Chapter Fundraiser Checklist

UPDATED: 6/2/26

Chapter Fundraiser Checklist 1

This SCI Chapter Fundraiser Checklist is a template to help plan annual chapter fundraising banquets. It is capable of being customized and adaptable to each chapter where you can either include or exclude elements as you see fit. This checklist is designed so that all essential components are together and organized to optimize efficiency and planning for chapter fundraising.

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CHAPTER FUNDRAISER CHECKLIST

INDEX

Table of Contents Table of Contents.....................................................................................................Page 3

Artist & Taxidermy II...............................................................................................Page 16

Role Assignments.....................................................................................................Page 4

Cashier I....................................................................................................................Page 17 Cashier II...................................................................................................................Page 18

Overview I..................................................................................................................Page 5

Banquet Registration.............................................................................................Page 19

Overview II.................................................................................................................Page 6

Live Auction I..........................................................................................................Page 20

Venue.........................................................................................................................Page 7

Live Auction II.........................................................................................................Page 21 Financial Program.....................................................................................................Page 8 Bag Auction..............................................................................................................Page 22 Staff & Volunteers....................................................................................................Page 9

Silent Auction..........................................................................................................Page 23

Auctioneer................................................................................................................Page 10

Silent Auction..........................................................................................................Page 24

Pre-Banquet Registration.....................................................................................Page 11

Raffles.......................................................................................................................Page 25

Purchases & Donations.........................................................................................Page 12

Bucket Raffles.........................................................................................................Page 26

Hunts I......................................................................................................................Page 13

After Banquet I.......................................................................................................Page 27

Hunts II.....................................................................................................................Page 14

After Banquet II......................................................................................................Page 28

Artist & Taxidermy I...............................................................................................Page 15

Other Ideas..............................................................................................................Page 29

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CHAPTER FUNDRAISER CHECKLIST

ROLE ASSIGNMENT

Basic Banquet Checklists

Responsible Person

OVERVIEW/PLANNING MEETING

BANQUET CHAIR

Venue Financial Program Saff & Volunteer Needs Auctioneer EMCEE Pre-Banquet Registration Purchases and Donors Hunts Artists and Taxidermists Cashier Live Auction Bag Auction Live Silent Auction Raffles Raffle Packages Post Banquet (Banquet Chair) Other ideas 4 BACK TO TABLE OF CONTENTS

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CHAPTER FUNDRAISER CHECKLIST

OVERVIEW I

Banquet Planning Meeting Overview

Chapter Service Specialist Notes

Use this at the first planning meeting to give an overview of the parts of a banquet, make preliminary decisions of what the group wants to have in their banquet and get everyone on the same page.

Jason St Michael - 613-401-8037 Jstmichael@scifirstforhunters.org Carson Keys - 907-460-4313 ckeys@scifirstforhunters.org Jordan Wisecup - 515-249-4057 jwisecup@firstforhunters.org Sean Jackson - 405-246-8879 sjackson@SCIfirstforhunters.org Chris Everett - 416-323-6727 ceverett@scifirstforhunters.org

Review previous banquet financials, numbers, Silent auction, raffles and live auction. The good, the bad, the ugly from previous year, Chapter Service Specialist review, comments from attendees, Previous banquet chair, etc.

This review will help you to not repeat the same mistakes. Some chapters keep a 3 ring binder of the banquet which is great to review the next year.

Select venue, Secure Date & Location - give a down payment if required. Discuss Menu, Set up, tear down, decorations, etc.

Locking in the venue early ensures availability and sets the timeline for all planning. Take good notes, document payment terms and cancellation policies.

Determine types of tickets and prices to sell. Do you plan to have actual tickets to give to the attendees or have them pick up a packet at the beginning of the banquet.

Single, Couple, Tables, types of sponsorships ( What differentiates sponsorship from dinner tickets.)

Membership - do attendees have to be a member of SCI to attend. Do you plan to make all non members, new members once the banquet is over. Will you include the price of membership in your ticket price.

This is a great way to increase chapter membership and find your future volunteers and leaders.

Find a good financial program to run your banquet. Use of online registrations, credit cards, final banquet reports, etc.

Your Chapter Service Specialist can share with you what other chapters use.

Review how to work with vendors and outfitters that may want to have a display table at the banquet. Will you charge them, where to set up, etc.

Review how to work with vendors and outfitters that may want to have a display table at the banquet. Will you charge them, where to set up, etc.

Decide to use Online Hunting Auctions (OHA) or not.

Online hunting auctions. Many chapters have seen a 20-30% increase in the winner bid amount. Booking and reserving in a timely manner Adding live auction items, descriptions etc. 90 days prior minimum.

Discuss people you may need to hire: Auctioneer, Reader of Live Auction Items, Spotters during live auction, Emcee, Cashiers, Financial person to oversee money night of the banquet, professional raffle girls, etc.

A good auctioneer can make a huge difference to your bottom line, hire a Professional Emcee - they make an absolute difference in getting people to bid, buy raffle tickets, play games as well as acknowledge the vendors in the room individually! Raffle girls can increase your net dollars as well.

Do you want to invite any guest speakers, SCI people, etc.

Guest need to be invited ASAP because there are so many banquets inviting them.

Discuss agenda for night of the banquet as well as program needs.

Complete Evening program minimum 30 days advance. Contact info for OHA.

Make sure website up to date with date, place, invitation and live auction list.

The website is often the first place attendees check for information. Keeping it current reduces incoming questions and confusion.

Discuss how to Advertise and Timelines.

Mail invitations, Text, Constant contact (email), radio, Television, word of mouth, etc.

How are attendees going to register for the banquet.

Register online, call in or mail in registration and who is responsible for pre registration. Will you accept all credit cards, checks and/or cash?

Registration before banquet.

Pre-registration management helps streamline event night check-in. This role ensures lists and materials are prepared in advance.

Determine timelines agenda for the night of the banquet.

When doors open, Are you going to have a hunt room for an hour before the banquet, Pledge of Allegiance, Star Spangles Banner, Prayer, Dinner, Close of Silent Auction, Guest Speaker, Start of Live Auction, etc.

Plan banquet program to place at each attendees seat.

Helps attendees know what is going on with the chapter, the agenda for the evening, list of raffles and games and list live auction items.

Review list of volunteers, add new ones, contact them ASAP for their help.

It takes all kinds of volunteers. The first hour or two of the banquet is when you will need the most volunteers. Then as the raffles and silent auction are complete and the live auction starts you will not need as many.

Decide if volunteers will wear the same shirts, etc.

Helps attendees know who to go to with questions.

Explain to everyone the process of getting donations.

Share the use of donor forms.

Provide volunteers and workers a schedule of banquet meetings, setup and tear down of banquet as soon as possible.

This helps everyone to plan their schedule and communicate if they are unable to attend. You will still need to send out reminders.

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CHAPTER FUNDRAISER CHECKLIST

OVERVIEW II

Assign responsible person: Hunts - secure hunt, signed paperwork, write up for online auction, pictures, hunt books if needed.

Hunt coordination requires donor communication, compliance checks, and detailed descriptions. Assign someone organized and detail-oriented.

Live

This person oversees item procurement, descriptions, and coordination with the auctioneer. Clear ownership prevents gaps in preparation.

Live Bag Auction

This role manages bag contents, pricing, and winner processing. Clear leadership keeps the game running smoothly.

Silent Auction

Silent auction management includes item intake, bid sheets, and checkout coordination. Consistent oversight reduces errors.

Dessert Auction

Dessert auctions move quickly and require clear rules. Assign someone comfortable managing fast-paced bidding.

Package Raffles

Package raffles involve multiple items and ticket tracking. Strong organization ensures accurate winner selection.

Raffles

Raffles require strict tracking of tickets and funds. This role should prioritize accuracy and security.

Volunteers

Volunteer coordination includes scheduling, assignments, and communication. A single point of contact keeps everyone aligned.

Cashier

The cashier lead oversees money handling and data entry. This role is critical for financial accuracy and control.

Registration at banquet

On-site registration requires calm, organized leadership. This person manages check-in flow and problem resolution.

Banquet clean up requirements - Night of or next morning

Make sure you have volunteers to help with this as well.

Closing out the banquet: Notification of who purchased the hunts, Thank you to donors, sponsors, financial analysis, 30% check to SCI.

This also includes putting everything away until the next year. The more organized you are in closing out the banquet, the easier it is to start up the following year.

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CHAPTER FUNDRAISER CHECKLIST

DONE

VENUE

WHO

TIMELINE

VENUE

CSS NOTES

Pre-Banquet

Select Venue

Ideas for Venues: Hotel with Restaurant, Resort, Country Club, Fair Grounds Hall, Community Hall, Museum, Raceway.

Pre-Banquet

Food and Drinks

Determine menu, plated or Buffet, catered or from the Venue.

Pre-Banquet

Alcohol

Discuss alcohol, can chapter bring in alcohol, does venue provide, etc.

Pre-Banquet

Decorations

Does Venue supply decorations or do you provide decorations such as flowers, balloons, etc.

Pre-Banquet

Layout of the Venue

Determine where to put Registration, Chashier and checkout, stage, configuration of attendee tables, food if caterd, Silent Auction, Live Auction, Raffles, Games.

Pre-Banquet

Negotiate Venue Set-Up Duties

Confirm who sets up what (tables/chairs/stage/pipe-drape) and get it in the contract.

Pre-Banquet

AV

Test mics/speakers/projector. Verify auto-play audio/video is clear. Bring HDMI/USB-C/adapters.

Pre-Banquet

WIFI

Confirm both open guest Wi-Fi AND private/password Wi-Fi. Get logins; test speed in ballroom.

Pre-Banquet

Table Decorations

Confirm table count/sizes/linens + rules (candles/tape/confetti). Ask about early drop-off.

Pre-Banquet

Bar (open/cash/how many)

Confirm bar type, bartender count, drink ticket rules, and last call timing.

Pre-Banquet

Meeting/Cash Room

Reserve secure cashier room (lock, limited access, close to banquet room).

Pre-Banquet

Storage

Secure storage for auction/raffle items; confirm carts/dollies and overnight access.

Pre-Banquet

Parking

Confirm guest parking, vendor/load-in parking, cost/validation, and signage needs.

Pre-Banquet

Vendor Access

Confirm load-in time/doors, tables, power, Wi-Fi, and any venue fees.

Pre-Banquet

Move-Out Timeline

Confirm breakdown deadline, staff help, and overtime/late fees.

Pre-Banquet

Move-In Timeline

Confirm earliest access for setup + key day-of venue contact.

Pre-Banquet

Room Block (if applicable)

Confirm cutoff date, booking link/code, comp rooms, and attrition terms.

Pre-Banquet

Number of Attendees

Confirm final count due date, guarantees/minimums, and overage policy.

Pre-Banquet

Certificate of Insurance

Confirm COI limits/wording (additional insured) and delivery email/address.

Pre-Banquet

Cancellation Details

Consult with venue to establish a contengency plan.

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WHO

FINANCIAL PROGRAM

TIMELINE

FINANCIAL PROGRAM

CSS NOTES

Pre-Banquet

There are many financial programs to use for your banquet. Talk to you Chapter Support Specialist to see what other chapters are using.

The financial program is one of the most important pieces of the banquet. Make sure you understand all aspects and use of the program. CHAMP, Quickbooks,

Pre-Banquet

Inactivate previous year banquet.

Closing out the prior event prevents data from being mixed with the current banquet. This ensures clean reporting and registrations.

Pre-Banquet

Set up 3.5% CC Fee or what you want to charge.

Confirm the fee is correctly applied across all transactions. This protects net revenue from processing costs.

Pre-Banquet

Registration of attendees - register as the information and payments come in or can download spreadsheet - be sure to mark payment for registration.

Accurate registration tracking prevents check-in issues on event night. Regular updates reduce last-minute confusion.

Pre-Banquet

Download Live Auction.

Ensure all live auction items are finalized before download. Verify item numbers and descriptions match printed materials.

Pre-Banquet

Download Bag Live Auction.

Confirm bag numbers and pricing are correct. This supports accurate winner processing later.

Pre-Banquet

Download Silent Auction.

Review silent auction data for completeness and accuracy. Missing items can disrupt bidding.

Pre-Banquet

Download all raffles for IOU purposes if you are offering IOU.

Pre-Banquet

Download the BUMPUP Item if you are going to offer BUMPUPs after each live auction.

BUNPUP downloads support tracking unpaid items.

Pre-Banquet

Download all registrants, mark payment for registration and run credit cards ( if this has not been done as the people register.

Processing payments ahead of time speeds up event-night check-in. Verify successful transactions before marking as paid.

Pre-Banquet

Input Sponsor Upgrade if appropriate. Some people may decide to upgrede dusing the banquet.

Pre-Banquet

Input Sponsor credits if you offer them. Example: Diamond sponsorship includes $500 credit on any live auction item purchased.

Printed reports help volunteers track bids efficiently. Ensure everyone is working from the same version.

Pre-Banquet

Set up report for Silent Auction - print and give one to each table at the banquet so they know if they were the high bidder or post a list.

Printed reports help volunteers track bids efficiently. Ensure everyone is working from the same version.

Pre-Banquet

Print out final reports.

Raffle downloads support tracking unpaid items and IOUs. Keep these files organized for cashier use.

Sponsor upgrades should be entered before final reports are generated. Confirm benefits align with sponsorship level.

Final reports should include all auctions, registrations, and raffles. These become the official event records.

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DONE

WHO

STAFF & VOLUNTEERS

TIMELINE

STAFF TO HIRE/VOLUNTEERS

CSS NOTES

STAFF TO HIRE Auctioneer

The better the auctioneer the more money that is spent.

Reader

Hiring a reader helps to free up the BOD and volunteers to work the banquet.

MC

Sometimes the reader is also MC - Make sure the MC knows what you want them to do.

Raffle Girls

Not every banquet will be successful using raffle girls. It depends on Size of banquet and style of offereing the raffles.

Make sure you analyze post banquet if it was worth paying for Raffle Girls.

Cashiers

Be sure to have a lead cahier and enough other cashiers to prevent long lines. Make sure you train them well.

CPA/treasurer for the evening

This is optional. If you have a good lead cashier you will be covered for the night. It is nice if the treasurer and checkbook are handy.

VOLUNTEERS Pre-Banquet

Make an updated list of volunteers.

Maintain a current master list with names, address, phone, email, roles, and contact information. This helps avoid last-minute gaps and confusion.

Pre-Banquet

Call Volunteers to see if available for the banquet.

Personal outreach increases commitment and reliability. Confirm availability 4-6 weeks early to allow time to fill any openings.

Pre-Banquet

Schedule volunteers to train on new banquet app.

App training ensures smoother operations on event night. Schedule training far enough ahead to address questions or technical issues.

Pre-Banquet

Make sure volunteers register for the banquet so they get a bid number and cc input.

Registration allows volunteers to participate in bidding and speeds up checkout. Verify registration completion before banquet week.

Pre-Banquet

Week before banquet, let volunteers know of schedule on banquet week.

Clear schedules reduce no-shows and overlap. Send reminders with arrival times and role assignments.

During Banquet

Saturday at banquet, have a luncheon volunteer meeting to go over process.

A same-day briefing reinforces expectations and answers last-minute questions. This aligns everyone before doors open.

Post-Banquet

Notify Volunteers of Volunteer Thank You dinner. This is the thank you for all the volunteers. Usually includes a nice dinner, door prizes, a couple of raffles for a gun or jewelry, etc.

Recognizing volunteers encourages future participation. Share details promptly while appreciation is still fresh.

Post-Banquet

Make volunteers members of SCI or ask them if they want to become a member.

Increases membership and helps volunteers to understand what SCI is all about and gets them on your mailing list.

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DONE

WHO

AUCTIONEER

TIMELINE

AUCTIONEER CHECKLIST

CSS NOTES

Auctioneers available for chapters: Reed Tobel Arlee, MT 406-2491767 reed@3riverswestauction.com Pre-Banquet

Secure auctioneer - add in all contact information.

Lock in the auctioneer early and document all contact details, including backup numbers. This ensures clear communication as the event approaches.

Pre-Banquet

Does Auctioneer provide or know readers and spotters to work the event.

Readers should be confident speakers who understand the auction flow. Confirm names and roles ahead of time. Spotters can make a big difference on keeping trac of bidders and amount. They need to be animated and confident.

Pre-Banquet

Does Auctioneer have experience with Online Auction programs.

Many chapters now use Online Auction programs so more people can bid on the live auction. It is important that auctioneer id familier with such programs.

Pre-Banquet

Reserve Hotel Room.

Confirm whether the chapter or hotel is covering the room and note check-in/check-out times. This helps avoid day-of logistics issues.

Pre-Banquet

Arrange for speaker system – include all banquet rooms if more than one, some auctioneers like speaker on stage pointed at them to monitor sound.

Pre-Banquet

Get all live auction info to auctioneer/readers 7 days ahead.

Early delivery allows the auctioneer to prepare pacing, pronunciation, and highlights.

Late changes should be minimized whenever possible.

Pre-Banquet

Meet 2 hours before banquet begins.

This meeting allows time for final walk-throughs and last-minute adjustments. Ensure all key players are present.

Pre-Banquet

Test Speaker system and lighting.

Test microphones, speakers, and lighting from the stage area. Fixing issues early avoids delays once guests are seated.

Pre-Banquet

Review all live auction items with auctioneers and readers.

Go over item order, minimum bids, and key selling points. This keeps the auction moving smoothly and maximizes revenue.

During Banquet

Pay auctioneer/Reader and spotters at the end of the banquet or send a check.

Clarify payment method and timing ahead of the event. Prompt payment reflects professionalism and builds goodwill.

Post-Banquet

If auctioneer good, ask them to do it again the next year

Securing a strong auctioneer early can simplify planning for the following year. Good auctioneers often book far in advance.

Post-Banquet

Send thank you with gross income from the banquet - verify if you want auctioneer again the next year.

Sharing results reinforces the auctioneer’s impact on the event’s success. This is also a good time to confirm future availability.

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Confirm audio needs directly with the auctioneer and venue AV team. Proper speaker placement is critical for pacing and bidder engagement.

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CHAPTER FUNDRAISER CHECKLIST

DONE

WHO

PRE-BANQUET REGISTRATION

TIMELINE

PRE BANQUET REGISTRATION

CSS COMMENTS

Pre Banquet

Plan a meeting to approve and final registration pricing, Invitation, sponsor worksheet breakdown and registration form.

This gets everyone on the same page.

Pre Banquet

Fill out registration form and collect money - cash, cc orcheck - keep in alphabetical file - DO NOT ACCEPT REGISTRATIONS FROM BOD IF FORM NOT FILLED OUT.

Having a form give you something to go back and doublecheck. If registration is all online this would not be necessary.

Pre Banquet

Must collect all information – Address, city, zip, phone, email and make sure up to date - ask who they want to sit by.

Complete information makes the banquet run smoother.

Pre Banquet

Create spreadsheet with name, address, phone, ticket type, ticket #, money spent, types of tickets (single, couple, volunteer, Silver, Gold, Diamond, comment column, seating column.

Helps to keep track of numbers and information. Helps you to know who is not a member.

Pre Banquet

Enter each registrant into Financial Program or you can download the information from the spreadsheet a couple of days before the banquet.

It is great if you can get all attendees preregistered and paid before the banquet. Avoids long registration lines.

Pre Banquet

If they pay with a CC ask if they want us to keep CC for quicker checkout night of banquet.

Not all programs offer this and not all attendees like the idea of checking out without seeing a list of items purchased.

Pre Banquet

Make sure you can rearrange to be able to pull out sponsors.

A separate list of sponsors helps with putting them in your program or announcing them during the banquet and a great starting place for future banquets.

Pre Banquet

Keep running tab of # tickets and dinners available, keep banquet chair up to date weekly.

Helps to ensure you do not oversale the banquet or if ticket sales are slow so you can make some calls to past attendees.

Pre Banquet

Keep track of non-purchased dinners-auctioneer, special guests, etc.

This helps with final financial analysis.

Pre Banquet

Have list of all tickets & anyone who needs to pay at the banquet - Ideally everyone has paid befor start of banquet.

This streamlines registration at the banquet.

Pre Banquet

If you get behind by a couple of days let someone know and we will get it up to date.

There are a lot of moving parts to the banquet and registration is one of the most important.

Pre Banquet

Make registration envelopes. Usually include, ticket, Bid #, reserved seat sign, how to become a member, drink tickets, etc. Comment on envelope any information or payments that are still needed: Label on outside of envelope should include: First and last name of each attendee in the group, type of ticket purchased, Bid Number and Table number if prearranged seating.

This is optional - You can also print tickets and give each person who pays a ticket to show at the door the night of the banquet.

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WHO

PURCHASES & DONATIONS

TIMELINE

BANQUET PURCHASES & DONORS CHECKLIST

CSS NOTES

Pre-Banquet

start by reviewing donations and/or items purchase for the banquet the previous year.

Reviewing prior-year items helps identify what performed well and what should be repeated or avoided. This also prevents duplicate solicitation.

Pre-Banquet

Take time to review last years banquet items for Silent Auction, Raffles and Live Auction.

Reviewing the previoius years banquet helps you to decide what you need to purchase to get mazimum money for the item at the banquet.

Determine who is keeper of all donations.

Assigning one person ensures accountability and prevents items from being misplaced. This person should track intake and storage locations.

Pre-Banquet Pre-Banquet

Anyone who accepts a donation – needs to completely fill out a Hunt Donor Form or non-Hunt Donor form – include name, address, phone number and be sure to give copy to donor.

Complete donor forms are required for tracking, payment, and thank-you acknowledgments. Do not accept items without proper documentation.

Pre-Banquet

Determine number of guns needed for the banquet - Do not go with cheap guns.

10% ratio of guns to attendees is a good place to start, look for quality gun. If possible, you can get some great guns on sale throughout the year rather than wait for banquet time.

Pre-Banquet

Determine use:

Pre-Banquet

Silent

Silent auction items should encourage competitive bidding and broad participation. Place items with clear value and appeal.

Pre-Banquet

Silent Dessert Auction

Dessert items should be easy to display and move quickly. Keep bidding rules simple and clear.

Pre-Banquet

Bag Auction

Bag auction items should be consistent and easy to explain. Avoid overly complex or fragile items.

Pre-Banquet

Live

Live auction items should have strong storytelling potential. Coordinate closely with the auctioneer on order and presentation.

Pre-Banquet

Raffle

Raffle items should appeal to a wide audience and encourage ticket sales. Visibility is key.

Pre-Banquet

Raffle Packages

Grouping items into packages increases perceived value. Make sure package contents are clearly listed.

Pre-Banquet

Other donations

Some items may be better suited for future use, incentives, or thank-you gifts. Track these separately.

Pre-Banquet

Keep spreadsheet of all items (donation or purchase) Include: Item-donor (purchase)--% donation—cost to chapter.

This spreadsheet is the master record for budgeting and reconciliation. Update it regularly as items are added or reassigned.

Pre-Banquet

Item-donor (purchase)--% donation—cost to chapter.

Purchased items still require documentation for accurate financial reporting. This also helps evaluate return on investment.

Make sure all donations have a donor form properly filled out.

Missing forms create problems with payments and thank-you letters. Conduct periodic audits to catch gaps early.

Post-Banquet

Keep spreadsheet of donors and contact information.

Accurate donor records are essential for follow-up, recognition, and future solicitation. This list should be maintained year over year.

Post-Banquet

Send thank you’s to all donors.

Timely and sincere thank-you messages strengthen donor relationships. Include impact or results when possible.

Pre-Banquet

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HUNTS I

WHO

TIMELINE

Hunts Checklist

CSS NOTES

Pre-Banquet

Research & accept donation - any questionable ones talk to Barbara Crown at SCI.

Vet all hunt donations early to ensure they meet SCI standards and legal requirements. Flag any concerns immediately to avoid issues later in the process.

Pre-Banquet

Make sure donor form properly filled out.

Complete donor forms are required for tracking, payment, and acknowledgment.

Do not move forward without all required fields completed.

Pre-Banquet

Get information on how to pay donor for hunt.

Clarify payment terms, timing, and method upfront. This avoids confusion after the hunt is sold.

Pre-Banquet

Keep spreadsheet of donation - Banquet Chair.

Centralized tracking ensures nothing is missed and keeps leadership informed.

Update the spreadsheet regularly as information changes.

Pre-Banquet

Let Banquet Chair know if they plan to attend the banquet. Ask donor if they would like a display table at the banquet.

Knowing donor attendance helps with seating, recognition, and live auction flow.

This is especially important for live auction donors.

Pre-Banquet

Make up hunt description with picture: this will be printed and displayed at live auction on cardstock.

Clear, compelling descriptions and quality photos increase bidding interest.

Ensure all details are accurate and donor-approved.

Pre-Banquet

Once Description and pictures are ready, share with Live Auction person to get into spreadsheet for ONLINE Hunting Auction, etc.

Early submission allows time for online setup and review. Late entries risk being excluded or rushed.

Pre-Banquet

Make Hunt Books (if needed) - see below.

Hunt books are especially useful for high-value or complex hunts. Decide early if books are needed to allow time for assembly.

Pre-Banquet

If Hunt Book not needed - make one page of description, might add a picture this will be put in acrylic stand for viewing.

A single, clean display page still provides visibility without the complexity of a full book. Make sure it is easy to read from a distance.

Pre-Banquet

Assist with putting hunts donations in order for live auction.

Proper sequencing helps the auctioneer maintain momentum. Coordinate with the auctioneer and banquet chair.

Pre-Banquet

Fill out auction sales form for Live Auction and put in order.

Completed sales forms ensure smooth checkout and accurate data entry. Verify lot numbers and descriptions match auction order.

Pre-Banquet

Fill out spreadsheet with LA#, donation description, starting bidm, ect and pictures for Online Live Auction Group.

Consistent data entry prevents discrepancies between live and online records.

Double-check starting bids and item numbers.

Pre-Banquet

Add donation descriptions without pictures to post on the Chapter Website.

Posting descriptions increases exposure and pre-event interest. Update the site promptly if changes occur.

Pre-Banquet

Set up and have volunteers for the Hunt Room before banquet.

Volunteers should understand the hunts and be able to answer basic questions.

Early setup ensures everything is ready before doors open.

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CHAPTER FUNDRAISER CHECKLIST

HUNTS II

DOUBLECHECK ALL HUNT DONATIONS Pre-Banquet

Hunt description- include Outfitter, # hunters, animals, dates, etc.

Clear parameters prevent misunderstandings after purchase. Always list any restrictions or limitations.

Pre-Banquet

Donor

Proper donor credit is important for recognition and records. Confirm spelling and business name.

Pre-Banquet

% Donation

This determines payout calculations and must be documented accurately. Confirm agreement with donor.

Pre-Banquet

Donor address

Required for payment processing and thank-you correspondence. Verify accuracy.

Pre-Banquet

Donor Email

Email is essential for follow-up communication and receipts. Ensure it is current and monitored.

Pre-Banquet

Determine if you want to make up hunt books to give to the winning bidder or put the information in a clear zipped folder, See below for ideas what to include

Hunt books are more time consuming to put together and more costly. It is helpful if the winning bidder goes home with more than just the hunt description from the banquet book.

Pre-Banquet

Donation and description

This should match exactly what is listed in auction materials. Consistency avoids buyer confusion.

Pre-Banquet

Taxidermy Certificate if appropriate

Clearly state what the certificate covers and any limitations. Include expiration or transfer rules if applicable.

Pre-Banquet

Brochure

Brochures add credibility and visual appeal. Ensure materials are current and relevant.

Pre-Banquet

Global Rescue

Include details if Global Rescue is part of the hunt package. Clarify coverage scope and duration.

Pre-Banquet

Insurance

List any insurance included or required. This reassures bidders and sets expectations.

Pre-Banquet

Coppersmith or other shipping companies information.

After a great hunt it is important to know ahead of time your plans for shipping the trophies home.

Pre-Banquet

Blue Bag Information.

Include standard SCI information materials as required. Ensure contents are complete.

Pre-Banquet

So you purchased a hunt information.

This helps buyers understand next steps after winning. Clear guidance reduces post-event questions.

Pre-Banquet

Specific country and gun laws if needed - make sure this is current if you include.

International hunts require extra clarity. Provide high-level guidance and direct buyers to official resources.

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ARTIST & TAXIDERMY I

WHO

TIMELINE

OPTIONAL - Artists and Taxidermists Checklist

CSS NOTES

Pre-Banquet

ARTISTS - determine % of gross that goes to artist. to artist (recommend 4070%).

Agree on the percentage early so expectations are clear and documented. This also helps with budgeting and pricing artwork for the auction.

Pre-Banquet

Review lists of artist & determine who to invite.

Select artists whose work fits the chapter audience and event style. Prioritize artists with a track record of engagement or strong followings.

Pre-Banquet

Send out invites – letter and return form or visit with or call.

Multiple contact methods increase response rates. Be clear about deadlines, commission structure, and event expectations.

Pre-Banquet

Make sure artists returns form with artist name, addresses, phone #.

Complete contact information is required for payment processing and follow-up. Do not accept artwork without completed paperwork.

Pre-Banquet

Description of artwork.

Descriptions help bidders understand the piece and increase perceived value. Keep descriptions accurate and artist-approved.

Pre-Banquet

picture of artwork for online auction.

High-quality photos are critical for online bidding and marketing. Request images early in case replacements are needed.

Pre-Banquet

Artist bio - keep it short.

A brief bio adds credibility without overwhelming bidders. Focus on notable achievements and style.

Pre-Banquet

Keep list of who donates what.

Tracking donations prevents confusion and ensures proper artist payouts. This list is also useful for acknowledgments and reporting.

Pre-Banquet

Collect all art items or arrange delivery for live/silent/etc.

Confirm delivery timelines and responsibilities well ahead of the event. This avoids lastminute issues on banquet day.

Post-Banquet

Thank you to artist with payments.

Prompt payment builds goodwill and increases the likelihood of future participation. Include a thank-you note reinforcing appreciation.

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ARTIST AND TAXIDERMY II

WHO

TIMELINE

OPTIONAL - Artists and Taxidermists Checklist

CSS NOTES

TAXIDERMIST:

Pre-Banquet

Review list of taxidermists in area to invite .

Focus on reputable local taxidermists with quality displays. Local involvement strengthens chapter relationships.

Pre-Banquet

Send invites to display taxidermy (include times & parameter).

Clearly outline setup times, space limits, and teardown expectations. This prevents misunderstandings on event day.nate logistics to avoid conflicts with venue access or banquet setup. Confirm plans in writing if possible.

Pre-Banquet

Arrange with Taxidermist when to bring animals to display and when to pick them up.

Be specific about what is being requested (mount credit, service, or certificate). Explain how the donation will be used in the auction.

Pre-Banquet

Ask for a taxidermy donation.

This ensures donors are properly credited and tracked. It also helps staff know which displays belong to whom. This donation can be used to pair with specific hunts, or used in the live auction or silent auction.

Pre-Banquet

Keep list of who donates & display.

Placement should maximize bidding and visibility. Higher-value items often perform best in live auction settings.

Pre-Banquet

Decide where to put taxidermy donations - Silent auction, Live Auction, with hunts in live auction.

Placement should maximize bidding and visibility. Higher-value items often perform best in live auction settings.

Pre-Banquet

Make certificates to put with hunt for taxidermy.

Certificates should clearly state what is included and any limitations. This avoids confusion for winning bidders later.

Post-Banquet

Send thank you's.

A timely thank-you reinforces appreciation and encourages future support. Include event results or impact if possible.

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WHO

CASHIER I

TIMELINE

CASHIER

CSS NOTES

Pre-Banquet

Determine who cashiers will be and get their contact information. Be sure to have a head cashier for the team and enough cashiers to eliminate long lines for checkout at the end of the night.

Finalize the cashier team early so scheduling and training can be completed ahead of time.

Having contact info allows for quick communication if plans change.

Pre-Banquet

Decide on rate to pay cashiers - 2024 was $30/hr.

Set the pay rate upfront and communicate it clearly to all cashiers. This avoids confusion and ensures accurate budgeting.

Pre-Banquet

Use Financial Program for online payments - add in 3.5% for Credit card processing.

Make sure all pricing accounts for processing fees so revenue goals are met. Communicate this clearly to guests when applicable.

Pre-Banquet

Cashier Meeting/Meet and Meet - assign job duties for the event - money counters, cashiers, review what items are in Financial Program for l data entry SA, LA, DA,IOUs, $500 off for Diamond Platinum, sponsor upgrades, folder runners, hand out LA items once paid for, etc.

This meeting ensures every cashier understands their role and workflow. Clear assignments reduce errors during peak payment times.

Pre-Banquet

Thursday or Friday set up cashier area - include boxes for Silent, Dessert, and live auction sheets, computers/printers, extra office supplies, box for money from raffles, games, veterans, etc. Give to Banquet Chair at end of night.

IF possible make sure the cashier area can be secured or locked. A fully stocked and organized cashier area keeps transactions moving efficiently. Plan for extra supplies to handle unexpected volume.

Pre-Banquet

Test computers and printers

Testing equipment ahead of time prevents technical issues during the banquet. Replace or troubleshoot anything that is not working properly.

Pre-Banquet

Make sure each computer can log into Financial Program

Verify login credentials on every device before the event. This avoids delays when guests are ready to pay.

Pre-Banquet

Write down computer log in info, wifi & network password, Financial Program etc. for each computer incase they get logged out.

Keep this information in a secure but accessible location. Quick access minimizes downtime if systems reset.

Pre-Banquet

Use individual hotspots if possible so computers do not go down.

Separate connections reduce the risk of system-wide outages. This is especially helpful in venues with unreliable Wi-Fi.

Pre-Banquet

Get banquet seed money from Banquet Chair - This will vary with banquet activities ($5000-$10,000).

Seed money ensures adequate change is available at the start of the event. Count and document the amount received.

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CASHIER II

WHO

TIMELINE

CASHIER

CSS NOTES

During Banquet

Night of banquet make sure everyone understands their assignments and what they need to be doing.

A quick final check-in reinforces roles and expectations. This helps the team stay focused during busy periods.

During Banquet

Once the banquet begins cashiers are not allowed to leave room unless the point person knows where they are going and when they will be returning.

This maintains accountability and coverage at all times. Any absence should be logged and communicated.

During Banquet

Raffles - with raffle seller count and document the money bags according to the money sheet. Put in money box.

Proper documentation protects against discrepancies. Secure all money immediately after counting.

During Banquet

Put in any IOU's - Do we want a general IOU and the cashiers type in amount of money or do we want individual IOU for each amount i.e.. $10, $20, $25, $30, $50, $100 or IOU by Raffles.

Standardizing IOUs simplifies reconciliation later. Make sure cashiers follow the same system consistently.

During Banquet

Data enter Silent Auction, Bag Auction, Dessert Auction and Live Auction sheets as they arrive.

Entering data in real time reduces end-of-night backlog. This also helps catch errors early.

During Banquet

Process payments as guest come in to pay. Do not use an invoice that has already been paid. Start with new invoice.

Using fresh invoices prevents duplicate charges and accounting errors.

Cashiers should double-check invoice status before processing.

Post-Banquet

Arrange to meet with head cashier to review any issues the Monday or Tuesday after banquet.

Reviewing issues promptly helps resolve discrepancies while details are still fresh. Document lessons learned for future events.

Post-Banquet

Send thank you and Pay Cashiers.

Timely payment and appreciation build goodwill and make it easier to staff future banquets. Confirm hours worked before issuing payment.

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BANQUET REGISTRATION & SETUP

Timeline

REGISTRATION AT BANQUET

CSS NOTES

Pre-Banquet

Review set up area, and make sure have everything to set up including lists, seating, etc.

Arrive early enough to walk the entire registration area and confirm all materials are present before guests arrive. This prevents last-minute scrambling and allows time to fix any missing items.

Pre-Banquet

Make sure 4 volunteers available to work registration with you—include pre-registration person.

Assign specific roles to each volunteer (check-in, sponsor handling, troubleshooting, etc.) so everyone knows their responsibility. This keeps lines moving efficiently and reduces confusion.

Pre-Banquet

Hotel will set up and skirt tables for registration - may need sponsors on opposite side.

Confirm table placement with the hotel staff before setup begins. Ensure sponsor check-in is clearly separated from general registration if space allows.

Pre-Banquet

Have separate areas with signs for: Sponsors, A-L, K-Z - have packets in alphabetical order at each area.

Clear signage and alphabetical separation significantly speeds up the check-in process.

Double-check packet order before doors open to avoid delays.

Pre-Banquet

Review registration process with each volunteer so no confusion.

Walk volunteers through a mock check-in so everyone understands the flow. Answer questions upfront to avoid inconsistent messaging to guests.

Pre-Banquet

Have 4 lists of registration as a double check sponsors, who coming together, etc. include table numbers.

Multiple lists help verify information quickly if there is a discrepancy. Table numbers are critical for resolving seating issues on the spot.

During Banquet

Look to see if added information or payment is needed.

Keep an eye out for guests who need to update contact info or complete payment. Address these issues immediately to avoid problems later in the evening.

During Banquet

For sponsor area – give them their sponsor gift - make sure gifts are labeled with sponsor name - helps prevent confusion, also explain the raffle tickets in packet.

Clearly explaining sponsor benefits and raffle tickets ensures sponsors feel valued and informed. Labeled gifts prevent mix-ups during busy periods.

During Banquet

Make sure volunteers know exactly what to do - mark off sponsors as they get packet.

Marking sponsors off the list helps track who has checked in and received materials. This avoids duplicate packets and missed sponsors.

During Banquet

Decorate area nice.

A clean, welcoming registration area sets the tone for the entire banquet. Simple decorations and clear layout improve first impressions.

Post-Banquet

When only a few left take all registration back and put in Banquet chair area - include any notes needed.

Consolidating registration materials keeps them secure once traffic slows. Be sure to pass along any notes or issues to the banquet chair before leaving.

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LIVE AUCTION I

TIMELINE

Live Auction Checklist

CSS NOTES

Pre-Banquet

Determine Live Auction items and order for LA - Mix up the items: ideas for items include hunts, fishing, firearms, optics, Vacations, jewelry, art, taxidermy, Life Time membership SCI, Gourmet Dinner with wine, custom wood furniture ( Desk, poker table, gun cabinet, Tufpak Surprise, Cooler with surprise gun, $2000 Road Mix, $10,000 flooring or house building, 8 hours of spring yard work, etc. Use your imagination.

Finalizing the item list and order early allows the auctioneer to plan pacing and energy. Item order should build momentum and maximize revenue.

Pre-Banquet

If an item can be sold more than once then add a line with a,b,c i.e.. 21 – 21a – 21b – 21c.

Clearly labeling duplicate items prevents confusion during bidding and checkout. This is critical for accurate data entry and payment processing.

Pre-Banquet

Create Spreadsheet with LA#, Description, Donor and address, % donation to donor, % donation to Chapter, sold amount.

This spreadsheet becomes the master record for reconciliation and payouts. Accuracy here prevents post-banquet issues.

ONLINE AUCTION REQUIREMENTS: For each live auction items.

Pre-Banquet

# - description – estimated auction price – starting price – incremental – minimum bid needed.

These details ensure consistency between live and online auctions. Proper increments keep bidding competitive.

Pre-Banquet

Get picture(s) and mark with # of LA item i.e.. 1, 2, 3.

Correctly labeled images avoid mix-ups when uploading and displaying items. Use clear, high-quality photos.

Pre-Banquet

If more than one picture mark as 2-1, 2-2, 2-3 etc.

Consistent naming conventions streamline organization and uploads. This also helps when updates are needed.

Pre-Banquet

Do not include duplicates in this spreadsheet.

Duplicates cause accounting errors and bidder confusion. Review entries carefully before finalizing.

Pre-Banquet

Once Live Auction is set, input into the online hunting auctions - they will help you if needed.

Online listings should mirror live auction details exactly. Double-check descriptions and pricing before publishing.

Pre-Banquet

Send live auction to printer to print winning bidder sheets – have a few extra made – when they come in double check for accuracy.

Extra copies account for errors or last-minute changes. Accuracy here ensures clean handoff to cashiers.

Pre-Banquet

Make up a reader book for both auctioneer and live auction reader – include artist biography (book is one live auction item per page and in large print for easier reading. Use 3 ring binder.

Large, clear formatting helps maintain auction flow. The reader book should be easy to flip and annotate.

Pre-Banquet

Review all live auction items with reader and auctioneer before the banquet starts or at very beginning of banquet – let them add comments to pages as needed.

This ensures everyone understands item details and pronunciation. Allow time for notes or adjustments.

Pre-Banquet

Make sure there are auction bid sheets for all Live Auction items and duplicates.

Missing bid sheets slow down checkout and increase errors. Verify counts before doors open.

Pre-Banquet

Determine if special display items needed.

High-value or visual items benefit from enhanced display. Plan placement for maximum visibility.

Pre-Banquet

Make tent card for item if needed.

Tent cards help guests identify and remember items. Keep wording concise and readable.

Pre-Banquet

If a certificate is needed make one.

Certificates provide a tangible takeaway for the winning bidder. Ensure terms and conditions are clearly stated.

Pre-Banquet

Determine # volunteers needed & process from beginning to end of each item – recommend 2 teams of 4 each.

Defined roles keep items moving smoothly from stage to cashier. Team structure prevents bottlenecks.

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LIVE AUCTION II

WHO

TIMELINE

LIVE AUCTION CHECKLIST

CSS NOTES

During Banquet

Person to display item & walk around the crowd – then once purchased get to cashier - sometimes this does not work well and is not needed for hunts.

Item runners keep bidders engaged and ensure smooth transition to payment.

Communication with cashiers is key.

During Banquet

Person w/clipboard to get signature of buyer—must write clearly get all info, leave white sheet w/buyer and bottle of Marula.

Clear handwriting and complete info prevent checkout delays. Leaving confirmation with buyer reinforces professionalism.

During Banquet

Have spotters for 2nd bidders on all hunts This is an optional idea in case the first bidder backs out.

Spotters help auctioneer catch competing bids and maximize final price. Position them strategically in the room.

During Banquet

Ask if they want to Bump Up.

During Banquet: Ask if they want to “Bump Up.” Can be $50 0r $100 - Have a drawing for a gun for all people who do the bump up (This is an easy way to make another $200 - $5000.

During Banquet

Have 1 person write price of all live auction items (also have this person collect signed auction forms, review for accuracy).

Centralizing this role ensures consistency and reduces errors. Forms should be reviewed immediately.

During Banquet

Need someone get live auction form signed and deliver forms to cashier.

Prompt delivery keeps checkout flowing and prevents backlog. Use a clear handoff process.

During Banquet

Make sure there is a PowerPoint slide with good pictures for each LA item.

Visuals help drive excitement and bidding. Confirm slides are in correct order before the auction begins.

During Banquet

Make sure cashiers know to give hunt book, certificate or item when they pay (Every live auction item should have something to give to the winning bidder).

This prevents confusion and follow-up issues. Cashiers should know exactly what accompanies each item.

Post-Banquet

Give spreadsheet to Banquet Chair with what item went for, did they bump up.

It also helps to include amount of money to pay donor, amount of money chapter made, address, email, phone of donor to notify and send money to, name address, email phone # of winning bidder. Telps with keeping all live auction information together.

This allows leadership to reconcile totals and process donor payments. Deliver promptly while information is fresh.

Post-Banquet

Send thank yous and money.

Timely payment and appreciation strengthen donor relationships. Include results when appropriate.

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WHO

BAG AUCTION

TIMELINE

BAG LIVE AUCTION

CSS NOTES

Optional Idea: This is a quick live auction to have while people are sitting down for dinner. Have 6-10 bags.

This works great to get another $5000-$10000 and generate some excitement.

Pre-Banquet

Decide # of bags to sell: 6-10.

Use prior-year performance to set the number of bags. Selling out creates urgency, while too many bags can stall momentum.

Pre-Banquet

Decide what giveaway should be; Backpack, ammunition boxes, canvas bags.

The giveaway should feel valuable and fit the audience. Consistency across bags keeps the auction fair and simple to explain.

Pre-Banquet

Make spreadsheet to put into Banquet Program.

This spreadsheet should include bag numbers, bidder info, and pricing. Accurate setup ensures smooth checkout later.

Pre-Banquet

Decide what gun will go to the winner.

Finalize the firearm early so certificates and descriptions are accurate. Ensure compliance with all legal requirements.

Pre-Banquet

Send spreadsheet to printer to make auction bid winner forms.

Printed forms should be clear and easy to complete quickly. Have extras available in case of errors.

During Banquet

With each winning bidder - fill out form and have them sign then take to Cashier.

Signed forms confirm the sale and winner information. Immediate delivery to the cashier prevents lost paperwork.

During Banquet

Once dinner is served, annouce the auction, sell each bag and then have winning bidders come to stage for gun winner to be selected.

Timing this after dinner ensures maximum attention. Bringing winners on stage adds excitement and transparency.

During Banquet

Ask if they want to Bump Up.

During Banquet: Ask if they want to “Bump Up.” Can be $50 0r $100 - Have a drawing for a gun for all people who do the bump up (This is an easy way to make another $200 - $5000.

During Banquet

Have gun certificate to give to winner with information on how to get gun

Providing clear next steps avoids confusion after the event. Certificates should outline pickup and transfer requirements.

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WHO

SILENT AUCTION I

TIMELINE

SILENT AUCTION CHECKLIST

CSS NOTES

Pre-Banquet

Review last banquet spreadsheet and determine which items you want repeated.

Reviewing prior performance helps focus on items that sold well. This also reduces time spent sourcing new items unnecessarily.

Pre-Banquet

Get current inventory list from banquet chair.

Knowing what is already available prevents duplicate purchases. Confirm condition and completeness of inventory items.

Pre-Banquet

Order any items you will need for Silent Auction - ask BOD if they have any donations.

Ordering early allows time for shipping delays. BOD donations can reduce chapter costs.

Pre-Banquet

Decide if you are going to offer the Yellow Line for a gun. (Anyone's bid that lands on a yellow line gets in a drawing for a gun.) You can also do the BUY IT NOW price at the bottom of the sheet.

Having the Yellow Line or BUY IT NOW can increase the money you make in the silent auction.

Pre-Banquet

Start spreadsheet of all Silent Auction items, include price chapter paid and retail price, item description, stating bid price and increments.

This spreadsheet is the master reference for setup and checkout. Accurate pricing helps drive competitive bidding.

Pre-Banquet

When list is final send to printer to print bid sheets - also send copy to banquet chair.

Printing should occur after final review to avoid reprints. The Banquet Chair should have the same version for reference.

Pre-Banquet

Signs for each section of Silent Auction and when each section closed, and explaining yellow line.

Clear signage prevents bidder confusion and disputes. Closure times must be highly visible.

Pre-Banquet

Print out 2-4 bid sheets per item for people to bid on - set up forms with yellow lines.

Multiple bid sheets allow more bidders and higher totals. Yellow lines clearly indicate valid bids.

Pre-Banquet

Make sure you have bags for people to take home SA items.

Providing bags improves guest experience and speeds pickup. Stock extras for large items.

Pre-Banquet

Determine # people to set up silent auction and # people to run silent auction the night of the banquet and recruit them.

Staffing ensures timely setup and orderly closing. Volunteers should understand procedures before doors open.

Pre-Banquet

Set out all items, decorate, put bid sheets and pen with each item.

Presentation impacts bidding behavior. Ensure every item is easy to access and clearly labeled.

Pre-Banquet

Have rags and cleaner to clean and dust items if needed.

Clean displays look more valuable and professional. Final touch-ups should happen just before doors open.

Pre-Banquet

Keep separate Hunt Area for hunts and items used in hunt such as global rescue, shooting sticks, tuff Pak.

Separating hunts avoids confusion with Silent Auction items. This also helps guide bidders to the correct auction type.

Pre-Banquet

Determine if special display items are needed.

High-value or large items may require special stands or placement. Plan space accordingly.

Pre-Banquet

If needed make tent cards/signs with explanation.

Tent cards help explain complex items without staff intervention. Keep wording short and clear.

Pre-Banquet

If needed make up certificates.

Certificates provide a tangible item for winners when the physical item is not immediately available.

Include clear redemption instructions.

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WHO

SILENT AUCTION II

TIMELINE

SILENT AUCTION CHECKLIST

CSS NOTES

Banquet

Pick up the bid sheets when the time is up. If two people are bidding on an item, let them keep bidding until one stops. Do not close the silent auction with people still standing by the bid sheets. They may linger and get a last bid in. That is why you pick up the sheets.

Make it clear that the bidding ends when you pick up the sheets. Less confusion someone can't come along and bid again behind your back.

Banquet

When Silent Auction is over, pick up bid sheets, verify what the item sold for and what bidder number purchased the item. Leave with the item in the room.

Immediate verification prevents disputes. Items should remain secured until payment is confirmed.

Banquet

Silent Auction person have computer with QB in Silent Auction Room to input all winning bidders and winning bids.

Real-time entry reduces end-of-night backlog. Ensure stable internet access.

Banquet

Fill out yellow tickets from yellow line for Gun drawing.

Accurate ticket completion ensures valid entries. Double-check handwriting and bidder numbers.

Banquet

Do not give out an item without first seeing a paid invoice – for collection of items move table in front of door so only people in silent auction room are volunteers Determine # of volunteers needed & process from beginning to end.

This control prevents unpaid items from leaving. Volunteers should follow this rule strictly.

Banquet

Set up order of SA & # sheets.

Organized sheets speed up closing and data entry. Keep them grouped by section.

Post-Banquet

Once the banquet is over submit list of all silent auction items, cost or donation and what the item went for and give to Banquet Chair.

This report supports financial reconciliation and donor payouts. Submit promptly.

Post-Banquet

Determine Gross receipt, cost and net.

Calculating net performance helps evaluate success. Use this data for planning next year’s auction.

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WHO

RAFFLES

TIMELINE

RAFFLES CHECKLIST

CSS NOTES

Pre-Banquet

Determine total number of raffles to have, price they will be raffled for, what the prizes are – keep spreadsheet.

Planning raffle quantity and pricing early helps set revenue expectations. A centralized spreadsheet keeps prizes and pricing organized.

Pre-Banquet

Try to have a giveaway for each raffle, cup, shot glasses, flashlight, knife, etc.

Smaller giveaways encourage participation and make raffles feel more accessible. Consistent prize value helps with sales messaging.

Pre-Banquet

Acquire prizes for raffle.

Secure all prizes well ahead of the event to avoid last-minute substitutions. Verify condition and completeness of each prize.

Pre-Banquet

Make sure there are printed tickets or cards, NOTE – printed tickets should be at printer 2-3 weeks before banquet.

Printed tickets are easier for the attendee to manage versus different playing cards and small raffle tickets in different color that you can purchase. Early printing avoids delays and errors. Always order extras to account for increased demand.

Pre-Banquet

Assign 1-2 people to be responsible for selling each raffle.

Dedicated sellers increase accountability and sales. Make sure they understand pricing and rules.

Pre-Banquet

Written rules for each raffle including price, what you win, etc.

Clear rules prevent confusion and disputes. Display rules where tickets are sold.

Pre-Banquet

There may be groups you support that will come in and do their own raffle and split proceeds 50% with chapter. Example: MT VET PROGRAM.

This is nice because you get some money but do not have to use any Volunteer time or effort.

Pre-Banquet

Make sure sellers know price of item and what they can win, Value of prize.

Informed sellers are more effective at selling tickets. Consistent messaging builds buyer confidence.

Pre-Banquet

Make sure they know how to use IOU.

Proper IOU usage ensures accurate tracking of unpaid tickets. Review procedures before doors open.

During Banquet

Once raffle is done take money bag to cashier - if possible count money with cashier at that time.

Immediate handoff reduces risk and discrepancies. Counting together ensures agreement on totals.

During Banquet

Cashiers count money and put in IOU.

Accurate entry keeps records clean for reconciliation. Cashiers should confirm totals match seller sheets.

During Banquet

Take tickets and winning prize to front stage to draw winner and announce them.

Public drawings build excitement and transparency. Make sure winner names are recorded clearly.

During Banquet

Have a person and table at bottom of steps for winners to go to and get certificates, and explanation of what to do. This person will also keep track of winners names.

A designated follow-up station keeps traffic flowing and avoids confusion. Winner tracking is critical for fulfillment and records.

During Banquet

Make sure the area you were selling the raffle is cleaned up and any extra items are put away.

This helps with clean up at the end of the night.

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WHO

BUCKET RAFFLE

TIMELINE

BUCKET Raffle Package Checklist

CSS NOTES

Pre-Banquet

These pacjage items are valued between $500-$2000. General Raffle Tickets are sold for the package Raffle, People put their raffle ticket into the corresponding bucket that they want to win.

Generally have 7-10 high-end bucket raffle packages. Bucket Raffle ideas include: Varmint Shooters, Fishing, Elk hunting, Youth Hunting, Booze cabinet, Gardening, TV and Recliner, BBQ, Fur Vest, Weekend Getaway, Freezer and meat, Archery, Tailgate, Fire pit and cooler, Tool Chest and Tools.

Pre-Banquet

Name and itemize package raffles.

Select items that bundle well together and appeal to a broad audience. Packages should feel high-value and easy to explain.

Pre-Banquet

Keep spreadsheet of package raffles.

Track package contents, value, and placement to avoid confusion. This spreadsheet becomes the reference for setup and winner tracking.

Pre-Banquet

Keep tract of which person responsible for Package, their budget & keep track of money spent per package.

Assigning ownership ensures accountability and keeps spending within budget. This also simplifies questions or last-minute changes.

Pre-Banquet

That person is responsible to also get the package to the banquet at set up time and set it up.

Packages must arrive early to allow time for proper display. Late setup reduces ticket sales.

Pre-Banquet

Need 2 signs for each package.

Clear signage helps guests quickly understand what they’re entering for. Consistent formatting improves readability.

Pre-Banquet

Big sign above Raffle Package area to show where it is and General Raffle ticket pricing.

High-visibility signage drives traffic to the area. Pricing clarity reduces questions and slows fewer sales.

Pre-Banquet

sign on ticket bucket – make sure bucket is labeled on lid and side - include name of package.

Proper labeling prevents tickets from being placed in the wrong bucket. Labels should be visible from all angles.

Pre-Banquet

tent card – if needed.

Tent cards provide additional details without cluttering the display. Keep wording concise and clear.

During Banquet

Make sure all packages are set up and look nice.

Well-presented packages attract more attention and ticket sales. Periodically tidy the area throughout the night.

During Banquet

After Live Auction take buckets up to stage to draw winners, keep track of who won, let them know if can take package home, or need gun certificate, or if special boxes, etc.

Clear communication avoids confusion after winners are announced. Document all winners immediately.

During Banquet

Have a person and table at bottom of steps for winners to go to and get certificates, and explanation of what to do. This person will also keep track of winners names.

A designated follow-up station keeps traffic moving smoothly. Accurate winner records are critical for checkout and fulfillment.

Durring Banquet

Keep track of which Bucket Raffles had the most tickets so you can repeat next year.

You can count the tickets or just estimate them. This helps with ideas for your next banquet.

Post-Banquet

Make sure nothing gets left behind.

Do a final sweep of the raffle area before teardown. Unclaimed items should be logged and secured.

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AFTER BANQUET I

TIMELINE

POST BANQUET CHECKLIST

CSS NOTES

Post-Banquet

Sunday morning after banquet meet to clean out the volunteer room, clean table clothes, pack away items to be used next year, etc. Do not put anything in the storage unit that is affected by heat and cold.

Early cleanup prevents loss or damage to supplies. Climate-sensitive items should be stored properly to extend their lifespan.

Post-Banquet

Everyone go to lunch and critique banquet - The Good, The Bad and The Ugly - Type up for review at next BOD meeting and for next years banquet.

Immediate feedback captures honest impressions while the event is fresh. Written notes become valuable planning tools for future banquets.

Post-Banquet

Count proceeds.

Counting should be done carefully and documented. Multiple verifications help prevent discrepancies.

Post-Banquet

Deposit cash & check in Bank.

Prompt deposits reduce risk and keep financial records current. Retain deposit confirmations for reconciliation.

Post-Banquet

Compare paperwork for LA, SSA, BA and SA with what is in computer.

This ensures physical forms match digital records. Address discrepancies immediately while details are still fresh.

Post-Banquet

Make sure all items are paid for and received, if not contact the person to get payment and deliver their purchases, review any issues or discrepancies with Cashier head, follow up with anyone who did not pick up their Silent Auction or Live Auction items.

Closing out outstanding items ensures accurate accounting and good donor relations. Track follow-ups until fully resolved.

Post-Banquet

Post a thank you to everyone for a successful banquet on the web page.

Public acknowledgment shows appreciation and builds goodwill. This also reinforces the chapter’s professionalism.

Post-Banquet

Post thank you on social media.

Social posts extend visibility and recognize supporters. Tag sponsors and partners when possible.

Post-Banquet

Send and email constant contact to all Banquet attendees.

This keeps attendees engaged and informed after the event. Include highlights, impact, and next steps.

Post-Banquet

Post thank you on Web and scosial media for everyone who supported the Goat Raffle. Let them know first name last initial of each winner.

Transparency builds trust and excitement. Limit winner information for privacy.

Post-Banquet

Email winning bidder and hunt donors to introduce them include thank you, hunt description, name and contact information for donor and winning bidder.

Early introductions streamline hunt coordination. Clear communication prevents confusion later.

Post-Banquet

Thank yous &/or money to donors - running list because some donors are not paid until the Nashville Convention.

Tracking delayed payments ensures no donor is overlooked. Communicate timelines clearly with donors.

Post-Banquet

Thank yous to Sponosrs.

Personalized thanks strengthen sponsor relationships. This supports renewal and future sponsorships.

Post-Banquet

Update web with 2025 Sponsor logos.

Keeping sponsor recognition current shows appreciation and professionalism. Confirm logo usage permissions.

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CHAPTER FUNDRAISER CHECKLIST

DONE

AFTER BANQUET II

WHO

TIMELINE

POST BANQUET CHECKLIST

CSS NOTES

Post-Banquet

Go through banquet attendees and if they are not a member, make them one.

Follow-up membership outreach can significantly increase chapter membership.

Use the post-event momentum.

Post-Banquet

Make inventory list of anything left over. Use for thank you dinner, member meetings and next banquet.

Inventory tracking reduces unnecessary purchases. Repurposing items maximizes value.

Post-Banquet

Pack all left over items into totes and determine where the totes go.

Clear labeling and storage plans prevent confusion later. Assign responsibility for storage locations.

Post-Banquet

Make a three ring binder of the banquet for use in planning the next years banquet.

A centralized binder preserves institutional knowledge. Include timelines, vendors, and lessons learned.

Post-Banquet

Determine Income vs Expenses to get net income. Fill out Banquet Financials in SCI website under Chapter Management to detemine 30% to give to National SCI.

Accurate financial reporting is critical for compliance. Complete this promptly after reconciliation.

Post-Banquet

Make sure check is sent to National SCI Or presented at the May BOD Meeting.

Timely payment ensures the chapter remains in good standing. Document when and how payment is made.

Post-Banquet

Put all paperwork from banquet in a tote with 3 ring binder. Registration forms, Bag Auction, Live Auction forms, Silent Auction forms,Dessert Auction, Super Silent Auction. winners of raffles, etc.

Organized records simplify audits and future planning. Store in a clearly labeled, secure location.

Keep all paperwork one year.

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CHAPTER FUNDRAISER CHECKLIST

OTHER IDEAS

NEW IDEAS Make every attendee a current member, include the price in the banquet ticket.

Have a dessert auction - can be a quick live auction right before dinner starts, or a silent auction that ends right before dinner starts.

Super Silent Auction - take some of the 100% hunts that did not make your live auction and offer as a super silent auction. This would close right after the live auction, so people who did not get a hunt can still get one.

After the banquet - can take hunts that did not make the Live auction and put them in a separate ONLINE ONLY auction for a specified amount of time. Chapters have netted anywhere from $500 $25000 on this.

Are you going to offer donors a booth during the banquet, or rent them a booth, etc.

RED,WHITE,BLUE or SILVER, GOLD, PLATINUM RAFFLE - sell general raffle tickets at different levels for each table containing items in a certain price range.

YELLOW LINE at silent Auction for a gun. On silent auction sheet have every few lines be yellow. All people who bid on yellow line are entered into a raffle for a gun once the silent auction is closed.

BUMP UP - After each live auction is sold, ask the winning bidder if they would like to bunp up for $50 or $100 for to enter a raffle for the gun drawing at the end of the live auction.

As CSS or others hear of ideas this is a place to write them down for chapters to look at.

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