Episode 45: Your Board Is Costing Your Gala Money — Here's How to Activate Them
In this episode of Auction Is Action with U in It!, Bobby D. Ehlert tackles one of the most consistently underused resources at any fundraising event: the board of directors.
Your board members should not arrive at your gala asking where their table is. They should arrive asking who they can welcome, who they can connect, who they can inspire, and who they can thank. Board members are not guests at your event. They are hosts, ambassadors, donors, and connectors. And most of them have never been told what that actually means in practice.
This episode gives them the plan.
Key Takeaways
Stop Calling It the Cocktail Hour. It Is the Connection Hour.
Cocktails may be served, but connection is the real opportunity. Board members should arrive early, before guests walk through the door, and be ready to work the room. One simple rule: no board member huddles during the connection hour. Instead they should welcome guests, introduce first-time attendees to long-term supporters, connect donors with organizational leadership, and look for anyone who does not know someone yet.Conversation Starters That Create Donor Relationships
Board members do not need complicated sales pitches. They need three good questions: how did you first get involved with our organization, is this your first time attending our event, and what part of the mission is most meaningful to you? Those questions create conversations. Conversations create connections. And connections create generosity.Motion Creates Emotion
Board members should be moving throughout the room, bidding in the silent auction, buying raffle tickets, pointing out live auction packages, and sharing why tonight's support matters. Their energy is contagious. Their stillness is too.Board Members Set the Emotional Temperature of the Room
During the program, board members must model the behavior they want to see from everyone else. When it is time to be loud, get loud. When a mission story is being shared, be fully present: no side conversations, no checking phones, no wandering to the bar. A board member's focus tells everyone around them that this matters.Every Board Member Should Make a Gift During the Paddle Raise
Let that be clear: every board member. Not the largest gift in the room, but a gift that is personally meaningful and financially appropriate. When the organization asks the room to give and the people responsible for leading that organization sit with their arms crossed, the message is devastating. When every board member raises a paddle, it demonstrates unity, confidence, and momentum. It gives everyone else in the room permission to participate too.The Board Match Is One of the Most Powerful Paddle Raise Tools Available
A board match at the $1,500 level, where the board collectively matches ten gifts at that amount, can move $1,000 donors up 50% and generate $30,000 in minutes. Every time this has been executed well, it has worked. Every time.Acknowledge Every Act of Generosity in the Room
When someone at their table wins a live auction item, board members should congratulate them. When someone raises a paddle for the first time, a warm response from a board member transforms that moment. It tells the donor: we saw you, we appreciate you, and your gift matters. That acknowledgement can be the difference between a one-time gift and a long-term relationship.When the Fundraising Is Over, the Board's Job Is Just Beginning
The auctioneer puts down the microphone and the catering team starts clearing plates. That is when board members need to pick up the leadership. Thank the donors who raised their paddles. Reconnect with the people you met during the connection hour. Ask what part of the evening connected with them. Invite them to a tour, a coffee, a follow-up conversation. Do not let anyone make a gift and disappear into the night feeling processed.The 48-Hour Follow-Up Is Where the Data Gets Real
Studies cited by Penelope Burke show that when a board member reaches out to a donor within 48 hours of a gift, the likelihood of a second gift rises to 75% and the likelihood of that second gift being larger than the first is over 80%. A personal call, text, or email is not a form letter. It is a relationship. Send it the next morning while the energy of the event is still fresh.Give Every Board Member a Simple Four-Part Activation Plan
Connect with three guests during the connection hour. Bid, give, and model engagement during the program. Personally thank five donors after the fundraising. Follow up with those three guests the next day. Three connections, active participation, five thank yous, three follow-ups. Clear, measurable, and meaningful.
FULL TRANSCRIPT
Bobby D.:
Well, hello there everyone. Bobby D here with the Auction Is Action with You in It podcast, presented by calltoauction.com. I am your host, world champion auctioneer, chronic fundraiser, over 25 years of experience in this business, founder of Call to Auction, co-founder of Inspire Hearts Fundraising, and co-founder of galatoolbox.com. Check all those out.
Today I want to talk to you about one of the most underused resources at a fundraising event: your board of directors.
Your board members should not arrive at your gala asking, "Where is my table?" They should arrive asking, "Who can I welcome? Who can I connect with? Who can I inspire? And who can I thank?" Because your board members are not simply guests at your event. They are hosts. They are ambassadors. They are donors. They are connectors. And they play an important role in creating the energy, generosity, and results you want to see in the room.
But here is the problem. Many board members have never been told what that role actually is. They are invited to the event, given a ticket, assigned a table, and nobody explains what they should be doing before, during, or after the fundraising. They end up spending the cocktail hour talking to each other, sitting quietly during the auction, and leaving as soon as the program ends.
So today, let us give your board a plan. Let us talk about what they can do during the connection hour, during the program, after the fundraising, and the next day.
First: stop calling it the cocktail hour. Let us call it the connection hour.
Cocktails may be served, but connection is the real opportunity. Board members should arrive early and be ready before guests walk through the door. They should not immediately form a circle and talk to other board members or huddle with their guests. I recommend one simple rule: no board member huddles during the connection hour.
Instead, they should work the room. Welcome guests. Introduce themselves. Connect first-time attendees with long-term supporters. Introduce donors to members of the staff and organizational leadership. Look for people who might not know anyone yet.
Imagine walking into an event for the first time and having a board member personally welcome you. That sends a powerful message. It says: you belong here, we are glad you came, and your presence matters to us.
Board members do not need complicated sales pitches. They simply need a few good questions. How did you first get involved with our organization? Is this your first time attending our event? What part of the mission is most meaningful to you? These questions create conversations. Conversations create connections.
I have a challenge for board members: meet three people you do not know and ask them how they are connected to this event tonight. Remember their names and their faces. Take a selfie with them and text them the photo. This will be important later.
Board members can also point out auction items, explain the fundraising activities, and share why tonight's support matters. They should be bidding in the silent auction, buying raffle tickets, and moving throughout the room. Motion creates emotion. They are out there moving, engaging, creating energy. Their job is not to pressure anyone. Their job is to help guests feel connected, informed, and excited about participating.
Then it is time for the program.
This is where board members must model the behavior we want from everyone else in the room. When it is time to get loud, get loud. When it is time to be quiet and calm, be quiet and calm. When a mission story is being shared, board members should be paying full attention. No side conversations, no checking emails, no wandering throughout the room, no getting drinks from the bar. We need your focus on the video or the speaker on stage. Their attention tells everyone around them: this matters.
When it is time to celebrate, applaud. When it is time to laugh, laugh. When it is time to cheer, cheer loudly. When it is time to listen, listen. Board members help set the emotional temperature of the room.
This is especially important during the live auction. Board members should be bidding. That does not mean they need to win every item or any item, but they should participate. They should raise their bid cards early and help generate momentum, energy, and friendly competition. If an item is worth $2,000 and the bidding is still at $500, a board member who wants that item should be bidding. Not sitting silently hoping someone else will increase the price. Bid with intention, bid responsibly, and help demonstrate that these packages have value. The goal is not necessarily to win. The goal is to participate. It is not about what you are getting from the live auction. It is about what you are giving to the organization.
The same principle applies to the paddle raise. Every board member should be making a gift during the paddle raise. Let me say that again: every board member should be making a gift. It does not have to be the largest gift in the room. It should be at a level that is personally meaningful and financially appropriate. But when your organization asks the room to give, the people responsible for leading that organization need to be participating.
Imagine asking your guests to raise their paddles while board members sit with their arms crossed. What message does that send? Now imagine every board member raising a paddle. That demonstrates unity. That demonstrates confidence. That demonstrates momentum. It shows your guests that the people closest to the organization believe in the mission enough to invest in it themselves.
People look around before they act. When they see board members participating confidently, it gives them permission to participate too. This is social proof.
Another way the board can affect the outcome of a paddle raise is to collectively create a board match. I love the $1,500 level with a board match because when the board matches ten gifts at that level, you can move your $1,000 donors up $500, a 50% increase, and raise a quick $30,000 in a couple of minutes. Every time we have done this, it has worked. Every time.
Bidding and raising paddles is not the only action the board should take. When someone at their table wins a live auction item, thank them. Celebrate them. Give them a pat on the back, a fist bump, a high five. Say congratulations and thank you for supporting the mission. When someone raises their paddle, acknowledge them. You can simply say thank you or that is incredibly generous. You never know how nervous someone might feel about raising their paddle for the first time. A warm response from a board member can transform that moment. It tells the donor: we saw you, we appreciate you, and your gift matters.
When the fundraising is over, the board's job is not over. It is really just beginning.
This is a critical moment. The auctioneer puts down the microphone and catering starts clearing plates. But board members need to pick the leadership back up. Board members should personally thank the people around them. Thank the donors who raised their paddles. Thank the guests who joined them at the table. Congratulate the auction winners. Celebrate every level of participation.
Reconnect with those friends you made in the connection hour. Ask them how they would like to be more involved. Invite them on a tour or for a cup of coffee. You never know where that new relationship will lead.
Ask guests: what part of tonight's program connected with you? What did you enjoy most? Was there a particular story that stood out? What was your favorite thing about the night? These conversations provide valuable information for the organization. They also prevent donors from feeling like they were simply processed. We do not want someone to make a gift, receive a receipt, and disappear into the night. We want them to feel appreciated, connected, and to understand that their gift is the beginning of a deeper relationship with the mission.
Board members should stay engaged until the event is truly over. Do not disappear immediately after the paddle raise. Do not make guests feel like the only reason you were there was to collect their gift. Continue conversations. Continue making introductions. Continue thanking people.
And then comes one of the most important moments: the next day.
Gratitude should not wait until the next board meeting. It should not wait until the standard acknowledgement letter arrives two weeks later. While the emotion and energy of the event are still fresh, board members should reach out: call, text, or send a personal email. It could be as simple as: thank you for joining us last night. It was wonderful having you at our table. Thank you so much for raising your paddle to help us fund this mission. Your generosity made the evening incredibly meaningful and I would love to know what part of the program stood out to you most.
This message does not feel like a form letter. It feels personal. Studies have shown that when a board member reaches out after a gift is made within 48 hours, the likelihood of a second gift rises to 75%, and the likelihood of that second gift being higher than the first is over 80%. I have to thank Penelope Burke for that data point.
Board members can also share relevant feedback with the development team. Who seemed especially moved by the mission? Who expressed interest in volunteering? Who asked about a particular program? Who might want to take a tour, meet the executive director, or become more involved? These details should be recorded and followed up on. The goal is not simply to get people to attend the next gala. The goal is to invite them to be more deeply involved in the mission.
So how do we make all of this manageable?
Give every board member a simple board activation plan. I am happy to send you a copy: email me at bobby@calltoauction.com or reach out through our website and I will send it to you for free.
The plan asks four things. Connect with three guests during the connection hour. Bid, give, and model engagement during the program. Personally thank five donors after the fundraising. Follow up with those three guests the next day.
Three connections. Active participation. Five thank yous. Three follow-ups. Clear, measurable, and meaningful. It gives every board member a meaningful role in the success of the event.
Your board members are not simply attendees. They are hosts, connectors, ambassadors, donors, cheerleaders, and stewards of a relationship that will make your mission possible. They should bid even if they do not win. They should give even if theirs is not the largest gift. And they should celebrate the generosity happening around them.
When it is time to get loud, get loud. When it is time to be quiet, get quiet. And when it is time to say thank you, make sure your donors hear it.
Your fundraising event may last for only one night. But the relationship your board helps build can last for years. And that is how your board of directors can transform a good event into a great event with even better fundraising results.
I made this for my development friends and event friends out there. And I also made this for board members. I am a board member on a couple of volunteer organizations myself. I love these organizations. I give, I bid, I participate in meetings, and I participate in the gratitude process.
Thank you all for investing your time in consuming this content wherever you consume it: video, podcast, wherever it is. But most importantly, thank you for the impact you are making in the world by building better events. Better events equal more fundraising. More fundraising equals more impact. And we could not do it without you.
Thank you so much. And thank you to our sponsors: calltoauction.com, inspirehearts.com, and galatoolbox.com. We also have a free downloadable gala blueprint you can use to help build your gala from start to finish throughout the year.
My name is Bobby D, your host of the Auction Is Action with You in It podcast. Thank you again for watching.
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At Call to Auction, 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.