Charity festival checklist: what to arrange and when

A charity festival needs more than performers, food and a good cause. You need a clear fundraising goal, permission to run the event, reliable power and sound, trained volunteers, safe crowd movement and a way to record every donation. Start with the date, location and charity, then work towards the programme, layout and staffing plan. This checklist helps you see what to arrange first and which practical details are easy to leave until the final week.

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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

Determine the charity and fundraising goal
2 people
Confirm date and location
2 people
Apply for the required permits
2 people
Arrange event insurance
Reserve sound and lighting equipment
2 people
Confirm performing artists
2 people
Create performer schedule
2 people
Schedule volunteer shifts
2 people
Prepare budget and cash plan
2 people
Create online event page
Design festival poster
Send invitations
2 people
Post social media updates
Distribute posters and flyers
3 people
Process registrations
Collect dietary requirements
Order printed materials
Create the festival layout
2 people
Reserve tables and chairs
Arrange waste collection
Arrange power supply
2 people
Create safety instructions
2 people
Create cash register records
2 people
Set up donation points
2 people
Check performer requirements
2 people
Create run sheet and contact list
2 people
Buy non-perishable supplies
3 people
Receive rented equipment
3 people
Check all materials
3 people
Do the shopping
3 people

Event

Put up signage
3 people
Set up perimeter fencing and barrier tape
4 people
Set up stages and canopies
6 people
Set out tables and chairs
5 people
Set up sound equipment
4 people
Install lighting
3 people
Secure cables safely
3 people
Set up the bar and serving area
4 people
Set up donation counters
2 people
Hang up decorations
3 people
Prepare snacks
4 people
Chill drinks
3 people
Set up the distribution points
3 people
Test power and lighting
3 people
Sound check with performers
4 people
Brief volunteers
3 people
Open the entrance
3 people
Check access and wristbands
4 people
Manage donation desks
3 people
Sell drinks and snacks
6 people
Lead the first music set
4 people
Refill drinks
3 people
Clear away trash periodically
3 people
Guide artist changes
2 people
Take care of the second music block
4 people
Check restroom facilities
2 people
Handle dietary questions
2 people
Handle the third music block
4 people
Announce the proceeds and goal
Provide the closing music set
4 people
Close donation desks
3 people
Close the bar and serving area
5 people
Guide visitors to the exit
3 people

Aftercare

Count cash securely
3 people
Turn off equipment
3 people
Clear away waste and packaging
5 people
Take down decor and signage
3 people
Clean the kitchen and bar
4 people
Clean the grounds and toilets
4 people
Take down tables and chairs
4 people
Dismantle stages and canopies
6 people
Return rented equipment
3 people
Return unused groceries
2 people
Process payments and receipts
2 people
Transfer proceeds to charity
2 people
Publish the fundraising update

What to bring

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

Furniture

Party tentsqty 3
Stage sectionsqty 12
Beer tablesqty 12
Foldable tablesqty 10
Chairsqty 120
Bar stoolsqty 8
Clothes racksqty 2
Crowd control barriersqty 16

Tableware

Reusable cupsqty 300
Platesqty 250
Bowlsqty 100
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20
Scissorsqty 4

Equipment

Speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
Amplifiersqty 2
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 10
Cable reelsqty 6
Power stripsqty 10
Cable rampsqty 12
Coolersqty 6
Cash registersqty 3
Payment terminalsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Thermos flasksqty 6
Chilled workbench

Decorations

Festival Flagsqty 10
Bannersqty 6
Tableclothsqty 20
Balloonsqty 200
Donation boxesqty 6
Chalkboardsqty 8
Tapeqty 12

Lighting

String lightsqty 8
LED floodlightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Floor squeegeesqty 3
Cleaning clothsqty 30

Communication

Walkie-talkiesqty 8
Name badgesqty 40
Wristbandsqty 300

Catering

Groceries

Tips

Set the charity and fundraising target before booking suppliers. Put the target, expected income and main costs into one budget, then decide how donations, registrations and cash payments will be recorded.
Apply for permits and event insurance as soon as the date and location are confirmed. Check the approval timeline with the relevant authority, because a permit request submitted in the final few weeks may be too late.
Build the performer schedule around soundcheck time, changeovers and equipment needs. Confirm microphones, DI boxes, cables, mixing equipment and power requirements with every artist rather than assuming the festival setup will cover them.
Plan volunteer shifts in blocks with overlap at opening, busy periods and closing. Include separate cover for registration, donation points, cash handling, performer support, waste collection and the final equipment check.
Draw the festival layout before reserving furniture and barriers. Mark the stage, tables, chairs, bar area, donation points, power routes and cable ramps, leaving clear access for staff and safe movement through the crowd.

Frequently asked questions

How far in advance should I organise a charity festival?: Start planning at least 6 months before the festival, especially if you need permits, insurance, performers and hired sound equipment. Finalise the layout, volunteer shifts and printed materials during the last 4 to 6 weeks.
How many volunteers do I need for a charity festival?: Plan volunteer cover by role and shift rather than using one overall number. For a small festival, schedule at least 2 people for registration, 2 for donation or cash points, 1 performer contact and 1 person for site and waste checks during each busy period.
When should I book sound and lighting equipment?: Reserve sound and lighting equipment as soon as the date and performers are confirmed, ideally 8 to 12 weeks before the event. Send the supplier the performer schedule and technical requirements at least 2 weeks before setup.
How should donations be handled at a charity festival?: Set up clearly marked donation points and decide in advance whether you will accept cash, card payments or both. Reconcile each cash register and payment terminal at the end of every shift, with two people checking the totals.

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.