Donor recruitment campaign checklist

A donor recruitment campaign needs more than invitations and a donation box. Start by defining who you want to reach and what you want the campaign to achieve, then work through the venue, permits, programme and speakers. Give yourself at least two weeks for promotion and registration, especially if volunteers are involved. On the day, clear signs, working microphones, donation information and a current registration list keep the campaign moving.

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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 target audience
2 people
Reserve venue
Check permits
Compile program
2 people
Confirm speakers
Recruit volunteers
2 people
Create a registration form
Send invitations
2 people
Post promotional message
Process registrations
Collect dietary requirements
Create volunteer schedule
2 people
Check donation information
2 people
Check payment details
2 people
Print flyers and forms
Do the shopping
2 people
Collect materials
2 people
Seal donation boxes
2 people
Update the registration list
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Place information signs
2 people
Set up donation desk
2 people
Set up registration desk
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Explain donation options
3 people
Staff information desks
4 people
Present Program
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect donation forms
2 people
Register cash donations
2 people
Wave goodbye to visitors
3 people

Aftercare

Seal donation boxes securely
2 people
Dismantle materials
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Hand over donations
2 people
Return materials
2 people
Archive registration details
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Clothing rack

Tableware

Reusable cupsqty 100
Coffee mugsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Campaign materials

Donation boxesqty 4
Cash box
Clipboardsqty 12
Pensqty 30
Name badgesqty 80
Flyersqty 300
Donation formsqty 150

Decorations

Information bannersqty 4
Directional signsqty 8
Tableclothsqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop set
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the campaign goal and target audience before writing the invitation. Use one clear call to action and include the registration deadline, event time and the information donors need to decide.
Reserve the venue and check permits at least four weeks ahead. Confirm that there is enough room for tables, chairs, a clothing rack, information signs and a separate area for donation boxes.
Build the volunteer schedule around the busiest periods: opening, registration, programme changes and closing. Plan at least two people for registration and donation questions when attendance is expected to be high.
Check donation information and payment details before printing flyers, forms and signs. Test the cash box, donation boxes, clipboards and pens at least one day before the event rather than discovering missing materials during setup.
Finish the food and equipment check the day before. Chill drinks, prepare snacks, charge or test speakers and microphones, and bring extension cords and power strips so setup is not delayed by missing connections.

Frequently asked questions

How early should I start planning a donor recruitment campaign?: Start six to eight weeks before the campaign. Reserve the venue and check permits first, then allow at least two weeks for invitations, promotional messages and registration processing.
How many volunteers do I need for a donor recruitment campaign?: Plan for at least two volunteers at registration, one person to support the programme and one person to handle donation questions or payment details. Add more if the registration list is expected to exceed 50 people.
When should I send invitations for a donor recruitment campaign?: Send the first invitations two to three weeks before the event and a reminder three to five days beforehand. Update the registration list after each response so dietary requirements and volunteer cover are not missed.
What should I check the day before a donor recruitment campaign?: Check the programme, speakers, microphones, donation information and payment details one day before. Also confirm the printed flyers and forms, sealed donation boxes, drinks, snacks and all setup materials.

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