Quick Tips for Getting Board Approval for a Tournament Fundraiser
Planning a tournament fundraiser is a great way to bring your community together and raise money for a meaningful cause—but before you can start mapping out brackets or booking a venue, there’s one important step: getting board approval. Whether you’re working with a nonprofit, school, association, or neighborhood group, presenting your idea with clarity and confidence is key. Here, we’ll walk through quick tips to help you avoid common missteps, anticipate board questions, and secure the green light to move your event forward.
Commonly Needed Board Approvals
Depending on your event type and location, be aware that you may need approval from one or more oversight groups. This might include the board of directors for the nonprofit your event supports, a school board or school administrator, a neighborhood or homeowners association, or a parks and recreation board or committee. Approvals are especially important if you're using shared facilities, seeking sponsors, or collecting donations on behalf of an organization. In some cases, venue management or faith-based leadership groups may also require sign-off. Understanding which boards or committees need to be looped in early can save time and ensure you're moving forward with transparency and support.
Tips for Getting the Board Onboard
Clearly Convey Purpose & Goals
The why behind brining people together in support of a cause, need, group, or organization is often very compelling. Be sure to convey clearly the event’s purpose and goals.
Choose a Date & Time Carefully
Check community and facility calendars for conflicts as you’re selecting a date. Avoid major local events and commonly busy times like graduation weekends and major holidays.
Follow Procedures & Protocols
Be sure your game plan is in line with policies around event promotion, fundraising, and facility usage. Research existing policies and procedures to ensure what you’re planning is within those boundaries.
Have a [Flexible] Plan
Present your pitch to the board with a clear plan in mind, but be sure to note that you’re flexible and able to accommodate or collaborate on logistics. If the board has any concerns, be prepared to ask for suggestions and pivot where needed.
Consider Risk & Liability
Be sure to double-check things like venue capacity and insurance. Keep in mind that there are options for securing event insurance for fundraisers, if needed.
Be Prepared for Questions
Think through things that may be on board members’ minds, including:
Food & Beverage
Event Size & Venue Capacity
Noise
Parking
Cleanup
What Not to Do
Don’t Proceed without Proper Approvals
Taking an ask-for-forgiveness approach can damage relationships and be especially costly for event organizers. Be sure to secure the proper approvals before securing your venue, promoting the event, and securing sign-ups.
Don’t Overlook the Board’s Perspective
Leave space for feedback from the board in your pitch and take it seriously. If any specific items of concern require more research, commit to doing it, then be sure to follow up.
Don’t Under-Prepare
Don’t make the mistake of not having your ducks in a row when approaching the board. Provide brief, precise, and helpful information about the who, what, when, where, and why of the event in the form of a one-page event info sheet. Do your research, and be prepared to answer additional questions about specifics.
Next Steps
Ready to seek approvals from your board, committee, or another governing body? Take the next steps:
Reach out to the board to get determine next steps for consideration.
Get on the agenda for the board’s next scheduled meeting.
Put together a one-page info sheet (using this free, downloadable template).
Get your event website in motion. RecDay can help, streamlining the set-up of everything from event packages to pricing, designating and displaying sponsorship tiers, and streamlining event promotion. All you need is a date and time.
