy” budgets
  
• Games & Raffles: Fun impulse buys from their “entertainment” budgets
  
• Silent Auction: Purchases for gifts, entertainment, dining and home décor budgets
  

Timing Your Paddle Raise and Live Auction

There’s an ongoing debate about whether to do the paddle raise before or after the live auction. There’s no one-size-fits-all answer.

If your auction is long (20+ items), do the Paddle Raise first to make sure no one leaves early. However, if you have a shorter auction, consider saving it for last.

“I like to end with it,” Louis said. “Your last auction item can be tied to your cause. Then you say, ‘You didn’t win that item, but here’s how you can still make a difference.’”

Another strategy is to use a donation scoreboard to visualize progress. Start your paddle raise early, show how close you are to your goal, then revisit it after the auction. “When people see you’re $20,000 short, someone will usually step up to close the gap,” Claire said.

Use Technology To Simplify Your Event

One often-overlooked aspect of event planning is tech setup. Many nonprofits struggle to load items into their auction platform before an event. Murad Auctions offers a service to help you upload your auction items and set up your event page, allowing you to focus on sponsorships and ticket sales instead.

“We know you’re wearing 14 hats,” Murad said. “That’s why our team will upload your items for you, so you can spend your time selling tables and building relationships.”

This kind of back-end support frees up hours of your time and ensures your technology works flawlessly when it matters most.

Use Games And Energy Boosters To Add Fun

Once your timeline, dinner, and auctions are in place, add some excitement! Games like wine pulls, gift card roulette, or vacation boards keep guests laughing and donating between big moments.

Louis noted that these lighthearted activities are more than just filler. They help engage every attendee, not just the top bidders.

“You want everyone to participate, not just the few people who win the live auction items,” he said. “Games and small activities give everyone a way to support your mission.” Get more fundraiser game ideas check out our fundraiser games blogs and our fundraiser games YouTube channel playlist.

Plan Your Event With Purpose

Every minute of your fundraiser should serve a purpose, whether it’s building connection, inspiring generosity, or celebrating success. The key is keeping things moving, respecting your guests’ time, and giving them multiple ways to engage and support your cause.

By applying these expert strategies—smart timing, structured flow, clear transitions, and modern bidding tools—you’ll raise more money and create an event people can’t wait to attend again.

“If you explain what you’re doing with the money, people want you to reach your goal. That’s why they’re there—to help you win,” Louis said.

The modern fundraiser isn’t just a dinner. It’s an experience. When you control your event’s rhythm, balance emotion with entertainment, and strategically plan every segment, you turn an ordinary fundraiser into an unforgettable celebration of giving.

So, keep your audience captivated, your mission front and center, and your energy high. Because when your timeline flows, so does the generosity.

People remember the high point of the event with the most emotion, and the end of the event. Make sure these are moments are positive experiences for your guests. Hire a professional company to manage checkout and auction item distribution or eliminate checkout altogether!

Stage your staff at the exits to thank guests as they leave and hand them a gift bag. Make sure there is a surprise gift in their car like a bottle of water branded for your event or your sponsor. Ask your valet company to tuck a thank you note, or coupon to a local restaurant in the car cup holder. Make the last impression the best impression of the event!

Ready to make your next fundraiser your most successful yet? Partner with the experts at Murad Auctions to design an event timeline that keeps guests engaged, inspired, and giving generously.

Schedule a free consultation and let’s make your next event memorable and record-breaking.