How to organise a charity event without losing control

Start by deciding what the event must achieve: a fundraising target, a number of attendees, or a specific result for the chosen charity. Then lock the date, programme and venue before inviting people or approaching sponsors. Fundraising details need early attention too, including the donation method, raffle prizes, auction items and ticket handling. In the final weeks, turn the plan into named responsibilities, confirmed quantities and a printed run sheet so volunteers know what happens and when.

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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

1
Define the goal and expected outcome
2 people
2
Set the date and program
2 people
3
Reserve the venue and rooms
2 people
4
Check permit requirements
5
Confirm the charity
6
Prepare the budget
2 people
7
Approach sponsors
3 people
8
Collect raffle prizes
3 people
9
Collect auction items
3 people
10
Publish the program and times
2 people
11
Design invitations
2 people
12
Send invitations
2 people
13
Launch school promotion
3 people
14
Post on social media
2 people
15
Process registrations
2 people
16
Collect dietary requirements
2 people
17
Recruit volunteers
3 people
18
Assign volunteers
2 people
19
Order from suppliers
2 people
20
Check the shopping list
2 people
21
Choose donation payment method
2 people
22
Create a donation QR code
23
Create ticket numbers and vouchers
2 people
24
Create auction list and prices
2 people
25
Print the run sheet
26
Create venue map
2 people
27
Test equipment in advance
2 people
28
Label raffle prizes
2 people
29
Label auction items
2 people
30
Collect materials
3 people
31
Do the shopping
3 people
32
Chill drinks
2 people
33
Prepare snacks
4 people
34
Print participant list
35
Set up cash registers and change
2 people
36
Check the hall and entrance
2 people
37
Set up tables
4 people
38
Set up chairs
4 people
39
Set up the buffet and bar
3 people
40
Hang decorations
3 people
41
Set up information table
2 people
42
Set up game stations
4 people
43
Set up auction table
2 people
44
Set up the raffle table
2 people
45
Connect the sound system
2 people
46
Test microphone
47
Put up signs and signage
2 people
48
Brief volunteers
3 people

Event

49
Staff the reception desk
2 people
50
Register visitors
2 people
51
Register donations
2 people
52
Deliver the welcome speech
53
Supervise game activities
6 people
54
Sell raffle tickets
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
3 people
57
Hand out drinks
2 people
58
Refill drinks
2 people
59
Restock the buffet
2 people
60
Clear tables during the event
3 people
61
Empty waste bins periodically
2 people
62
Present auction
2 people
63
Record auction payments
2 people
64
Draw the raffle
2 people
65
Present prizes to winners
2 people
66
Announce the final amount
67
Process final donations
2 people
68
Wave goodbye to visitors
3 people

Aftercare

69
Close out the registers
2 people
70
Store money safely
2 people
71
Turn off the sound system
2 people
72
Remove decorations
3 people
73
Clear tables and chairs
5 people
74
Wash dishes
3 people
75
Empty the coolers
2 people
76
Pack food safely
2 people
77
Clean the rooms
5 people
78
Clean the restrooms
2 people
79
Dispose of waste
3 people
80
Check materials
2 people
81
Return borrowed items
2 people
82
Transfer the donation amount
2 people
83
Record the proceeds
2 people
84
Send a thank-you message
2 people
85
Publish results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 130
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 130
Forksqty 130
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
traysqty 8
Napkin holdersqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Bottle openersqty 4
Thermos flasksqty 6
Hot traysqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 15
Flower arrangementsqty 8
Photo backdrop
Paper garlandsqty 8
Chalkboardsqty 8
Table numbersqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Extension cordsqty 4

Catering

Donation boxesqty 4
Cash registersqty 2
Cash boxesqty 2
Card machinesqty 2
QR code signsqty 6
Raffle drumsqty 2
Raffle ticketsqty 6
Auction hammer
Price tagsqty 60
Wristbandsqty 150
Name stickersqty 150
Pen setsqty 12
Clipboardsqty 8
Information leafletsqty 150
Notepadsqty 10
Tombola table
Game setsqty 6
Prize tablesqty 2
Presentation foldersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper dispensersqty 6
Toilet brushesqty 4
Waste sorting binsqty 4
Groceries

Tips

Set the fundraising goal before building the budget. List expected ticket income, donations, sponsorship and auction proceeds separately, then record venue, catering, printing and equipment costs so the target is realistic.
Confirm the charity and donation method early. Test the donation QR code on at least two phones, print a backup version, and decide who will explain donations during the programme.
Treat sponsors, raffle prizes and auction items as a timeline rather than a last-minute collection. Set a deadline at least 14 days before the event, then prepare the auction list, prices and vouchers before printing.
Publish exact programme times and process registrations as they arrive. Ask for dietary requirements no later than 7 days before the event, and use the final headcount to check seating, reusable tableware and catering quantities.
Assign volunteers to specific shifts and areas, not just general duties. Give the event lead a printed run sheet, keep spare extension cords and power strips available, and test the microphone, mixer and speakers before guests arrive.

Frequently asked questions

How far in advance should I start organising a charity event?: Start at least 8 to 12 weeks ahead. Secure the venue, charity, date and programme first; allow the final 2 weeks for registrations, supplier checks, volunteer assignments and printing.
How do I set a fundraising target for a charity event?: Set the target after estimating attendance and income from tickets, donations, sponsorship, raffles and auctions. Add every expected cost, then make the fundraising target at least the amount needed to cover costs plus the intended donation.
When should I ask guests about dietary requirements?: Ask during registration and set a deadline 7 days before the event. Give the confirmed numbers and dietary information to suppliers, and keep the list with the event lead on the day.
How many volunteers do I need for a charity event?: For a small event, plan for at least 1 event lead, 1 registration volunteer, 1 donation or auction volunteer and 1 person overseeing food and drinks. Add one volunteer for each separate area or shift that cannot be left unattended.

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.