Animal fundraising checklist from first booking to final setup

An animal fundraising event needs more than a donation box and a few volunteers. You need to secure a date and pitch, agree on the shelter’s role, set a fundraising target and give people a clear way to register. The final week is mostly about confirming numbers, preparing donation forms, checking equipment and assigning jobs. Use this checklist to keep the planning order clear, from the first arrangements through setting up the donation desk and information board.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Reserve a pitch
Contact animal shelter
2 people
Set fundraising goals
2 people
Recruit volunteers
2 people
Open the registration form
Send invitations
2 people
Post on social media
2 people
Process registrations
Collect dietary requirements
Create volunteer schedule
2 people
Publish the program
Collect animal shelter logo
Communicate collection points
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print donation forms
Label donation bins
2 people
Fill coolers
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Connect power and lighting
2 people
Put up the information board
2 people
Set up donation desk
3 people
Set up collection tables
4 people
Prepare catering
3 people
Brief volunteers
2 people

Event

Open registration desk
2 people
Welcome visitors
3 people
Accept donations
4 people
Sort donations
4 people
Register donations
2 people
Provide information about shelter
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Secure cash donations
2 people
Register final donations
2 people
Close the donation counter
3 people

Aftercare

Pack donations
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
4 people
Store materials
2 people
Take donations to the shelter
3 people
Return borrowed materials
2 people
Send a thank-you message
Publish results

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Folding counter
Transport cartsqty 2

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Handheld microphone
Portable speaker
Donation binsqty 12
Plastic storage binsqty 20
Scalesqty 2
Cash box
Calculatorsqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2

Decorations

Information boardsqty 6
Directional signsqty 8
Tableclothsqty 8
Buntingqty 6
Animal postersqty 10
Poster holdersqty 10

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Book the date, location and pitch before opening registration. Allow at least 6–8 weeks for invitations, social posts, volunteer recruitment and coordination with the animal shelter.
Set a specific fundraising goal and decide how donations will be collected. Prepare donation forms and label the donation bins before event week, rather than trying to identify them during setup.
Close or review registrations 7 days before the event. Use the final number to confirm dietary requirements, table settings, drinks, volunteer shifts and the quantity of printed materials.
Create the volunteer schedule at least 5 days ahead and include separate shifts for registration, the donation desk, refreshments, setup and pack-down. Give each shift a named lead so questions do not all go to one organiser.
Complete shopping and material collection 1–2 days before the event. Test power strips, extension cords, lighting, coffee machines and the portable speaker before building the tents and arranging tables and chairs.

Frequently asked questions

How far in advance should I plan an animal fundraising event?: Start planning 6–8 weeks before the event. That gives you time to confirm the pitch, contact the animal shelter, recruit volunteers, open registration and promote the fundraiser.
When should I open registration for an animal fundraiser?: Open registration once the date, location and basic program are confirmed, usually 4–6 weeks before the event. Review the registrations 7 days before the event so you can collect dietary requirements and complete the volunteer schedule.
How many volunteers do I need for an animal fundraising event?: Plan separate cover for registration, the donation desk, refreshments, setup and pack-down, then add one coordinator. As a starting point, schedule at least 6–8 volunteers for a small event and divide them into shifts of 2–3 hours.
When should I set up the donation desk and information board?: Set up both during the main event setup, after the tables and chairs are in place and before guests arrive. Allow 60–90 minutes for tents, power, lighting, signage, donation bins and the information board.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.