Fundraising campaign checklist

A fundraising campaign needs more than invitations and a donation table. This checklist takes you from booking the venue and setting the programme to confirming sponsors, processing registrations and preparing the event space. Plan catering quantities from actual registration numbers, check payment options early and assign volunteers before the final week. It also covers the details that are often left too late, such as sponsor logos, directional signs, chilled drinks, power access and the distribution point.

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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

Reserve venue
Set the date and program
2 people
Check required permissions
Confirm sponsor agreements
2 people
Collect sponsorship materials
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Calculate catering quantities
2 people
Reserve extra tables and chairs
Check payment options
Schedule volunteers
2 people
Collect sponsor logos
Print promotional materials
Follow up on registrations
2 people
Do the shopping
3 people
Check materials
2 people
Chill drinks
2 people
Clean the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the distribution point
3 people
Set up donation table
2 people
Set up sponsor wall
2 people
Hang decorations
3 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Restock food and drink points
2 people
Set up the registration table
2 people
Give volunteer briefing
3 people

Event

Welcome visitors
4 people
Register donations
2 people
Welcome sponsors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Clear tables during the event
2 people
Collect waste along the way
Process final donations
2 people
Wave goodbye to visitors
3 people

Aftercare

Dismantle furniture
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the venue
3 people
Take out the trash
2 people
Store donation money securely
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
High tablesqty 4
Tableclothsqty 10

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Tea glassesqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Small bowlsqty 12
Coolersqty 4

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 4

Decorations

Sponsor bannersqty 6
Information boardsqty 6
Directional signsqty 8
Balloonsqty 100
Ribbonsqty 6
Adhesive stripsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Hand broomsqty 2
Trash binsqty 6

Catering

Donation boxesqty 3
Badge holdersqty 80
Name stickersqty 100
Menusqty 10
Groceries

Tips

Set the date and programme before sending invitations, then allow at least 2–3 weeks for registrations and dietary requirements to come in. Use the final registration count to calculate catering quantities rather than guessing.
Confirm permissions, sponsor agreements and payment methods before printing promotional materials. Check each payment terminal and cash box at least 7 days before the campaign.
Schedule volunteers in shifts of 2–3 hours and give each shift a clear job, such as welcoming guests, managing donations or running the distribution point. Share contact details and use walkie-talkies where the venue is spread out.
Check power access before setting up coffee machines, kettles, soup kettles, coolers and other equipment. Bring extension cords and power strips only after confirming the venue’s available outlets and capacity.
Complete the physical setup at least 2 hours before guests arrive. Put up the sponsor wall and directional signs, arrange tables and chairs, chill drinks and test the donation and payment points before opening.

Frequently asked questions

How far in advance should I plan a fundraising campaign?: Start planning at least 6–8 weeks before the campaign. Book the venue, set the date and confirm sponsors first, then allow 2–3 weeks for invitations and registrations.
How do I calculate catering for a fundraising campaign?: Use the final registration total and add a small buffer of about 5–10% for food and drinks. Collect dietary requirements when people register so the menu and quantities can be adjusted before shopping.
When should I send fundraising campaign invitations?: Send invitations around 3–4 weeks before the event. Follow up 7–10 days later, then close the registration count early enough to reserve extra tables, chairs and catering supplies.
When should I set up a fundraising campaign venue?: Allow at least 2 hours for setup, and 3 hours if you need party tents, a distribution point, a sponsor wall and several payment or catering stations. Test equipment and payment options before guests arrive.

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.