Charity bingo checklist: what to arrange and when

A charity bingo night needs more than bingo cards and prizes. You need a room, a clear fundraising goal, sponsors, volunteers, payment arrangements and a workable running order. Plan the core decisions first, then handle registrations, food, drinks and the room setup closer to the event. This checklist covers the details that are easy to leave too late, including dietary requirements, change for the register, labelled prizes and a tested microphone.

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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

Reserve the room
Register bingo night
Define the goal and expected outcome
2 people
Prepare the budget
2 people
Approach sponsors
3 people
Collect bingo prizes
2 people
Set the bingo rules
2 people
Compile bingo rounds
2 people
Order bingo cards
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange pre-registration payment method
Recruit volunteers
2 people
Book host
Put together the music
Check bingo numbers
2 people
Create price list
Print registration forms
Sort bingo cards
2 people
Label prizes
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the register and change
2 people
Open venue
2 people
Check the hall and toilets
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the reception table
2 people
Set up bingo tables
3 people
Display prizes
2 people
Hang decorations
3 people
Test sound system
2 people
Set out snacks and drinks
3 people
Brief volunteers
3 people

Event

Handle check-in and registration
3 people
Hand out bingo cards
2 people
Serve drinks and snacks
3 people
Give the opening speech
Present bingo rounds
2 people
Check bingo cards
3 people
Present prizes
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect trash and empty bottles
2 people
Announce interim standings
Give thanks
Serve the last refreshments
2 people
See off guests
3 people

Aftercare

Gather bingo materials
3 people
Turn off the sound system
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
3 people
Dispose of waste
2 people
Cool and store leftovers
2 people
Store proceeds safely
2 people
Return borrowed items
2 people
Handle deposit and venue agreements
Transfer Proceeds
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Reception desk
Prize tableqty 2

Equipment

Bingo cage
Bingo ballsqty 90
Microphoneqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving jugsqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Decorations

Bingo bannersqty 3
Tableclothsqty 12
Balloonsqty 50
Balloon pump
Buntingqty 6
Tapeqty 4
Table numbersqty 10
Price labelsqty 30

Lighting

LED light stringsqty 4
Standing lampsqty 4

Catering

Bingo cardsqty 120
Bingo markersqty 80
Bingo number cardsqty 2
Bingo prizesqty 30
Cash register
Cash box
Cash float tray
Payment terminal
Registration formsqty 80
Pensqty 15
Price listsqty 10
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop set
Cleaning bucketqty 2
Work glovesqty 6
Toilet brushesqty 2

Tips

Set the fundraising target and budget before approaching sponsors or buying supplies. Keep the prize value, food, drinks and printing costs visible so you know how much the bingo night needs to raise.
Confirm the bingo rules and rounds before ordering cards. Prepare the number checks and explain how winners are verified, especially if you are running several rounds with different prizes.
Close registrations with enough time to collect dietary requirements and prepare the room layout. As a practical minimum, aim to have final attendance numbers several days before the event.
Label every prize before guests arrive and place prizes in the order they will be awarded. This prevents delays when a winner is announced and avoids searching through boxes during a round.
Test the microphone, speakers, music player and extension cables during setup, not when the first number is called. Prepare the register with change and chill drinks early enough that volunteers are not serving and checking tickets at the same time.

Frequently asked questions

How far in advance should I plan a charity bingo night?: Start planning at least 6 to 8 weeks before the event. That gives you time to reserve the room, approach sponsors, collect prizes, recruit volunteers, open registrations and order bingo cards.
How many bingo cards do I need for a charity bingo night?: Prepare one card for each expected player, plus around 10% extra. For 80 players, that means ordering about 88 cards so late registrations or damaged cards do not stop play.
When should I collect dietary requirements for charity bingo?: Ask for dietary requirements during registration and set a final confirmation deadline 3 to 5 days before the event. Use the final number to plan snacks, drinks and serving quantities.
What should I test on the day of a charity bingo night?: Allow at least 60 minutes before doors open to test the bingo cage, balls, microphone, speakers, music, lighting and payment setup. Also check that cards are sorted and prizes are labelled in round order.

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.