Fall Fundraiser 2025

The Fall Fundraiser 2025 was a strong organizational success, surpassing its $85,000 fundraising goal with a final total of $91,400. Volunteer engagement was high across all six stations and guest satisfaction was broadly positive, with particular enthusiasm for the casino night experience, raffle activities, and food service. While core operations ran well, the event revealed recurring gaps in pre-event communication and supply chain preparation. Across multiple departments, key information — including staff assignments, price sheets, inventory levels, and volunteer contacts — was either unavailable or inconsistent at the start of the event. These are addressable planning issues that, if corrected, would significantly improve execution quality at scale. Overall, this event demonstrates a capable volunteer base and a strong event concept. The recommendations below focus on the communication and logistics systems that will allow this team to operate with greater confidence and consistency as the organization grows.

Casino operations were a standout success. Tables were well-staffed, the dealer rotation schedule worked effectively, and guests responded with sustained enthusiasm. Multiple respondents noted the casino night as the highlight of the event. Raffle ticket sales exceeded the station goal, and the prize display drew consistent guest attention throughout the evening. The drawing itself was well-timed and added energy to the final portion of the night. Check-in was efficient once operational, with the badge printing system working reliably all night. The merch table benefited from strong placement near the entrance, resulting in high early sales volume. The bar service kept pace with demand and guests rarely waited. Load-in and vendor coordination were completed 45 minutes ahead of schedule, reflecting strong logistics execution. The cleanup team cleared the main hall in under 40 minutes, demonstrating a motivated and well-coordinated team.

Several stations encountered issues rooted in insufficient pre-event preparation. Casino dealers did not receive their rotation assignments until 30 minutes before doors opened, causing initial confusion and requiring supervisor intervention. The guest check-in list contained duplicate entries and spelling inconsistencies that created a brief but disruptive bottleneck during peak arrival. Food service ran out of vegetarian entrees by 7:45 PM, nearly 90 minutes before the event ended, disappointing multiple guests. The bar ran short on tonic water. The merch table lacked consistent pricing guidance, resulting in volunteers quoting different prices to guests for bundled items. Cleanup crews lacked sufficient supplies staged near their work areas, requiring two separate resupply runs during the cleanup window. The raffle ticket collection container was undersized for the volume generated.

Communication gaps were a consistent theme across departments. Three volunteers did not receive their station assignment confirmations due to an email delivery failure and arrived at the event uninformed of their roles. Multiple volunteers reported difficulty identifying team leads and supervisors on the floor. There was no designated floor captain or escalation contact during the event, causing operational issues to bypass the volunteer chain of command and reach senior leadership directly. Station leads were not provided a clear escalation protocol before the event.

Supply and inventory shortfalls affected multiple stations. Cleanup staging lacked sufficient large trash bags for the waste volume generated. The bar ran short on tonic water. Vegetarian food quantities were underestimated relative to actual guest demand. The raffle ticket collection container was too small for the ticket volume and required workarounds during the event. A pre-event inventory checklist with minimum quantity thresholds per station, reviewed 48 hours before the event, would prevent most of these shortfalls.

One volunteer slipped near the bar area where a drink had spilled. No injury occurred, but no wet floor sign had been posted at the time of the incident. Additionally, cleanup crews began breaking down tables in the south hall before all guests had cleared the space, creating discomfort and a potential safety hazard.

1. Designate a floor captain for all future events. Publish the escalation chain to all station leads before the event begins and post it at the volunteer check-in area. 2. Send all volunteer assignments at least 48 hours in advance via both email and text message. Build an in-person station confirmation step into the volunteer check-in process on event day. 3. Create laminated station briefing cards for each post, covering assigned roles, pricing, schedules, and the escalation contact name. 4. Conduct a supply inventory review 48 hours before each event. Set minimum quantity thresholds per station and pre-stage supplies inside the venue before the event begins. 5. Deduplicate and lock the guest list at least 24 hours before doors open. Maintain a printed alphabetical backup at the check-in table. 6. Pull dietary restriction data from RSVPs and order vegetarian and vegan options at 120% of expected demand. 7. Add a wet floor response protocol to the volunteer safety briefing. Identify the location of safety supplies during the pre-event walkthrough. Establish a clear go-signal from leadership before cleanup begins in any occupied area.