How to Plan & Host Hybrid Fundraising Events: Full Guide

Hybrid fundraising allows nonprofits to connect with both in-person and virtual audiences, expanding their reach. By blending fundraising best practices with powerful technology, you can create seamless giving experiences that engage every supporter and inspire more generosity for your mission!

We’re here to guide you through the world of hybrid fundraising, covering everything you need to plan and execute a successful event. From hybrid fundraising software to engaging mobile bidding strategies, we’ve got what you need to raise and reach more.

Here’s what we’ll cover:

• What is a Hybrid Event?
• The State of Hybrid Fundraising Today
• How to Run an Engaging Hybrid Fundraising Event: 7 Steps
• Winning Hybrid Fundraising Event Ideas
• Bonus Hybrid Fundraising Tips
• Hybrid Fundraising FAQs

What Is a Hybrid Event?

A hybrid fundraising event happens both in-person and online, allowing two audiences to engage at the same time, from multiple locations. This approach makes giving easy, engaging, and accessible for everyone.

Technology is key to delivering a hybrid event. Virtual fundraising tools with mobile bidding and livestreaming make it easy for any supporter to watch the event live, bid on auction items, donate in real-time, and much more. By increasing accessibility, you can strengthen donor relationships and earn more revenue for your mission.

The State of Hybrid Fundraising Today

The fundraising landscape continues to evolve, but one thing is clear: reaching donors both virtually and in-person is a must. Nonprofits are finding creative ways to engage supporters, whether they’re in the ballroom or participating from the comfort of their own homes.

With new technology shaping donor expectations, offering multiple ways to give and participate has become the standard. Meeting donors where they are, both physically and online, is key to building connections and driving fundraising results.

What makes hybrid fundraising so powerful is its flexibility. You can host a memorable in-person experience while including those who can’t, or prefer not to, attend in person. Fundraising technology bridges the gap, making every supporter feel included and inspired to give.

The result? Wider reach, stronger engagement, and more support for your mission.

How to Run an Engaging Hybrid Fundraising Event: 7 Steps

1. Outline Your Vision and Goals

Before you get started, take time to establish clear goals and outline important logistics by asking yourself these key questions:

• How long do you have before your event?
  • Note: We recommend having at least 4 months to plan before tackling a hybrid event.
• What is your technical experience with streaming, fundraising technology, and mobile bidding? ​Are you planning to use a production company?​
• What’s the focus of the event (fundraising, education, stewardship, etc.)?
• What fundraising activities will you have (silent auction, live auction, raffle, games, donation appeal)?
• Where is your primary audience? Will they be virtual or in the room?
• Will you be selling tickets to your hybrid event?
  • Note: There are a variety of options being used. Many nonprofits sell tickets to the in-person event and allow complimentary virtual participation, while some sell tickets to both.
• What programming do you have planned (seminar, speaker series, panel, workshop)?
• What are your goals for the virtual and online experiences? How are they the same? How do they differ?
• What’s the timing of your hybrid event? Will the in-person and virtual events run simultaneously or at different times to maximize participation?

At this time, you should also consider the pros and cons of hybrid fundraising and make your final decision about moving forward. Make sure to consider factors like your budget, the planning complexity required, and the volunteers you’ll need to engage both audiences.

2. Budget for Hybrid Fundraising Technology

When planning a hybrid fundraiser, your technology budget is critical. Choosing the right tools ensures all guests can participate, no matter where they are.

Start by setting your tech budget. Review past events to identify repeatable expenses and pinpoint costs unique to a hybrid format. Then, establish your essential technology tools. What do you need to equip your event with to drive engagement and donations? You might prioritize:

• Mobile bidding software for silent auctions
• Online donation platforms for virtual giving
• Livestreaming solutions for real-time participation
• Ticket and seating management tools for in-person guests
• Virtual gamification features for online guests

Pro tip: OneCause provides an all-in-one event fundraising solution that includes all of these essential tools. Our platform integrates mobile bidding, live auctions, donation tracking, and more to streamline hybrid fundraising and help you drive more engagement.

Along with your technology budget, take time to determine revenue and engagement targets to set your fundraiser up for success. This includes pricing auction items, calculating in-person vs. virtual estimated donor contributions, and budgeting for paid event staff vs. volunteers.

3. Assemble Your Team

Don’t try to handle everything on your own! Splitting up tasks simplifies the entire process and boosts your team’s efficiency. Recruit your team early and define roles from the start.

Typical hybrid fundraiser roles include:

• Event Co-Chairs: These individuals oversee the entire event and help lead the teams to success.
• Fundraising Site Master: A staff member or volunteer in charge of setting up and managing your venue.
• Social Media & Communications Lead: A person in charge of promoting the fundraiser through your communication channels.
• Item Procurement Team: Staff/volunteers in charge of gathering donated items.
• Sponsorships: A team dedicated to securing sponsors.
• Supporter Engagement Team: This team ensures your attendees are engaged throughout the event. They monitor chat and keep the momentum going!
• Technical & Product Lead: The tech lead is in charge of troubleshooting any technology issues and managing the livestream.
• Day-of Event Support: You’ll need someone to manage event day questions and assist in-person and virtual attendees.
• Day-of Logistics Coordinator: Find someone who is organized to build timelines, oversee volunteers, and manage the day-of details.

4. Build Your Hybrid Fundraising Event Site

Your virtual fundraising software will be the central location for your hybrid event, which is why you should choose a platform that makes it quick and easy to create an event site.

To get the most from your software, here’s what to look for:

1. Cloud-Based: Access your tools and data anytime and keep your team organized.
2. Flexible Design: Customize your event and participant pages to match your brand and messaging in just a few clicks.
3. Mobile Optimized: Ensure your site and fundraising pages work smoothly on mobile devices to reach donors wherever they are.
4. Item Management: Quickly add, track, and group auction items to maximize revenue.
5. Mobile Bidding: A mobile bidding solution allows your supporters to participate in auctions from a device they’re familiar with.
6. Payment & Registration: Streamline guest registration and donation processing through your fundraising site (just make sure your software is PCI compliant!).
7. Social Media Integrations: Connect your event site to your social channels to expand your reach instantly.
8. Event Ambassador Fundraising: Increase participation and maximize untapped revenue streams by leveraging your top supporters.
9. Built-in Communications: Push notifications make it easy to send reminders before, during, and after your event, making communication quick and easy.
10. Custom Pages: Your software should let you create unlimited custom fundraising and informational pages that are easy to navigate.
11. Reporting & Analytics: Virtual fundraising software should have built-in analytics tools, reporting, and integrations to help you make informed decisions in real-time.

If you are already a OneCause customer, great news – you’re already set to launch your hybrid event with ease!

5. Promote Your Hybrid Fundraiser

Hybrid events offer a great opportunity for nonprofits to open their fundraising to supporters anywhere in the world. Thanks to social media, it’s easier than ever to take advantage of this opportunity and promote your mission to current and new supporters far and wide.

Here’s what channels to use and how you can leverage them for your next event:

1. Inform supporters: Let supporters know you’re going hybrid. Provide key event details and share your fundraising goals.
2. Explain how they can participate: Some supporters may be new to online fundraising, so make participation clear and simple.
3. Share the link to your fundraising site: Your online fundraising site will serve as your fundraising headquarters for all donors. Share the link with supporters so they can start donating!
4. Leverage ambassadors: Identify your most loyal supporters and make them Ambassadors by providing them with a. personal fundraising page. These individuals are a powerful resource to help you spread the word about your hybrid fundraiser.
5. Be active on social media: Social is the hybrid fundraiser’s best friend! It’s free and has unlimited reach. Create a social media plan to engage and excite supporters.
6. Reach out to partners: Make full use of your network of partners and sponsors. These groups or individuals can help broadcast your event to their audiences.

For your hybrid event to succeed, it needs to shine online. Make sure donors know about your event, how to register, and what to expect on the big day.

6. Host Your Event & Engage Both Audiences

As event day rolls around, make sure each team member’s day-of responsibilities are clearly outlined. Have a staff member (or volunteers) on hand to communicate with guests and troubleshoot tech challenges for virtual and in-person attendees.

Once the event kicks off, make sure you:

• Keep supporters fully engaged: Make sure your attendees stay engaged by incorporating plenty of interactive elements, compelling multimedia, and clear communication in your event program for both audiences.
• Use gamification tools: Gamification is an effective way to virtual and in-person excite donors throughout the event. Fundraising thermometers, leaderboards, challenges, matching gifts, etc., can all boost event energy.
• Send updates and share progress: Engage guests by providing livestreamed and text updates on high-value items, progress towards your goals, and important event reminders.

It’s important to clearly map out your program and timeline for both audiences to help the day-of event go smoothly. For example, you might outline the key differences between the in-person and virtual experience like we did here:

7. Thank & Steward Event Donors

Congrats on making it through your first hybrid fundraising event! Now, timely follow-up is key to driving long-term engagement. Reach out to everyone who participated, thanking them, sharing results and impact, and inviting them to stay connected.

In all, your post-event follow-up should include:

• Personalized thank-you messages highlighting the difference their support made.
• Event results, including dollars raised, participation numbers, and mission impact.
• Post-event survey to gather feedback on what worked and where you can improve.
• Upcoming engagement opportunities, such as future events or volunteer opportunities
• Next steps and ways to stay connected, join email updates, or continue giving.
• Public recognition for individuals or groups who went above and beyond.
• Social media shout-outs to celebrate your success and thank participants publicly.

When you build relationships with supporters, outside of the ask and beyond the fundraiser, you foster deeper engagement that creates year-round support.

Winning Hybrid Fundraising Event Ideas

We’ve gathered a list of the best hybrid fundraising event ideas to help you get started. Hybrid fundraisers come in many shapes and sizes, so don’t be afraid to get creative – the sky’s the limit!

Small VIP Events

A select group of high-impact supporters, such as major donors, premium ticket holders, board members, or long-term partners, attend the event in person, enjoying a curated, elevated experience. Meanwhile, your wider audience participates virtually through mobile bidding software, live-streamed programming, and interactive digital elements.

This format allows you to create unique and meaningful moments for your top supporters while still engaging hundreds (or thousands) more online. Many nonprofits are leaning into this hybrid model by offering premium ticket packages, such as reserved seating, specialty cocktails, chef-prepared meals, or VIP-only auction items.

Viewing Parties

Watch party “tables” allow supporters to gather physically while still participating virtually. Table sponsors can host at their chosen locations and individual families can join from their living rooms. This flexible approach lets donors participate in the way that’s most comfortable for them.

Consider adding some friendly competition to boost visibility and strengthen community, helping your hybrid event feel more connected and interactive across every location.

Here are 3 tips for awesome and engaging watch parties:

1. Pre-Event Contests: Reward the table with the most silent auction bids with wine, dinner, or a shout-out during the livestream.
2. In-Event Gamification: Track table competitions in real-time such as social shares, bids, etc. and update virtual attendees via text updates.
3. Social Media Fun: Encourage attendees to post party pics with a hashtag. Reward top posts to drive visibility and excitement.

Drive-Ins

Drive-in events offer a nostalgic and highly engaging way to bring supporters together for a hybrid fundraiser. Guests pull up in their cars to an outdoor venue and enjoy your program from the comfort of their vehicles. Large screens, FM radio transmission, and outdoor staging make it easy to deliver impact and entertainment in a memorable format.

During the event, attendees participate in fundraising through mobile bidding, live donation appeals, or text-to-give. This setup blends the energy of an in-person experience with the convenience of contactless technology.

Golf Events

Hybrid golf fundraisers take a traditional golf outing and widen its reach by combining on-course play with virtual engagement. While golfers are in-person, competing and bidding right from the green, at-home supporters can follow along through real-time updates, livestreams, and mobile bidding. To maximize reach, some organizations also offer “virtual golfer” packages, allowing supporters who aren’t physically playing to join online challenges, submit scores from their local course, or compete in digital contests.

Educational Events

Some nonprofits are turning hybrid formats into powerful donor cultivation, stewardship, and educational opportunities. A small group can attend in person for a presentation, speaker series, or seminar, while the same content is streamed to a broader online audience.

Hybrid educational events boost engagement by allowing virtual attendees to participate through live chat, Q&A, polls, and other interactive elements. Many nonprofits also provide downloadable resources and follow-up materials so both in-person and online participants can continue learning beyond the event.

Broadcast Headquarters

A broadcast headquarters serves as the central hub for your hybrid event, giving your production a polished, professional feel. Nonprofits choose a dedicated location as the livestreaming space. This setup creates a consistent backdrop for your program, smoother transitions, and helps your team deliver an overall engaging online event.

When using a broadcast headquarters, nonprofits often partner with an A/V team or a full production crew to manage lighting, sound, and cameras. This allows your hosts and auctioneers to focus on the mission.

Wine Wall

A wine wall (or wine pull) is a popular, easy-to-run fundraising game where supporters buy a chance to “pull” a mystery bottle of wine. Values vary, adding a fun, game-like surprise that works well for both in-person and virtual attendees.

In a hybrid format, nonprofits can sell entries before or during the event. In-person guests choose their bottles onsite, while virtual participants can receive theirs via pickup or delivery to enjoy during the program. Just cap entries based on your bottle inventory and clearly communicate how and when wine will be distributed.

You can elevate the experience with a “sign-up party wine pull,” where guests donate bottles above a set value – creating your entire wine pull inventory.

Dessert Frenzy or Dinner Party

A Dessert Frenzy or Dinner Party is a sweet way to engage supporters. Local bakers or restaurants prepare desserts or meals that are delivered to winners ahead of the event, allowing them to enjoy a delicious treat while participating in your event. Auction software makes it easy to manage bidding, track winners, and coordinate deliveries, helping your team run the event smoothly.

Bonus Hybrid Fundraising Tips

Planning a hybrid fundraiser means engaging two audiences at once, which can feel daunting, but these bonus tips will help you set your event up for success!

Plan & Budget for Focused Engagement Strategies

Before planning, determine whether most of your supporters will attend in person or virtually and budget accordingly. Consider guest engagement and how your plans will affect:

• Program flow & energy: Where will the excitement be concentrated? Make sure both audiences feel included.
• Staff allocation: Assign team members to support both experiences.
• Shared experiences: Auction, paddle raise, storytelling, impact moments.
• Audience-specific experiences: This could include exclusive pre-shows, chat engagement, and home VIP packages for virtual guests, as well as interactive displays for in-person attendees.

Use both types so that each audience feels included while leveraging in-person and online engagement opportunities.

Choose the Right Software

Your tech stack can make or break a hybrid event. Look for a fundraising platform that:

• Seamlessly supports mobile bidding
• Integrates livestreaming
• Allows communication (text, notifications) for both audiences

Ensure Virtual Event Support & Livestream Management

Plan for technical success by:

• Assigning a dedicated team to monitor streaming and troubleshoot issues
• Testing all equipment and platforms in advance
• Having backup streaming or connection plans to prevent interruptions

Keep Supporters Engaged

Engagement is key to making attendees feel part of the event, so try strategies like:

• Using polls, Q&A sessions, and live chat to get virtual attendees involved
• Encouraging social media sharing and interaction during the event
• Recognizing contributions in real-time to motivate continued participation

Motivate Supporters with Gamification

Incorporate elements of friendly competition to boost participation. For example, you might:

• Use leaderboards to showcase top donors or teams
• Offer small challenges or mini competitions that reward engagement
• Give recognition for achievements during the live program or in virtual updates

Maintain Strong Sponsor Relationships

Sponsors are critical to event success. Make sure they are visible and feel valued by taking the following steps:

• Highlight sponsors both online and in-person with logos, mentions, or special segments
• Provide unique engagement opportunities, like sponsor-hosted tables
• Keep sponsors updated on fundraising results to strengthen long-term partnerships

Stay Connected

Connection doesn’t end when the event does. Maintain relationships before, during, and after with these ideas:

• Before: Build excitement with teasers, sneak peeks, and communication to both audiences.
• During: Keep energy high with live updates, recognition, and engagement prompts.
• After: Share outcomes, thank supporters personally, and provide follow-up content like event highlights or impact reports.

Wrapping Up

Planning a successful hybrid fundraiser may seem complex, but with the right strategy and tools, it becomes a powerful way to expand your reach. From creating an engaging event site to guiding participants through the virtual and in-person experience, every moment matters in creating a seamless experience for both online and in-person audiences.

By using the strategies and ideas we provided in this guide, your nonprofit can leverage hybrid events to drive meaningful results, from wherever your supporters are.

Want to dive deeper into the world of virtual fundraising? We have your back. Check out these resources:

• 5 Fundraising Gamification Strategies & How to Harness Them
• The OneCause Advantage: Transform Your Fundraising Events with All-in-One Nonprofit Auction Software
• Online Fundraising: 8 Ideas to Boost Your Reach & Drive More Revenue