Fundraising     |     4 August 2025

Everything You Need to Know About Building a Successful Fundraising Team (Hiring Tips and Roles Included)

Smart steps to build the right team and keep your event moving forward

15 minute read

Most people don’t dream of leading a fundraising team. They’re often recruited after a casual “Hey, you’d be great at this!” And suddenly, you’re responsible for pulling off a full-scale event that somehow raises thousands of dollars, delights attendees, and doesn’t end in a group meltdown.

But here you are. The good news is, you don’t have to do it alone.

If you're feeling overworked and underprepared, this is your shortcut to clarity. Building a strong fundraising team means less stress, better outcomes, and yes, more money raised. Here's how to put the right pieces in place.

Start with a clear plan before you start building your fundraising team

The urge to start asking for help right away is real. Taking a breath and getting organized first will save you hours later. Think about the size of your event, the number of moving parts, and what success looks like. Then build around that.

A small community auction? You might only need a few dedicated helpers. A large school gala with silent auctions, raffles, and dinner service? That’s going to need more hands. Once you know the scale, it’s easier to define roles and set expectations that make sense.

Also, consider timelines. A fundraising team working with a three-month lead-up will need to prioritize different things than a group planning a last-minute event. The more realistic you are upfront, the easier it is to keep your team motivated and focused.

What makes a fundraising team successful?

Good teams aren’t just about headcount. They work because people understand their roles and don’t feel micromanaged or left in the dark. They have some structure, but not so much that it becomes a job description from a hiring manual.

Here’s what you really need: clear responsibilities, friendly communication, and a shared commitment to getting it done. You’ll also want a culture that allows for mistakes and gives people a way to speak up without stress.

Great fundraising teams also understand that not everyone needs to be involved in every decision. Trust matters. When people feel empowered to make choices within their role, things move faster and feel smoother.

Core fundraising roles that every event team should consider

No two events are exactly alike, but most successful fundraising teams include some version of the following roles.

• The event lead is usually the main point of contact. If you’re reading this, it might be you. This person doesn’t do everything, but they do make sure things keep moving.
• It's key to have someone handle donor outreach. They focus on sponsors, auction item donors, and local businesses. They're usually organized, polite, and not afraid to follow up.
• Marketing and communications support helps keep your event from flying under the radar. This includes email updates, social media posts, printed flyers, and registration reminders.
• Auction or raffle management can be a big job. Someone needs to enter donations, write descriptions, take photos, and help run the auction online or in person.
• Check-in and registration might sound like a day-of job, but it usually starts early. This person (or team) ensures the landing page works, tickets are tracked, and check-in runs smoothly.
• Technology support keeps your event page, auction software, and communications working. They might not be tech experts, but they’re comfortable clicking around and solving problems.
• A volunteer manager organizes set-up, clean-up, and people power. They’re also the ones who know who has a pickup truck or owns a label maker.
• Someone to manage money may be called a treasurer, but this person tracks expenses, pulls reports, and helps with post-event reconciliation.
• You might also want an emcee or host, especially for live auctions or paddle raises. They keep the room engaged and make sure no one misses their moment to give.
• You might also consider assigning a dedicated sponsorship coordinator, someone who focuses solely on collecting and managing event sponsors. This person can also be responsible for ensuring sponsors are recognized properly on your materials and at the event itself.

Hiring tips for fundraising teams, even when you're not paying anyone

The word "hiring" might feel too formal here. Most of your team will be volunteers, but it’s still worth thinking like a hiring manager. Look for strengths, not just availability.

If you need someone to organize auction items, don’t ask the busiest person you know. Look for someone who enjoys spreadsheets, has a strong attention to detail, or has a history of getting stuff done.

During those early conversations, be clear about time commitments and whether certain tasks can be shared. You’re not conducting interviews, but you are making intentional choices. That mindset helps you avoid common burnout traps.

Also, remember that not every role has to last the entire length of the event planning timeline. You can build in shorter-term commitments, like a three-week raffle push or weekend flyer distribution. Offering flexible roles makes it easier to say yes.

Recruiting and hiring volunteers without burning out

Start with people you trust and be specific. General calls for help usually land flat. Instead, reach out to three people directly and ask them to take on a specific task or role. Then build from there.

People like to feel useful. Give them a task that matches their time and energy. Someone who can’t commit to weeks of planning might still be perfect for managing check-ins on the night of the event.

Another tip: use your network, but don’t overuse it. If you’re already asking someone to donate an auction item, maybe they’re not the right person to also run your wine pull, and that’s okay.

Don’t forget to check in with past volunteers, even if it’s been a while. People who’ve helped before may be ready to jump back in or suggest someone else who is. Recruiting and hiring isn’t just about new faces; it’s about reconnecting, too.

Matching people to roles based on strengths

This might be the most important part of building a fundraising team: putting people in roles where they can succeed.

Someone who loves to chat might shine with sponsor outreach. Someone who hates public speaking could be incredible at managing auction items behind the scenes. Someone with a graphic design hobby might love creating your event flyer or social media posts.

You don’t have to be overly formal about this. A quick call or email with a couple of friendly questions can go a long way.

• What kinds of tasks do you enjoy?
• Do you prefer to help on the day of the event or ahead of time?
• Are you comfortable using online tools or tracking info in a spreadsheet?

Let people show you where they fit best.

If you’re unsure where to place someone, consider pairing them with a more experienced team member for a smaller task first. You might uncover a new strength or a future leader that way.

Training new volunteers without overwhelming them

Even the most enthusiastic volunteer can lose steam quickly if they’re handed a task and told to “figure it out.” While you don’t need to run a formal training program, offering a little structure goes a long way in helping your fundraising team stay confident and capable.

Start by giving each new volunteer a short, written overview of what their role involves. This can be casual; just enough to outline the basic goals, tools they’ll be using, who to contact with questions, and when key deadlines are coming up. Clarity helps prevent repeat questions and gives people something to refer back to.

If you're using fundraising software like Silent Auction Pro, a quick walk-through can make a big difference. Show them how to access their area, where to find item details, or how to send messages to guests. Many people are more comfortable with tech than they let on, but no one wants to feel lost.

Pairing new volunteers with someone who’s done the job before can be incredibly helpful. It gives them a built-in support system and keeps them from feeling like they’re on an island. A quick “buddy system” setup can make a new team member feel welcome and capable.

Finally, give people permission to ask questions. Make it known that learning as you go is completely normal. Creating a supportive environment makes it more likely they’ll return and help again next time.

Setting up your fundraising team for success from day one

Even informal volunteers do better with a little onboarding. Create a shared folder or document with important dates, contact info, and your working plan. It doesn’t have to be fancy, just easy to find and update.

Use regular check-ins to keep everyone on the same page. A short weekly call or group text thread can be enough. People don’t need constant updates, but they do need clarity.

Set the tone early. If you want a team culture that feels light and collaborative, make sure your communication reflects that. You don’t have to be overly casual, but leading with warmth and clarity goes a long way.

How to keep morale high without spending a dime

Your team probably isn’t in this for the glory. Still, it helps to feel appreciated.

Celebrate milestones. Send a funny update after hitting a sponsor goal. Say thank you early and often, and make it personal. Not just a generic group message, but a quick note that says, “Hey, I saw how quickly you pulled together those auction write-ups. That saved us hours. Thank you.”

Also important: don’t let small annoyances fester. If something’s not working, bring it up kindly and move forward. Staying calm and clear helps your whole team stay in it for the long haul.

Keep in mind that morale isn’t just about emotions. It’s also about structure. When people feel like they’re doing meaningful work that’s respected and manageable, they’re more likely to stick around and even sign up again next year.

Fundraising team pitfalls and how to avoid them

You can’t plan for every issue, but a few common ones pop up again and again.

• Too many cooks: Avoid overlap by clearly defining who owns what. If three people are messaging donors, confusion is almost guaranteed.
• Volunteer ghosting: Life happens. If someone disappears, follow up once, then reassign the task. Don’t spend weeks waiting for someone who’s no longer involved.
• Last-minute chaos: Most of this comes from unclear expectations. Build extra time into every deadline and communicate early.
• Personality clashes: You don’t have to solve every disagreement. Just make sure people feel heard and decisions get made. If needed, step in to mediate and then move on.
• There is the "everything's fine" syndrome, where no one raises concerns until it's too late. Encourage your team to flag problems early. A quick pivot now can prevent a disaster later.

What to do after the event to keep your fundraising team strong

Once the event ends, resist the urge to ghost your team. Even if you’re exhausted.

A quick post-event debrief helps you remember what worked and what didn’t. Keep it simple: What should we change next time? What was surprisingly easy? What stressed us out more than it should have?

Also: thank people again. Public shout-outs are great, but personal messages go further. Mention something specific they did that mattered. It makes a difference.

Even if you’re not planning to run another event next year, your notes and structure can help the next person step in with confidence.

Consider creating a mini report or recap to share with stakeholders. Highlight what your fundraising team accomplished and how much was raised. It can be informal; a simple email works fine. Documenting your success helps set a positive tone for future events.

You’ve got this. And Silent Auction Pro is here to help.

Building a fundraising team doesn’t mean building a corporate org chart. It means finding the right people, giving them room to succeed, and supporting them with clear tools and communication.

You don’t need a big budget, and you don’t need to know everything. You just need a plan, a few willing volunteers, and a tool like Silent Auction Pro to keep the pieces connected and make running your next fundraiser a breeze.

Request a free demo and see how easy it can be to run your next fundraising event with a little backup.