Charity festival checklist

A charity festival needs more than a programme and a crowd. You have to secure the venue, permits and insurance before promotion starts, then coordinate artists, volunteers, food, donations and practical access. This checklist brings 80 planning tasks and 67 items together so you can work through the event in a sensible order. Pay particular attention to power, toilets, dietary requirements and payment options: these are easy to overlook and difficult to fix 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

Record the goal and proceeds
2 people
Reserve venue
Apply for permits
Check insurance
Compile program
2 people
Book artists
2 people
Confirm performances
Recruit volunteers
2 people
Design invitations
Send invitations
2 people
Post online promotion
Distribute posters
3 people
Process registrations
Collect dietary requirements
Calculate catering quantities
2 people
Reserve deliveries
Reserve audio equipment
Reserve toilets
Arrange payment options
Create donation page
Print the run sheet
Create volunteer schedule
2 people
Share route and parking information
Check the weather forecast
Do the shopping
3 people
Set up non-perishable supplies
2 people
Keep fresh produce cool
2 people
Prepare snacks
4 people
Create program and route signs
2 people
Prepare cash change
2 people
Inspect the grounds
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Mark off the stage area
3 people
Connect sound equipment
3 people
Hang lighting
3 people
Safely cover power cables
2 people
Set up the information desk
2 people
Set up donation points
2 people
Set up bar and buffet
4 people
Chill drinks
3 people
Arrange snacks on platters
3 people
Lay out crockery and cutlery
2 people
Set up coffee and tea station
2 people
Brief volunteers
2 people

Event

Welcome performers
2 people
Perform sound check
3 people
Welcome visitors
4 people
Check registrations
2 people
Distribute program
2 people
Register donations
2 people
Serve snacks
4 people
Hand out drinks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce performances
Assist performers
2 people
Check the sound level
Empty waste stations
2 people
Check toilets
2 people
Clean tables in between
2 people
Reserve extra seating
Collect final donations
2 people
Thank visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Secure cash
2 people
Clear away food and drinks
4 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Take down party tents
6 people
Clean the grounds
5 people
Sort borrowed items
2 people
Return equipment
2 people
Store leftover stock
2 people
Check the donation amount
2 people
Transfer Proceeds
2 people
Send thank-you message
2 people
Publish photos and proceeds

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 150
Bar stoolsqty 6
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 60
Reusable drinking glassesqty 220
Coffee cupsqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Small bowlsqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music laptop
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Coolersqty 5
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Kitchen tongsqty 8
Serving tongsqty 8
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 14
Postersqty 20
Program and route signsqty 8
Directional signsqty 12

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Fundraising

Donation boxesqty 4
Cash boxesqty 2
Payment terminalsqty 2
QR code cardsqty 20
Wristbandsqty 200

Office

Run sheetsqty 15
Clipboardsqty 8
Pensqty 30
Name stickersqty 80
Cash envelopeqty 10

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the fundraising target and record expected proceeds before confirming suppliers. Use that figure when deciding what the event can spend on catering, sound, toilets and venue costs.
Apply for permits and check insurance before sending invitations or distributing posters. Allow several weeks for approvals, especially if the festival uses outdoor space, amplified sound or temporary party tents.
Build the programme around confirmed performance times, then print a run sheet and create a volunteer schedule. Share both with the team before the event so volunteers know where to be without interrupting performances.
Calculate catering quantities from registrations and collected dietary requirements, then reserve deliveries early. Plan serving equipment as well as food: reusable plates, bowls, glasses, cutlery, serving spoons and trays are often forgotten.
Test the audio and power plan before opening. Active speakers, a mixer, microphones, stands, extension cords, power strips and cable reels should be checked together, with cables kept clear of visitor routes and wet areas.

Frequently asked questions

How far in advance should I organize a charity festival?: Start at least 12 weeks before the festival. Use the first few weeks for the venue, permits, insurance, programme and artists; promotion, registrations and catering quantities can follow once the main details are confirmed.
How much food and drink do I need for a charity festival?: Base quantities on registrations and add a small buffer for walk-ins rather than guessing from the venue capacity. For the first hour, plan on two to three drinks per person, then adjust for the event length, weather and whether water, coffee and food are available.
When should I recruit volunteers for a charity festival?: Recruit volunteers at least 6 weeks before the event and publish the schedule no later than 7 days beforehand. Assign named people to registration, donations, catering, performer support, information and closing duties.
What equipment do I need for a charity festival?: Plan seating and tables, party tents, reusable tableware, coolers, coffee equipment and a complete sound setup. Check the equipment at least 48 hours before the event, including microphones, speakers, mixer, laptop, stands, power strips and cable reels.

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.