Charity Birthday Checklist

A charity birthday needs more than a cake and a donation jar. You need a clear registration process, a visible donation goal, food that covers dietary requirements, and enough time to prepare the room. This checklist puts the work in a practical order, from confirming the date and venue to connecting the speaker and checking the washrooms. Use the final days for shopping, chilling drinks and assigning volunteers, rather than trying to solve everything on the day.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Announce the schedule
Communicate donation goal
Create Payment Request
Create a donation QR code
Book catering
Order cake
Create music playlist
Assign volunteers
Do the shopping
2 people
Set up donation table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Picking up the cake
Check the venue
2 people
Set up tables and chairs
4 people
Set up the buffet table
2 people
Hang decorations
3 people
Set up lighting
2 people
Connect the sound system
2 people
Set up the registration table
2 people
Check restrooms and washroom

Event

Welcome guests
3 people
Register donations
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce program items
Support the charity event
2 people
Cut the birthday cake
2 people
Serve coffee and tea
2 people
Collect waste along the way
2 people
Process final donations
2 people
See off guests
2 people

Aftercare

Clear away drinks and food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Disconnect equipment
2 people
Dispose of waste
2 people
Clean the venue
3 people
Secure the donation amount
2 people
Update the donation overview
Return items
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tableqty 2
Registration desk
Coat rack

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Cake server
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Vasesqty 6
Flower arrangementsqty 6
Number candlesqty 2
Photo backdrop

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Catering

Donation box
QR Code Payment Signqty 2
Name stickersqty 60
Pensqty 10
Price listsqty 4
Groceries

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 3
Mopsqty 2
Broom and dustpanqty 2
Toilet brushqty 2

Tips

Confirm the venue layout at least one week before the birthday. Check where the registration table, donation table, buffet, coat rack and guest seating will go, and measure any space needed for the photo backdrop.
Send invitations with a firm registration deadline, then collect dietary requirements before booking catering. Leave at least 3–5 days between the deadline and the event so the caterer can receive the final numbers.
Prepare the donation flow before guests arrive: publish the fundraising goal, create the payment request, test the donation QR code on two phones and place printed instructions at the donation table.
Assign volunteers to specific jobs instead of asking for general help. For a typical setup, allow at least 2 people for tables, chairs, buffet and decoration, and 1 person to manage registration and donations when guests arrive.
Finish the room setup 60–90 minutes before the start time. Put out reusable plates, bowls, glasses and cutlery, connect the speaker and microphone, chill drinks, prepare snacks and keep the cake pickup separate from the main setup.

Frequently asked questions

How far in advance should I plan a charity birthday?: Start at least 4–6 weeks ahead. Confirm the date and venue first, then send invitations, set the registration deadline and arrange catering, cake and volunteers.
When should I send charity birthday invitations?: Send them 3–4 weeks before the event and set registrations to close 5–7 days beforehand. That gives you time to confirm attendance, dietary requirements and catering quantities.
How much food and drink do I need for a charity birthday?: For drinks, plan on 2–3 per guest during the first hour, then about 1 per person for each additional hour. Order food based on confirmed registrations, with extra portions for late arrivals and clearly labelled options for dietary requirements.
When should I set up the donation table and QR code?: Set up and test both on the event day, at least 60 minutes before guests arrive. Test the QR code with two different phones and place the donation goal and payment instructions where people can read them without blocking registration.

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.