Raiser’s Edge by Blackbaud is a powerful tool for nonprofit organizations, and its Event Module is a key feature for managing events efficiently. Whether you’re organizing galas, 5K runs, or seminars, the Raiser’s Edge Event Module streamlines event management, tracks participant information, and enhances fundraising efforts.
Join the Blackbaud nonprofit software training team from Capital Business Solutions as we explore how to leverage the Event Module effectively to streamline your nonprofit’s event planning, enhance donor engagement, and maximize fundraising success.
What Is Raiser’s Edge Event Module?
The Raiser’s Edge Event Module is an optional add-on designed to manage events within the Raiser’s Edge software. It enables nonprofits to track invitations, registrations, attendance, and related financial data, such as registration fees and contributions. Unlike standard report features, this module is not included out-of-the-box and must be purchased separately. It integrates seamlessly with Raiser’s Edge NXT, offering a robust solution for event planning and participant management.
For organizations hosting complex or frequent events, the Raiser’s Edge Event Module is a valuable tool to centralize event records and streamline processes.
Benefits of Using the Event Module for Nonprofit Event Planning
The Raiser’s Edge Event Module enhances nonprofit event management by offering:
- Comprehensive Tracking: Monitor invitations, RSVPs, registrations, and attendance in one place, ensuring no detail is overlooked.
- Financial Oversight: Track registration fees, tax-deductible contributions, and expenses to calculate net income effortlessly.
- Flexible Event Types: Manage diverse events, from one-time galas to recurring classes or annual meetings.
- Integration with Raiser’s Edge NXT: Access event data in the NXT web view for a modern, user-friendly experience.
- Time-Saving Automation: Automate tasks like global adds for invitations or seating assignments, reducing manual work.
These features make the module ideal for nonprofits aiming to optimize event planning and enhance donor engagement.
Setting Up an Event in Raiser’s Edge
To create a new event:
- Navigate to Records > Events and select Create a New Event.
- On the General Tab, enter details like:
- Event Name: Clearly identify the event (e.g., “Annual Gala 2025”).
- Category: Choose the event type (e.g., gala, seminar, or sporting event).
- Start Date and End Date: Set the event timeline.
- Location: Specify the venue.
- Coordinator: Assign an event manager.
- Capacity: Define the maximum number of participants.
- Group related events (e.g., a reunion weekend) to organize records efficiently.
- Set up pricing levels (e.g., individual, couple, or sponsorship tiers) to manage registration fees.
For organizations using Blackbaud RE NXT, events can be published to your website via tools like Online Express, allowing seamless online registration while respecting capacity limits.
Managing Event Participants
The Raiser’s Edge NXT Event Module allows you to:
- Link Constituents and Guests: Connect registrants and their guests (even non-constituents) to the event record.
- Assign Groups or Seating: Organize participants into groups (e.g., corporate sponsors) or assign tables/seats for events like galas.
- Track Fees and Contributions: Link registration fees or donations to a constituent’s gift record for accurate financial tracking.
- Manage Coordinators and Volunteers: Track staff, speakers, or volunteers involved in the event.
Registering Participants
To register an individual:
- Go to the Participants Tab in the event record and select New Registrant.
- Choose the participant type (e.g., attendee, sponsor, or guest).
- Enter details like participation status, registration date, and fee level.
- Link any gifts or contributions to the participant’s record.
For bulk registration, use the Global Add feature under Admin to invite multiple constituents from a query (e.g., “Milwaukee Alumni”). Set their status to “Invited” and update as RSVPs or payments are received.
Handling Seating Arrangements
For events with assigned seating:
- Set up the seating format (e.g., banquet or theater) during event creation.
- Assign seats via the Participants Tab by dragging and dropping individuals or groups to tables.
- Adjust assignments as needed, accommodating last-minute changes.
This feature is particularly useful for galas or dinners with table captains or sponsor groups.
Using the Event Module for Non-Event Planning
Not every activity that looks like an event is truly an event. Sometimes you may want to track gatherings or interactions—like a museum opening or a class reunion—without needing detailed event management tools such as RSVPs or guest tracking.
Appeals
If your activity is simply, “We’re doing this—come by,” it might be easier to log it as an appeal rather than an event. Appeals are best for direct donation requests, where the response is a simple yes or no. Unlike events, they don’t require tracking multiple stages such as invitations, RSVPs, guest lists, or awards. Appeals are ideal for solicitations and campaigns that may also support broader corporate responsibility goals, such as encouraging community giving.
Actions
Actions work well for tracking participation in meetings, such as board or committee gatherings, or any planning or cultivation meetings. These are better suited for documenting informational or relationship-building activities—like phone calls, emails, or conversations—rather than fundraising events.
Attributes
Attributes are custom fields in Raiser’s Edge that help track memberships or participation in groups outside of events. For example, they’re great for keeping records of legacy societies, giving clubs, or any opt-in groups.
If you have a form on your website or newsletter for people to express interest in events, an attribute is a good place to store that information.
Examples include:
- “Yes, I’d like to know about your gala when it rolls around.”
- “I’m interested in the special events your organization hosts—keep me in the loop!”
Committee or volunteer service unrelated to events is also best tracked through attributes.
Planning Nonprofit Events Without the Event Module
If you do not have the Event Module then you certainly can track events very capably with the native fields within Raiser’s Edge NXT.
A combination of appeals and relationships can handle most needs:
- Use appeals for invitations and simple responses, and to analyze performance (e.g., number invited vs. number donated, average gift, participant fees, and expenses).
- Use relationships for guest tracking.
- Use actions to log post-event activities, like sending prizes.
- Committee service can still be captured as attributes.
While the Event Module automatically calculates net income, you can replicate this with appeals and some manual calculations.vent reports help you track performance, analyze participation, and review key metrics to improve event planning.
Viewing and Managing Event Reports
Event reports within the Events Module help you track performance, analyze participation, and review key metrics to improve nonprofit event planning.
Event Management and Summary Reports
With the Event Module, you can access “Event Management Reports” in the reports area. On an event record, the Sigma icon in the toolbar lets you run a quick summary report, similar to those for funds or constituents.
Financial Reports
Clicking the Sigma icon in an event record shows a financial summary. You can view both actual and projected income, along with a breakdown of income types (early bird vs. regular registration or donations). It’s a quick, one-click way to check your event’s net income.
More Complex Event Management Reports
For more detailed insights, go to Reports > Event Management > Event Lists. Here, you can create participant lists that show names, payment status, and attendance, with totals at the bottom. Filters let you include only registered participants or attendees.
Seating Arrangements Report
To prepare seating charts, run the Seating Arrangements Report. You can sort the layout alphabetically or by table order. Having multiple copies—by name and by table—helps volunteers quickly guide guests to their seats.
Constituent Queries
Constituent queries are broader and pull data from all areas of a constituent’s record, such as relationships, gifts, and events. To find event-specific data, navigate to Participants > Events, then select the event name (e.g., 50th Reunion Welcome Back Reception).
Participant Queries
Participant queries are more focused and faster to set up since they are event-specific by default. Go directly to Events > Event Name, then select the desired event, such as the Welcome Back Reception.
Common Event Module Questions
Is it possible to customize or add columns under event?
Yes. In the event participation grid, right-click the list area to choose which columns to display. Reports also allow limited customization through the format tab. For more flexibility, you’d need to use an export.
Is it possible to add options for response?
Yes. You can add values to drop-down tables like participation type or status. Appeals can also be linked to events for additional response tracking.
Is it worth moving our recent fiscal year events from Greater Giving into Raiser’s Edge?
Often yes, as it helps preserve donor history and improves long-term relationship tracking. However, consider your budget and timing before migrating.
Can options such as cards or tags be renamed?
Yes, through Admin > Rename Fields. Be cautious, as renaming affects all events. Changing the event category or using event-specific attributes might be a better option.
Can table captains enter their guests directly into Raiser’s Edge?
No, not directly. However, you can group guests under the captain and assign them as a batch instead of entering each one individually.
Does Capital Business Solutions offer training and support in using the Event Module?
Yes, Capital Business Solutions offers training and support for using the Raiser’s Edge Event Module. Our team provides customized guidance on setting up events, managing registrations, tracking participation, and generating reports. We also offer ongoing support to help nonprofit organizations streamline event processes and maximize the module’s features.
Learn More About Raiser’s Edge NXT Training and Support
Want to make the most of the Raiser’s Edge Event Module? Capital Business Solutions’ tailored nonprofit software training and support services will help your team master event setup, registration management, reporting, and more. Contact us today to learn how our Raiser’s Edge NXT training can optimize your event management.
Get started now by calling us at (888) 249-6008 or filling out our online contact form to get in touch with a member of our team.