9 Simple Steps to Hosting Hybrid Fundraising Events in 2026 (+ Free Checklist)

Let’s take an example: Julie had pulled off dozens of fundraising events before, yet her latest one was half-empty. Donors wanted to help but couldn’t make the trip. Many had busy schedules, childcare needs, or lived just far enough that an evening commute felt tough. That’s when she wondered, “Why not run a fundraising event, both in person and online?”

Turns out, she wasn’t alone. According to Bloomerang’s Sustainable Giving Report (2024), 44% of organizations now incorporate some form of hybrid or virtual fundraising event into their mix.

With a hybrid fundraiser, you get the best of both worlds: the energy of an in-person gathering and the global reach of a virtual experience. You unlock broader donor access, flexible attendance formats, and stronger engagement, creating an unforgettable event experience for every supporter.

Curious how to set one up? In this guide, we’ll cover how to run a hybrid fundraiser for your nonprofit organization, as well as common pitfalls with actionable tips.

What is a hybrid fundraiser?

Remember the biggest event of 2020 – the global lockdown? Overnight, galas and charity runs vanished, forcing nonprofits to rethink their fundraising strategies. Many quickly turned to the virtual fundraiser, using online auctions and live-stream donation drives to keep giving alive.

But as things reopened, donors wanted choice. Some missed the buzz of in-person events, while others preferred the ease of joining online. Thus, hybrid fundraisers were born –  a model that blends in-person connection with the global reach of an online fundraiser.

It allowed supporters to attend in person or tune in through online fundraising platforms, utilizing live streams, chats, and digital donation tools. The shift was significant: only 19% of nonprofits hosted hybrid events in 2020, but by 2023, a third reported that their hybrid or virtual fundraising events raised more than traditional ones.

Why choose a hybrid fundraiser?

We already know that hybrid fundraisers give donors the freedom to choose how they participate. However, did you know that there are deeper, strategic advantages that extend far beyond convenience?

Let’s take a look:

• Better donor insights: Running both in-person and digital formats gives access to richer data. You can track engagement patterns across channels and use them to plan smarter campaigns.
• Longer event life: Recordings and replays extend your event’s impact, letting donors revisit or share it later, transforming your fundraising event into an evergreen asset.
• More sponsorship value: Sponsors love hybrid formats because their brand appears in both physical venues and across online fundraising platforms, doubling their exposure.
• Increased accessibility: Hybrid events remove physical and financial barriers, making giving easier for remote supporters and those with limited mobility.
• Higher fundraising potential: Multiple giving options like live, mobile, and digital make it easier for supporters to contribute, often leading to better results than a traditional one-day event.

The nonprofits achieving the best results today are those that blend in-person connection with the reach of digital, rather than choosing one over the other.

9 steps to set up your hybrid fundraiser

A strong hybrid fundraiser is built on moments that work just as well in a room as they do on a screen.

To make that happen, follow these 9 key steps that turn a good idea into an engaging event donors will remember:

Step 1: Define your goals and audience

Start by getting crystal clear on what success looks like for your hybrid fundraising event. Choose one or two core goals, such as raising a set amount or increasing donor sign-ups, and tie every decision to them.

Then pinpoint who the event is for. Map your key groups, and understand what drives each to give. Perhaps your local guests prioritize community interaction, while online donors are more interested in impact stories or real-time updates.

The clearer your goals and audience, the easier it becomes to shape an experience that feels personal and meaningful across both your physical and virtual fundraising events.

Step 2: Set a realistic budget

Let’s be honest, funds decide how smoothly your hybrid fundraising event will run. A clear budget helps you avoid overspending early and enables you to invest where it truly matters: the donor experience.

Start by deciding which side of your event matters more. If most supporters join online, put more funds toward virtual production and engagement. If they attend in person, focus on logistics and on-site experience.

Once that’s clear, split your costs accordingly. Add a small 10% buffer for last-minute needs. A clear budget keeps your event balanced, flexible, and stress-free.

Step 3: Pick the right format and theme

The format and theme define how your hybrid fundraiser feels as they shape energy, storytelling, and participation. Here are a few fundraising formats you can consider:

• Live auctions: Stream bidding online while guests in the room raise paddles. It’s perfect for showcasing impact in real time.
• Community walk-a-thons or challenges: Let in-person supporters join the main event while virtual participants track their progress through fitness apps.
• Gala or celebration nights: Combine on-stage storytelling with live-streamed donation moments to keep everyone involved.
• Peer-to-peer or team campaigns: Ideal for an online team fundraiser, where supporters raise funds within their own circles.

Your theme is just as crucial. It brings consistency, emotion, and memorability. Try something purpose-driven, like “Miles for Meals” for a hunger-relief campaign or “Lights of Hope” for a healthcare cause. 

A cohesive theme helps both audiences connect with your mission and see their participation as part of a bigger story.

Step 4: Plan the tech setup

Nothing kills the mood faster than a live stream that freezes mid-donation or a link that won’t load. That’s why your tech setup is the heartbeat of your hybrid fundraiser;  it’s what keeps both audiences connected without interruption during your event.

When planning your setup, look for an online fundraiser platform that can manage registrations, streaming events, chat engagement, and payments in one place. Make sure it’s mobile-friendly, easy for donors to use, and offers real-time reporting so you can see results as they happen.

Please note:

• Choose PCI-compliant processors: This keeps payment details secure and protects your organization and supporters.
• Review data-privacy policies and regional regulations: Know how your tools store and handle supporter information so you stay compliant.
• Limit access to sensitive data: Give access only to staff who truly need it. This lowers the chance of mistakes or misuse.

If you’re thinking, “Is there a single tool that can handle all these steps?” –  there is. RallyUp (a comprehensive fundraising tool) makes it effortless with built-in ticketing, live auctions, peer-to-peer campaigns, live streaming, and post-event analytics, so your event runs smoothly from start to finish.

Step 5: Set your date, time, and procure permits

Select a date that works for both in-person guests and your remote audience, taking into account their different time zones. Keep your schedule tight to ensure your virtual fundraising event remains engaging from start to finish.

Disclaimer: Raffles, auctions, and other chance-based fundraising activities may be considered gambling under certain jurisdictions. Always check applicable state, city, provincial, federal regulations, and consult legal counsel if you plan to host them online.

Setting these details early protects your timeline and keeps your hybrid fundraiser fully compliant.

Step 6: Build your team

Your team is the backbone of your hybrid fundraiser. They should be able to plan well, manage tech smoothly, and keep donors engaged across both in-person and online formats. This keeps the event steady, responsive, and easy to run.

Here’s a basic team setup to start with:

• Event lead: Oversees planning, communication, and timelines.
• Tech coordinator: Manages streaming tools and online fundraising software.
• Marketing and donor relations: Handles email correspondence, social media posts, and sponsor communications.
• Virtual host/moderator: Keeps remote attendees engaged during the virtual event.
• Volunteers and on-ground crew: Manage guest flow, logistics, and live updates.

Look for people who are adaptable, detail-oriented, and collaborative. The ideal hybrid event team combines creativity with reliability, comprising individuals who can think quickly, troubleshoot calmly, and make both audiences feel valued.

Step 7: Create your marketing and promotion plan

Your hybrid fundraising deserves an audience that’s just as excited online as in the room. A clear marketing plan helps you reach the right people and keep them engaged from the first announcement to the final thank-you.

Here’s how to plan it:

• Craft clear messaging for your campaign: Explain your cause, why it matters, and how people can join in person or online. Ensure every content piece is tied to your mission.
• Utilize every channel: Share your campaign through email, social media, partner networks, and community groups with links to your fundraiser page for quick sign-ups.
• Highlight stories: Post-impact moments, beneficiary stories, or quick behind-the-scenes clips to make the virtual experience feel personal.
• Collaborate with sponsors: Offer visibility both online and on-site. For example, logos on live streams, social media mentions, or co-branded donation pages.
• Run countdowns and reminders: Build momentum with event-day teasers, sneak peeks, and friendly nudges.
• Leverage peer networks: Encourage participants to start online team fundraisers and invite their circles to support your cause.

A focused marketing plan not only promotes both your in-person and virtual events, but turns curiosity into connection and connection into giving.

Step 8: Deliver a seamless event day experience

The big day is here, and your planning finally comes to life. Running a hybrid fundraiser means managing two experiences simultaneously, so coordination is crucial.

Here’s how to keep things running seamlessly:

• Start with a full run-through: Rehearse with your team and test everything like mics, cameras, internet, donation links, and live chat.
• Have a backup plan in case your livestream fails: Such as a second source for internet, another streaming device, or some pre-recorded content you can swap in.
• Consider the weather: Prepare tents, an indoor backup, and simple safety steps ready for the in-person event.
• Assign clear roles: Have one person oversee in-person logistics, another handle the virtual fundraising event, and a tech lead ready to troubleshoot fast.
• Prepare a crisis communication plan: Determine what to say and who will say it in the event of an unexpected issue during the event.
• Keep both audiences engaged: Use polls, shoutouts, and live donation updates to make everyone feel part of the same moment.
• Sync your timing: Coordinate speeches, activities, and breaks to ensure your online and on-site experiences align perfectly.
• Show impact in real time: Display donation totals, milestones, or live thank-you messages from beneficiaries, as this keeps energy high and giving steady.

Most importantly, don’t forget: your online fundraiser platform should be your anchor on event day, managing registrations, payments, and live streams in one place. With everything synced, your fundraiser shares one cohesive event experience, making it effortless, not overwhelming.

Step 9: Follow up and measure impact

Your hybrid fundraising event doesn’t end when the live stream fades. The real magic happens in how you follow up and maintain the momentum.

Here’s what to focus on once the event wraps:

• Thank everyone personally: Send quick thank-you emails to donors, sponsors, and volunteers. Mention the total raised and the difference it will make.
• Share highlights: Share short clips, photos, and replays from both your in-person and streaming events to keep momentum alive and inspire more giving.
• Analyze results: Track key metrics like funds raised, donor count, engagement, and average gift size. Use these insights to refine your next hybrid fundraiser.
• Document learnings: Note what worked, what didn’t, and ideas to improve your next online fundraiser or hybrid campaign.
• Connect event data to your CRM: Using this, you can now create personal messages for in-person and virtual attendees, first-time and returning donors, sponsors, and individual donors.

Additionally, with your CRM, you can also move event attendees into recurring giving, mid-level, or major donor pipelines. This helps you maintain strong momentum and build long-term donor relationships.

5 common pitfalls during hybrid fundraising and how to avoid them

Just like any other event, unexpected hiccups can happen during your hybrid fundraising event. But don’t worry, we’ve listed the most common issues nonprofits face, why they occur, and how to avoid them altogether, so you can be better prepared.

1. Uneven experience between online and in-person audiences

It’s easy to get caught up in planning the in-person setup and forget about the virtual crowd. However, this leads to online donors feeling like spectators instead of participants – engagement drops, and your online fundraising event starts looking like an afterthought.

How to avoid it:

• Plan the in-person and virtual flow together, not separately.
• Assign a dedicated virtual host to engage online donors.
• Add polls, chat shoutouts, and Q&A sessions to keep remote participants engaged and active.
• Stream in-person highlights so your online crowd feels included.

2. Sponsors don’t get equal visibility

Many nonprofits struggle to provide the same level of online exposure to sponsors as they do in physical venues. While banners and booths work well in person, they don’t translate as effectively to a live stream.

How to avoid it:

Offer hybrid sponsorship packages that include both on-site placements and virtual perks. This can be logos on live streams, clickable links on your online fundraiser platform, and shout-outs during the virtual fundraising event.

3. The timing feels off between online and on-ground segments

When the physical event runs ahead of schedule, or the stream lags, online viewers often become confused or miss key moments. That’s a fast way to lose engagement.

How to avoid it:

Have one master run sheet that your on-site and virtual teams both follow. Use time stamps and cue points so your hosts and tech team stay perfectly synced. Always run a full rehearsal with both crews connected before the event day.

4. Your virtual audience can’t fully participate

Even when tech runs smoothly, many nonprofits forget to build real interaction for remote attendees during the virtual event. Without polls, games, or chat moderation, your virtual fundraiser becomes a passive viewing experience instead of an engaging one.

How to avoid it:

• Give online donors their own interactive moments, like quick challenges or mini-goals.
• Offer exclusive virtual perks such as bonus content, digital downloads, or early access updates.
• Add simple on-screen cues so remote attendees know what’s happening and what to do next.
• Keep transitions tight so the virtual crowd never sits waiting with no context.

5. No clear plan for hybrid data and reporting

After the event, teams often realize their data is split: in-person donations are tracked manually, and virtual ones are stored on their online fundraiser platform. It’s messy and makes post-event analysis difficult.

How to avoid it:

Centralize everything. Use a single platform for registrations, ticketing, and donations, allowing you to easily track totals, compare engagement, and measure ROI across both audiences.

Every challenge can be avoided with the right systems and prep. The more you test, plan, and communicate, the smoother your hybrid fundraising event will run and the more donors will remember the experience for all the right reasons.

Download our hybrid fundraising event checklist

Not sure if you’ll remember every detail? Don’t worry, we’ve created a simple, ready-to-use checklist to help you plan, promote, and execute your hybrid fundraiser without missing a beat.

Download it below and use it as your event-day companion.

Host a successful hybrid fundraiser with RallyUp

Pulling off a great hybrid fundraising event takes creativity, coordination, and a bit of courage. You’re balancing two audiences, two experiences, and one shared goal: bringing people together for impact. 

It’s not easy, but when it works, it’s powerful. The connection feels genuine, engagement is high, and donors walk away inspired, regardless of where they joined from.

Each stage, from setting goals and budget to marketing, execution, and follow-up, builds on the last. Keep your virtual fundraising event as engaging as the in-person one, and remember: people don’t just give to causes; they give to experiences that make them feel involved.

If managing all of this feels overwhelming, there’s an easier way. RallyUp’s end-to-end hybrid fundraising platform helps you plan, host, and track your entire hybrid fundraiser in one place, from ticketing and live streams to donations and analytics.

FAQs on hybrid fundraising events