Planning Guide

Fundraising Event Registration Guide

Registration sets the tone for your event. This guide covers check-in logistics, technology, and staffing for a smooth arrival.

Check-in lanes

Plan 1 lane per 75–100 guests to avoid bottlenecks.
Use tablet check-in integrated with your guest list and auction platform.
Separate VIP and major-donor check-in for a faster experience.

Technology

Use event software that syncs registrations, seating, and bidding.
Onboard guests to the bidding platform at check-in.
Have a printed guest list as backup.

Staffing

Assign a registration lead and trained volunteers.
Brief staff on the seating chart, auction onboarding, and coat check.
Plan for peak arrival between 5:00 and 6:30 PM.

Capacity & Space Planner

See how your guest count maps to seating, tables, and room size.

Number of guests250

Seated + standing total

Guests per round table10

8–10 is typical for plated galas

Square feet per guest (seated)14 sq ft

12–15 for rounds; 18+ for galas with a stage and dance floor

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