Podcast – Episode 13: The 7 P’s of Event Planning
In this episode of Auction is Action with U in it!, host Bobby D. Ehlert breaks down one of the most important principles behind successful fundraising events: the 7 P’s — Prior Proper Planning Prevents Poor Performance.
Record-breaking fundraising galas don’t happen by accident. They happen because nonprofit teams are intentional about planning—from the venue and catering to live auction strategy, paddle raise preparation, storytelling, and donor experience. Bobby walks through what truly matters in event planning and where nonprofits should focus their time to set themselves up for success.
If you’re a nonprofit leader, development director, or event chair, you’ll walk away knowing how to:
Plan a fundraising event that actually performs
Build momentum for your live auction and paddle raise
Create a donor experience that leads to long-term relationships
Key Takeaways
Successful fundraising events are built, not winged. Preparation is the difference between average and exceptional results.
Planning goes beyond food and décor. Live auction strategy, paddle raise flow, and storytelling deserve equal focus.
Every moment of the event should build toward the giving moment. From arrival to closing remarks, momentum matters.
Pre-secured gifts and giving levels must be planned in advance. They create confidence and spark generosity.
Professional auctioneers deliver ROI. Investing in expertise prevents costly mistakes and maximizes revenue.
FULL TRANSCRIPT
Bobby D.:
Hey there, everyone. Bobby D. here with the Auction is Action with U in it! podcast. Thank you so much for joining us today.
Today we’re talking about a very important subject: prior proper planning prevents poor performance—the Seven P’s. Say it with me fast: Prior Proper Planning Prevents Piss Poor Performance.
This principle applies to every fundraising event—galas, golf tournaments, and beyond. Fundraising events that break records don’t just happen. They happen because you were purposeful about your planning and your process.
What Needs Prior Proper Planning?
There’s a lot that goes into preparing for a successful gala. Yes, you need:
A great venue
A great caterer
Bartenders, décor, and logistics
But planning for success goes far beyond food and beverages.
Planning for Live Auction Success
You need to plan your live auction:
What items will you feature?
How are they being marketed?
How are those items tied back to your mission and impact?
Preparation matters. Your live auction PowerPoint needs to be ready. Every person in the room needs a paddle. That part is non-negotiable.
If you’re looking for help with that, we’ve got a full live auction success packet available at calltoauction.com.
Paddle Raise Preparation Is Critical
Next, you must prepare for your paddle raise. Ask yourself:
What level are you starting at?
What are your giving tiers?
How does each level connect to your mission and programs?
You also need to plan how you’ll tell the story that leads into the ask. The golden goosebump moment doesn’t happen by accident.
Building the Golden Goosebump Moment
Everything in your event should build toward that moment:
Guest arrival
Cocktail and connection hour
Impact messaging and activations
Silent auction flow
Every remark—from the first welcome to the final thank-you—should be intentional. Your storytelling must include:
A hero
A conflict
A solution
A result
That’s how you inspire generosity.
Additional Revenue Generators
Planning also includes identifying additional revenue opportunities. Tonight’s event is using a golden ticket—selling 100 tickets at $100 each to raise $10,000 quickly.
With proper planning—and the right licensing—you can scale that even further. This is how you raise meaningful money efficiently.
Invest in Professional Support
Prior proper planning also means having the right people on your team.
Your venue isn’t free. Catering isn’t free. AV isn’t free.
So why is it expected that your auctioneer should be?
Working with a professional fundraising auctioneer is an investment—but the ROI is substantial. A professional helps prevent poor performance and ensures your planning translates into results.
Planning Builds Relationships
When you plan properly, you don’t just raise more money—you build relationships.
Your donors remember how they felt at your event. They remember you on Giving Tuesday. They remember you when you follow up. And that’s where long-term support begins.
Remember the Seven P’s:
Prior
Proper
Planning
Prevents
Piss
Poor
Performance
Thank you so much for joining me today. Go out there, make some auction action happen, and go change the world.
Ready to Raise More?
At Call to Auction, Ready to Raise More? We specialize in turning galas and fundraising events into mission-driven, revenue-generating experiences. From paddle raises to live auctions, our team knows how to excite donors, engage audiences, and inspire generosity in the moment.
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👉 Get Our Gala Planning Starter Kit