Fundraiser checklist: what to arrange and when

A fundraiser needs more than a donation box and a table of snacks. Set the fundraising target first, then work through the venue, permissions, promotion, registrations and volunteer rota. In the final week, confirm dietary requirements, print donation and payment information, test the payment terminal and check reusable stock. On the day, allow time for chilling drinks, preparing snacks, labeling allergens, securing cash and checking the hall before guests arrive.

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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 allocation of proceeds
2 people
Confirm the venue and room layout
2 people
Check permits and notifications
Make reservations
Draw up budget and target amount
2 people
Choose donation payment method
2 people
Arrange donation boxes
2 people
Create a poster and online post
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Fill in the volunteer schedule
2 people
Print donation information
Create a price list and payment instructions
2 people
Check the shopping list
2 people
Check stock of reusable items
2 people
Test payment terminal
Arrange cash change
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Create labels and allergen cards
2 people
Safely package cash
2 people
Pick up venue keys
Check the hall and entrance
2 people
Set up tables and chairs
4 people
Set up donation desk
2 people
Set up the food and drink area
3 people
Hang up decorations
2 people
Test lights and speakers
2 people
Set out snacks and drinks
4 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Register donations
2 people
Serve food and drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Inform visitors about the purpose
2 people
Collect waste and empty packaging
2 people
Wash dishes
2 people
Process final donations
2 people
Close donation boxes
2 people

Aftercare

Dismantle furniture
4 people
Switch off equipment
2 people
Bring waste to the collection point
3 people
Clean the room
4 people
Sort and pack items
3 people
Return borrowed materials
2 people
Count and transfer donations
2 people
Report proceeds to participants
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Clothes racksqty 2
Tableclothsqty 8
Cratesqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cupsqty 80
Cupsqty 40
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 12

Decorations

Bannersqty 3
Table décorqty 8
Photo framesqty 6

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 3
Floor mopsqty 3
Hand broomsqty 2

Catering

Donation boxesqty 3
Cash traysqty 2
Price listsqty 6
Name badgesqty 40
Small change traysqty 4
Groceries

Tips

Set the fundraising target before you price food or activities. Record what the proceeds will support and display that information near the donation boxes and payment point.
Do not leave volunteer planning until the final week. Assign specific people to registration, serving, payments, clearing tables and closing duties, including who will collect and safely package cash.
Test every payment method at least 48 hours before the fundraiser. Arrange cash change separately, print payment instructions and keep a charged mobile phone available for contact or payment issues.
Check food quantities and dietary information before shopping. Prepare allergen cards and labels in advance, and use containers, foil and separate serving utensils to keep prepared snacks clearly identified.
Visit the venue before event day and check the entrance, room layout, power supply and access to keys. Confirm where tables, buffet tables, coolers, coffee equipment and extension cords will go so setup does not delay opening.

Frequently asked questions

How far in advance should I plan a fundraiser?: Start the main planning 6 to 8 weeks before the event. Confirm the venue, fundraising purpose, budget, permissions and promotion first; leave shopping and food preparation for the final week.
What should I do the week before a fundraiser?: Confirm registrations and dietary requirements, complete the volunteer schedule, check reusable tableware and equipment, print donation information, and test the payment terminal. Also review the shopping list and arrange cash change.
How much food and drink do I need for a fundraiser?: For the first hour, plan around 2 to 3 drinks per person, then adjust for the event length and whether drinks are sold or included. Prepare food in small batches so you can replenish the buffet without leaving everything out at once.
How do I handle fundraiser cash safely?: Keep donation cash separate from sales money and count it with two people at the end of the event. Record the amount, seal it in a labeled container or envelope, and arrange handover or deposit within 24 hours.

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.