Fundraising course checklist

A fundraising course needs more than a strong programme. You also have to coordinate teachers, registrations, catering, course materials and the room setup in the right order. Start by confirming the date, venue and teaching team, then build the programme and budget before opening registration. In the final week, check dietary requirements, presentations, equipment and participant numbers. This checklist covers the practical details that are easy to leave until the last 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

Confirm date and location
2 people
Confirm teachers
Develop the course program
2 people
Prepare the budget
2 people
Define the target participant group
2 people
Create a registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
Collect dietary requirements
Check participant list
Send reminder
Order catering
Coordinate lunch and dinner
2 people
Print course materials
2 people
Compile worksheets
2 people
Prepare name badges
Check presentations
2 people
Do the shopping
2 people
Chill drinks
Check the venue
2 people
Clean the room
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
2 people
Lay out work materials
2 people
Prepare coffee and tea
2 people
Set up lunch buffet
3 people

Event

Staff the reception desk
2 people
Register participants
2 people
Serve coffee and tea
2 people
Open the course
Present fundraising
2 people
Refill break drinks
Supervise practical exercises
3 people
Serve the evening buffet
3 people
Clear buffet and tables
3 people
Develop the fundraising plan
3 people
Facilitate the plenary Q&A
2 people
Hand out certificates
Answer final questions
2 people
See participants off
2 people

Aftercare

Collect materials
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Put tables and chairs back
4 people
Switch off equipment
2 people
Pack leftover food
2 people
Return borrowed materials
2 people
Send participant materials afterward
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Buffet tablesqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 3
Serving tongsqty 6
Snack traysqty 8

Course materials

Worksheetsqty 60
Notepadsqty 60
Ballpoint pensqty 60
Name badgesqty 60
Certificatesqty 55
Flip chart
Flip chart paperqty 2
Markersqty 12
Sticky notesqty 10
Tapeqty 4
Scissorsqty 6
Clipboardsqty 10

Catering

Water carafesqty 8
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Groceries

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 2
Mopsqty 2
Spongesqty 6
Dish brushesqty 3

Tips

Confirm the venue, teachers and course programme before publishing invitations. You need the schedule, room capacity and teaching availability before participants can register.
Set a registration deadline at least 7 days before the course. Use the final participant list to confirm dietary requirements, print name badges and order the right amount of catering.
Check every presentation at the venue before the course starts. Test the laptop, projector, screen, HDMI cable, microphone, extension cords and power strips together rather than separately.
Prepare one complete course pack per participant, including worksheets, a notepad, a ballpoint pen and a name badge. Print a few extra copies so a late registration does not disrupt the session.
Plan the room setup with separate areas for registration, presentations and food. Set out tables and chairs before opening, and chill drinks early enough that they are ready when participants arrive.

Frequently asked questions

How far in advance should I plan a fundraising course?: Start planning at least 8 weeks before the course date. Confirm the venue and teachers first, then allow time for the programme, budget, registration form, promotion and catering.
When should fundraising course registration close?: Close registration about 7 days before the course. That gives you time to check the participant list, collect dietary requirements, order catering and prepare printed materials.
How many course materials should I print?: Prepare one worksheet pack, notepad, pen and name badge for every confirmed participant. Print 5 to 10 percent extra, or at least 2 additional sets, for late changes and damaged copies.
When should I test the presentation equipment?: Test the laptop, projector, screen, HDMI cable and microphone at the venue at least 1 day before the course. On the event day, run a final check 60 minutes before registration opens.

Start this plan in Lizzt

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