Quick Guide to Planning a Charity Sporting Event or Fundraising Tournament
Planning a charity sporting event or fundraising tournament–whether a pickleball tournament, darts shootout, bags tournament, or three-on-three basketball–can be a bit overwhelming. There are a number of moving pieces, and some priorities are on tight deadlines. This quick guide outlines key considerations from start to finish, so you don’t miss a beat.
1. Define Goals & Vision
✔ Set fundraising and other goals
✔ Determine the sport and event format
✔ Assemble an organizing team or committee and determine roles
2. Secure a Venue & Date
✔ Book a facility/venue and choose a date and time
✔ Get necessary permits, insurance, and waivers
✔ Plan for weather contingencies (e.g. indoor backup, reschedule date)
Pickleball continues to gain popularity, making it an ideal fundraising event. RecDay is the leading event management platform for charity sporting events and tournament fundraisers, making planning a pickleball fundraiser easier than ever.
3. Set Up Registration
✔ Outline a budget based on expenses and revenue sources
✔ Choose an event management platform designed for tournament fundraisers
✔ Launch an event website and list registration and sponsorship packages
✔ Send save-the-dates
4. Promote the Event
✔ Spread the word through social media, emails, and other channels
✔ Activate board members to tap their networks
✔ Make phone, email, and in-person asks to sponsors
5. Organize Event Logistics
✔ Secure in-kind donations (t-shirts, water, snacks, prizes, raffle and auction items)
✔ Decide on revenue enhancers (VIP packages, auctions, raffles, mulligans, buy-backs, spectator tickets)
✔ Create bracket(s) and an event schedule
✔ Order equipment and supplies (check-in tables, balls, nets, PA system, scoreboards, etc.)
✔ Order merch and sponsor materials (signage, stickers, and decals)
✔ Arrange food and beverage logistics
A bags or cornhole tournament fundraiser is a great way to bring people together, expanding outreach opportunities and bringing awareness to your cause.
6. Execute the Event
✔ Set up registration tables, courts, and signage
✔ Assign referees/officials, announcers/emcees, scorekeepers, and other volunteers
✔ Capture photos and videos for future promotion
7. Post-Event Follow-Up
✔ Announce fundraising totals and impact
✔ Provide thank-yous to participants, sponsors, and volunteers
✔ Set a date for next year’s event and send a save-the-date
While there are a number of moving pieces involved in planning a charity sporting event or tournament fundraiser, but the right technology can help! RecDay is an event management platform designed to streamline all the component pieces of planning a charity tournament. It’s an all-in-one platform that saves event organizers tons of time and makes collaboration easier than ever, while also creating easy opportunities for add-ons that help increase support from donors and sponsors—meaning more dollars raised for your cause.
The result? It’s easier than ever for event organizers to coordinate and execute everything from memorial fundraisers to alumni tournaments and from corporate wellness events to school fundraisers. Ready to learn more? Get in touch below.
