I once ran a gala that ran from 6 pm - 6 am. That morning, I got up and realized that the next time I would be home was in exactly 24 hours. I knew that the key to being able to be a strong staff person for that entire time was to be really well prepared and take care of myself.

Events are one of the most common ways to raise money with lots of people in attendance, including your Board and senior leadership, and so you have to be your absolute best the whole time.

Here are my top tips learned from years about how to make sure you make it through event day.

Pack an event emergency box filled with office supplies

• duct tape
• painter's tape
• 4 or 5 permanent markers
• 20 or more pens
• legal pad
• stapler
• staples
• tape
• clipboards
• rubber bands
• wine bottle opener
• at least 3 copies of the event timeline

Stay in touch

• Cell phone charger, spare charger, and already charged extra cell battery
• Spare, already charged batteries for walkie talkies

Be an effective fundraiser

Your colleagues and Board may arrive under-prepared.  They likely spent more time on what they were going to wear than on how to be effective at the event.

Be sure to get 10 business cards from each of them in advance so that you can help them, and your charity, succeed when they arrive at the event and utter those classic words "oh, I forgot to bring business cards." (Also hand them each a pen from your office supplies box and remind them to write notes on the card of anyone they meet about what follow-up, if any, is required).

• Your card
• Board Chair
• Cards for all the senior leadership of your charity
• at least 3 copies of the Board briefing

Eat, drink, but don't get scary

• Don't drink alcohol - it will dehydrate you and can cloud your judgment
• Do drink water - don't let yourself get dehydrated
• Pack a snack or 3 - Boost, protein bar, anything that doesn't require refrigeration and is full of nutrition
• Aspirin or whatever pain reliever you prefer

Bonus tip | Stand out

You want to be easy to find at your event so make yourself  easy to describe. This means you need to wear a completely different colour from everyone else. If it is a gala, don't wear black. If it is a walk or run, wear a different hat or shirt.

Everyone has their own secrets for success. Please share yours below.

Ann Rosenfield, MBA, CFRE has won awards for her work in fundraising events. She once ran 17 profitable events in less than 4 years. Just thinking about that makes her tired. She has run galas, walkathon, golf tournaments, theatre event, alumni reunions, donor receptions, and conferences.