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. 2
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. 5 BACK TO TABLE OF CONTENTS
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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. 8 BACK TO TABLE OF CONTENTS
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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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CHAPTER FUNDRAISER CHECKLIST
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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DONE
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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DONE
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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CHAPTER FUNDRAISER CHECKLIST
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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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CHAPTER FUNDRAISER CHECKLIST
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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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WHO
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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CHAPTER FUNDRAISER CHECKLIST
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WHO
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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CHAPTER FUNDRAISER CHECKLIST
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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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CHAPTER FUNDRAISER CHECKLIST
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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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CHAPTER FUNDRAISER CHECKLIST
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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. 23 BACK TO TABLE OF CONTENTS
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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. 26 BACK TO TABLE OF CONTENTS
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WHO
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. 27 BACK TO TABLE OF CONTENTS
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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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