How to organise a charity festival from start to finish

A charity festival needs two plans running together: a reliable event and a transparent fundraising process. Start by recording the fundraising goal, reserving a suitable venue and checking permits and insurance before announcing anything. Then build the programme, confirm artists, recruit volunteers and set up registration, donations, catering and equipment. This order prevents common delays, such as booking performers before checking the venue or leaving toilets, power and payment options until the final week.

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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
Record the goal and proceeds
2 people
2
Reserve venue
3
Apply for permits
4
Check insurance
5
Compile program
2 people
6
Book artists
2 people
7
Confirm performances
8
Recruit volunteers
2 people
9
Design invitations
10
Send invitations
2 people
11
Post online promotion
12
Distribute posters
3 people
13
Process registrations
14
Collect dietary requirements
15
Calculate catering quantities
2 people
16
Reserve deliveries
17
Reserve audio equipment
18
Reserve toilets
19
Arrange payment options
20
Create donation page
21
Print the run sheet
22
Create volunteer schedule
2 people
23
Share route and parking information
24
Check the weather forecast
25
Do the shopping
3 people
26
Set up non-perishable supplies
2 people
27
Keep fresh produce cool
2 people
28
Prepare snacks
4 people
29
Create program and route signs
2 people
30
Prepare cash change
2 people
31
Inspect the grounds
3 people
32
Build party tents
6 people
33
Set up tables and chairs
5 people
34
Mark off the stage area
3 people
35
Connect sound equipment
3 people
36
Hang lighting
3 people
37
Safely cover power cables
2 people
38
Set up the information desk
2 people
39
Set up donation points
2 people
40
Set up bar and buffet
4 people
41
Chill drinks
3 people
42
Arrange snacks on platters
3 people
43
Lay out crockery and cutlery
2 people
44
Set up coffee and tea station
2 people
45
Brief volunteers
2 people

Event

46
Welcome performers
2 people
47
Perform sound check
3 people
48
Welcome visitors
4 people
49
Check registrations
2 people
50
Distribute program
2 people
51
Register donations
2 people
52
Serve snacks
4 people
53
Hand out drinks
3 people
54
Refill drinks
2 people
55
Serve coffee and tea
2 people
56
Announce performances
57
Assist performers
2 people
58
Check the sound level
59
Empty waste stations
2 people
60
Check toilets
2 people
61
Clean tables in between
2 people
62
Reserve extra seating
63
Collect final donations
2 people
64
Thank visitors
2 people

Aftercare

65
Turn off the sound equipment
2 people
66
Secure cash
2 people
67
Clear away food and drinks
4 people
68
Collect waste
4 people
69
Wash dishes
3 people
70
Clear tables and chairs
5 people
71
Remove decorations
3 people
72
Take down party tents
6 people
73
Clean the grounds
5 people
74
Sort borrowed items
2 people
75
Return equipment
2 people
76
Store leftover stock
2 people
77
Check the donation amount
2 people
78
Transfer Proceeds
2 people
79
Send thank-you message
2 people
80
Publish photos and proceeds

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 150
Bar stoolsqty 6
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 60
Reusable drinking glassesqty 220
Coffee cupsqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Small bowlsqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music laptop
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Coolersqty 5
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Kitchen tongsqty 8
Serving tongsqty 8
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 14
Postersqty 20
Program and route signsqty 8
Directional signsqty 12

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Fundraising

Donation boxesqty 4
Cash boxesqty 2
Payment terminalsqty 2
QR code cardsqty 20
Wristbandsqty 200

Office

Run sheetsqty 15
Clipboardsqty 8
Pensqty 30
Name stickersqty 80
Cash envelopeqty 10

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the fundraising target before setting ticket prices or donation options. Record expected income and costs separately so you can explain clearly what the proceeds will support.
Treat permits, insurance and the venue as one early checkpoint. Confirm access, capacity, toilets, power and parking before promoting the festival or confirming performances.
Build the programme around fixed changeover times, not just artist names. Put performances, breaks, catering periods and volunteer handovers on the run sheet, then print copies for the event team.
Set volunteer shifts with named responsibilities and start times. Include people for registration, donations, artist support, catering, equipment checks and closing tasks rather than relying on whoever happens to be available.
Calculate food and drink quantities after registrations and dietary requirements are collected. Reserve deliveries, audio equipment and toilets early, then check the weather forecast before deciding how to use party tents and outdoor areas.

Frequently asked questions

How early should I start organising a charity festival?: Start at least 12 to 16 weeks before the festival. Use the first two weeks for the goal, venue, permits, insurance and initial budget, then allow time for artists, promotion, registrations and supplier bookings.
How many volunteers do I need for a charity festival?: Plan at least one volunteer for every active area at the same time, plus two people who can cover breaks and unexpected problems. For a small festival with registration, donations, catering and performances, begin with around 10 to 15 volunteers and adjust after the programme is fixed.
When should I book toilets and audio equipment for a charity festival?: Book both as soon as the venue, date and expected attendance are confirmed, ideally 8 to 12 weeks ahead. Waiting until the final two weeks can leave you with unsuitable equipment, limited delivery times or no spare capacity.
How do I plan food and drinks for a charity festival?: Collect registrations and dietary requirements 2 to 3 weeks before the event, then calculate portions from the confirmed attendance. For drinks, estimate two to three servings per person for the first hour and add a reserve for a longer programme or warm weather.

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.