Charity event checklist: what to arrange and when

A charity event needs more than a good cause and a date. You have to secure the venue, confirm how donations will be collected, find sponsors and prizes, and give volunteers clear jobs before invitations go out. This checklist covers the planning sequence, from setting the goal and budget to printing the run sheet and preparing the donation QR code. It also helps you spot details that are often left until the last week, such as dietary requirements, ticket numbers, auction prices and power for the sound system.

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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

Define the goal and expected outcome
2 people
Set the date and program
2 people
Reserve the venue and rooms
2 people
Check permit requirements
Confirm the charity
Prepare the budget
2 people
Approach sponsors
3 people
Collect raffle prizes
3 people
Collect auction items
3 people
Publish the program and times
2 people
Design invitations
2 people
Send invitations
2 people
Launch school promotion
3 people
Post on social media
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Order from suppliers
2 people
Check the shopping list
2 people
Choose donation payment method
2 people
Create a donation QR code
Create ticket numbers and vouchers
2 people
Create auction list and prices
2 people
Print the run sheet
Create venue map
2 people
Test equipment in advance
2 people
Label raffle prizes
2 people
Label auction items
2 people
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Print participant list
Set up cash registers and change
2 people
Check the hall and entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the buffet and bar
3 people
Hang decorations
3 people
Set up information table
2 people
Set up game stations
4 people
Set up auction table
2 people
Set up the raffle table
2 people
Connect the sound system
2 people
Test microphone
Put up signs and signage
2 people
Brief volunteers
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Register donations
2 people
Deliver the welcome speech
Supervise game activities
6 people
Sell raffle tickets
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Clear tables during the event
3 people
Empty waste bins periodically
2 people
Present auction
2 people
Record auction payments
2 people
Draw the raffle
2 people
Present prizes to winners
2 people
Announce the final amount
Process final donations
2 people
Wave goodbye to visitors
3 people

Aftercare

Close out the registers
2 people
Store money safely
2 people
Turn off the sound system
2 people
Remove decorations
3 people
Clear tables and chairs
5 people
Wash dishes
3 people
Empty the coolers
2 people
Pack food safely
2 people
Clean the rooms
5 people
Clean the restrooms
2 people
Dispose of waste
3 people
Check materials
2 people
Return borrowed items
2 people
Transfer the donation amount
2 people
Record the proceeds
2 people
Send a thank-you message
2 people
Publish results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 130
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 130
Forksqty 130
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
traysqty 8
Napkin holdersqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Bottle openersqty 4
Thermos flasksqty 6
Hot traysqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 15
Flower arrangementsqty 8
Photo backdrop
Paper garlandsqty 8
Chalkboardsqty 8
Table numbersqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Extension cordsqty 4

Catering

Donation boxesqty 4
Cash registersqty 2
Cash boxesqty 2
Card machinesqty 2
QR code signsqty 6
Raffle drumsqty 2
Raffle ticketsqty 6
Auction hammer
Price tagsqty 60
Wristbandsqty 150
Name stickersqty 150
Pen setsqty 12
Clipboardsqty 8
Information leafletsqty 150
Notepadsqty 10
Tombola table
Game setsqty 6
Prize tablesqty 2
Presentation foldersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper dispensersqty 6
Toilet brushesqty 4
Waste sorting binsqty 4
Groceries

Tips

Set the goal, date, programme and budget before contacting sponsors or publishing invitations. Write down the expected attendance as well, because it affects the room layout, catering quantities, volunteer cover and number of chairs.
Arrange the donation method at least 2–3 weeks before the event. Test the donation QR code on two different phones, display the payment instructions at the entrance and donation point, and keep a backup method ready.
Start collecting raffle prizes and auction items early enough to create a final list with prices. Publish or print that list before guests arrive, and prepare numbered tickets or vouchers so winners can claim items without confusion.
Assign volunteers to specific time blocks and stations rather than giving everyone a general request to help. Cover registration, the donation point, food and drinks, the auction or raffle, room changes and the closing tidy-up.
Check the venue’s equipment and power plan 7 days before the event. Confirm tables, chairs, buffet furniture, reusable tableware, coffee equipment, coolers, speakers, microphone, extension cords and power strips; then print the final run sheet for the team.

Frequently asked questions

How far in advance should I start planning a charity event?: Start the main planning 8–12 weeks before the event. Secure the venue, charity, date, budget and programme first, then allow several weeks for sponsors, prizes, promotion, registrations and volunteer planning.
When should I send charity event invitations?: Send the first invitations 4–6 weeks before the event, once the date, venue and programme are confirmed. Ask guests to register and collect dietary requirements no later than 7 days before the event.
How many volunteers do I need for a charity event?: Plan at least 1 volunteer for every 20–30 guests, plus a coordinator. Add separate cover for registration, donations, food and drinks, the raffle or auction, sound and the final clean-up so no station is left unattended.
When should I prepare the charity auction and raffle?: Secure prizes and auction items at least 3–4 weeks before the event. Finalise the auction list, prices, ticket numbers and vouchers 7 days beforehand, then print copies for the registration and auction areas.

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.