Fundraising event checklist

A fundraising event needs more than a donation goal and a date. You need to confirm the collection concept, venue and permit, then organise volunteers, registrations, payment methods and donation materials. On the day, the donation desk, route checkpoints, refreshments and signs must be ready before guests or collectors arrive. Use this checklist to keep the practical work in sequence and avoid last-minute gaps.

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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 collection concept
2 people
Reserve venue
Check Collection Permit
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Communicate donation goal
2 people
Prepare the payment method
2 people
Number donation boxes
2 people
Print donation forms
Create the volunteer schedule
2 people
Confirm volunteers
Determine route checkpoints
2 people
Check the shopping list
2 people
Do the shopping
2 people
Fill coolers
2 people
Collect materials
3 people
Prepare donation desk
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Hang decorations
3 people
Place information signs
2 people
Hand Out Collection Boxes
2 people
Brief volunteers
2 people
Prepare coffee and tea
3 people
Set up registration desk
2 people
Carry out opening check
2 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Accept donations
3 people
Carry out collection routes
12 people
Provide information
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Top up donation forms
Collect waste
2 people
Collect Collection Boxes
3 people
Store final amount securely
2 people
Thank visitors
2 people

Aftercare

Dismantle tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Sort materials
3 people
Return borrowed items
2 people
Have the collection money counted
2 people
Process donations administratively
2 people
Send thank-you message
2 people
Publish results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Blanketsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lanternsqty 8

Decorations

Bannersqty 6
Buntingqty 8
Table décorqty 8

Donation materials

Collection boxesqty 12
Cash boxesqty 2
QR code cardsqty 20
Donation formsqty 200
Reception blocksqty 4
Clipboardsqty 16
Pensqty 30
Name stickersqty 100
Route mapsqty 20
Directional signsqty 12
Wristbandsqty 150

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Safety

First aid kits
Throwing glovesqty 12

Catering

Groceries

Tips

Check the collection permit as soon as the concept and venue are clear. Permit requirements can take several weeks, so do not leave this until invitations have been sent.
Recruit more volunteers than the minimum number of active roles. Keep a confirmed reserve for cancellations and publish one schedule showing shifts, checkpoints and contact details.
Prepare at least two donation methods, such as numbered collection boxes and QR code cards. Test every payment route at least 48 hours before the event and keep printed donation forms available.
Collect dietary requirements during registration and shop from the final list, not from estimates. Fill coolers and prepare coffee equipment on the day, while checking extension cords and power strips before setup.
Set up the donation desk before decorations and refreshments are finished. Number collection boxes, place clipboards and pens together, and put information signs where arriving guests can see them immediately.

Frequently asked questions

How far in advance should I organise a fundraising event?: Start at least 8 to 12 weeks before the event. Use the first weeks for the concept, venue and permit, then allow time for volunteers, registrations, shopping and payment testing.
How many volunteers do I need for a fundraising event?: Plan one person for each active role or checkpoint per shift, plus at least 2 reserve volunteers. Confirm the full schedule 7 days before the event and contact replacements immediately if someone cancels.
When should I send fundraising event invitations?: Send invitations 4 to 6 weeks before the event, with the donation goal and registration details included. Close registrations early enough to finalise dietary requirements and quantities for shopping.
How do I prepare donations for a fundraising event?: Prepare numbered collection boxes, cash boxes, QR code cards and donation forms at least 24 hours in advance. Test payment methods 48 hours beforehand and assign one person to monitor and record donations during the event.

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.