Fundraising Gala & Dinner Playbook
Turn your event into a year-round revenue engine. Get every attendee to download the RFP app and convert your sponsors into vendors.
Why Galas Are Perfect for RFP
The Traditional Model
- ✗Sponsors pay for visibility at one event
- ✗Attendees donate once, then engagement drops
- ✗You start from scratch next year proving ROI to sponsors
The RFP Model
- ✓Sponsors become vendors—attendees shop with them year-round
- ✓Every attendee becomes a passive fundraiser through normal shopping
- ✓Next year, you have data: “Your sponsorship generated 47 customers”
If just 100 attendees download the app and actively shop with RFP vendors, your organization could generate approximately $63,000 annually in passive funding—without another ask.
Timeline & Checklist
Weeks Before: Sponsor Recruitment
Your sponsors are the key. If they become RFP vendors, every attendee who shops with them generates ongoing donations.
- Identify sponsors who would make good RFP vendors
- Schedule calls or meetings with each sponsor
- Use the “Sponsor to Vendor” pitch
- Provide them with the RFP vendor one-pager
- Help them complete the 10-minute application
Weeks Before: Materials Preparation
- Order or print table cards with QR codes
- Prepare stage announcement script for emcee
- Create slides for screen display (if using A/V)
- Brief event staff and volunteers
- Prepare prize for download contest (optional)
Week Before: Team Briefing
- Hold 15-minute briefing with all staff and volunteers
- Assign “App Ambassadors” to help attendees download
- Practice the 30-second explanation
- Test all QR codes on multiple devices
- Confirm emcee has reviewed announcement script
Day of Event: Execution
- Place table cards at every seat/table
- Position large QR code signage at entrance and bar areas
- Test A/V slides if using screens
- Brief emcee one final time
- Position App Ambassadors throughout room
The Sponsor-to-Vendor Pitch
“Thank you for sponsoring our gala! I want to share something that could make your sponsorship even more valuable.
We've partnered with RFP, and we're inviting our sponsors to join as vendors. Here's why it matters: When our attendees download the RFP app at the gala and select our nonprofit, they'll see YOUR business in the vendor directory. Every time they shop with you, a portion comes back to us—and you get a loyal customer who specifically chose you because you support our cause.
It's measurable. After the event, we can tell you exactly how many customers found you through RFP. Imagine next year's sponsorship conversation: ‘Last year, 45 of our attendees became your customers through RFP.’ That's real ROI.
The application takes 10 minutes. Would you be open to it?”
Stage Announcement Script
Timing: After dinner, before live auction or program climax—when energy is high and phones are accessible.
“Before we continue, I want to share something exciting. [Nonprofit Name] has partnered with RFP—Repairs for Purpose—and tonight we're launching it with all of you.
Here's what I need you to do. Take out your phone. Scan the QR code on your table. Download the app—it takes 30 seconds.
When you open it, choose [Nonprofit Name] as your cause. That's it.
Now, here's the magic: Many of tonight's sponsors are RFP vendors. When you shop with them—get your car repaired, grab dinner, book an appointment—they donate a portion to [Nonprofit Name]. You pay the same price you always would.
This isn't a one-night thing. This is year-round support. Every purchase you make at an RFP vendor supports our mission.
Let's do it together. Phones out. Scan. Download. Choose [Nonprofit Name].
[PAUSE - Allow 60-90 seconds]
Raise your hand when you've done it!
[Optional: “The table with the most downloads wins [PRIZE]!”]”
Making It Fun: The Download Contest
Option 1: Table Competition
Announce that the table with the most verified downloads wins a prize.
Prize ideas: Gift basket, bottle of champagne, dessert delivery to their table
Option 2: First 50 Raffle
First 50 people to show a volunteer their completed download get entered into a raffle.
Draw winner during the program.
Option 3: Sponsor Match
Announce that for every download completed tonight, a sponsor will donate an additional $5.
Creates urgency and ties sponsors to the moment.
Post-Event Follow-Up
Within 48 Hours
- Send thank-you email with RFP reminder
- Include app download links for anyone who missed it
- List the sponsors who are RFP vendors
Within 2 Weeks
- Pull RFP data: How many new supporters?
- Share data with sponsors
- Send sponsor thank-you with preliminary metrics
Within 3 Months
- Pull updated data: Customer visits, revenue, donations
- Create sponsor ROI report for next year
- Share impact update with attendees via newsletter
Post-Event Email Template
Subject: Thank you for an incredible evening—plus one more way to help
Dear [Name],
Thank you for joining us at [Event Name]! Your presence and generosity made it a night to remember.
If you downloaded the RFP app last night, thank you! You're now part of our year-round community of supporters. Every time you shop at an RFP vendor, you're helping [Nonprofit Name]—at no extra cost to you.
Didn't get a chance to download? It only takes 30 seconds:
- • [iOS Download Link]
- • [Android Download Link]
Our sponsor-vendors are waiting for you:
- • [Sponsor/Vendor 1 Name] - [Business Type]
- • [Sponsor/Vendor 2 Name] - [Business Type]
Find them all in the RFP app and make your everyday shopping count.
Common Questions
What if a sponsor doesn't want to become an RFP vendor?
That's okay! They can still sponsor your event traditionally. Focus your RFP messaging on the sponsors who do join—they become your “featured community heroes.”
How many downloads should we expect?
With a strong stage announcement and table cards, expect 40-60% of attendees to download. A download contest can push this to 70-80%.
What if people forget to use the app after the event?
Follow-up is key. Send reminder emails, feature vendors in your newsletter, and share impact updates. The more you keep RFP visible, the more people will use it.
Can we do this at a smaller event (50 people or less)?
Absolutely! Smaller events can have even higher conversion rates because you can personally walk people through the download.