How to organise a charity festival from start to finish
Start by choosing the charity and setting a specific fundraising target. Then lock in the date and location before applying for permits, arranging insurance and checking power, safety and waste requirements. Once the practical foundations are confirmed, book performers and technical equipment, build the volunteer rota and publish the event information. Keep donations, registrations, dietary requirements and cash handling in one system so the final week is about checking details rather than solving missing arrangements.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Determine the charity and fundraising goal
2 people
- 2
Confirm date and location
2 people
- 3
Apply for the required permits
2 people
- 4
Arrange event insurance
- 5
Reserve sound and lighting equipment
2 people
- 6
Confirm performing artists
2 people
- 7
Create performer schedule
2 people
- 8
Schedule volunteer shifts
2 people
- 9
Prepare budget and cash plan
2 people
- 10
Create online event page
- 11
Design festival poster
- 12
Send invitations
2 people
- 13
Post social media updates
- 14
Distribute posters and flyers
3 people
- 15
Process registrations
- 16
Collect dietary requirements
- 17
Order printed materials
- 18
Create the festival layout
2 people
- 19
Reserve tables and chairs
- 20
Arrange waste collection
- 21
Arrange power supply
2 people
- 22
Create safety instructions
2 people
- 23
Create cash register records
2 people
- 24
Set up donation points
2 people
- 25
Check performer requirements
2 people
- 26
Create run sheet and contact list
2 people
- 27
Buy non-perishable supplies
3 people
- 28
Receive rented equipment
3 people
- 29
Check all materials
3 people
- 30
Do the shopping
3 people
Event
- 31
Put up signage
3 people
- 32
Set up perimeter fencing and barrier tape
4 people
- 33
Set up stages and canopies
6 people
- 34
Set out tables and chairs
5 people
- 35
Set up sound equipment
4 people
- 36
Install lighting
3 people
- 37
Secure cables safely
3 people
- 38
Set up the bar and serving area
4 people
- 39
Set up donation counters
2 people
- 40
Hang up decorations
3 people
- 41
Prepare snacks
4 people
- 42
Chill drinks
3 people
- 43
Set up the distribution points
3 people
- 44
Test power and lighting
3 people
- 45
Sound check with performers
4 people
- 46
Brief volunteers
3 people
- 47
Open the entrance
3 people
- 48
Check access and wristbands
4 people
- 49
Manage donation desks
3 people
- 50
Sell drinks and snacks
6 people
- 51
Lead the first music set
4 people
- 52
Refill drinks
3 people
- 53
Clear away trash periodically
3 people
- 54
Guide artist changes
2 people
- 55
Take care of the second music block
4 people
- 56
Check restroom facilities
2 people
- 57
Handle dietary questions
2 people
- 58
Handle the third music block
4 people
- 59
Announce the proceeds and goal
- 60
Provide the closing music set
4 people
- 61
Close donation desks
3 people
- 62
Close the bar and serving area
5 people
- 63
Guide visitors to the exit
3 people
Aftercare
- 64
Count cash securely
3 people
- 65
Turn off equipment
3 people
- 66
Clear away waste and packaging
5 people
- 67
Take down decor and signage
3 people
- 68
Clean the kitchen and bar
4 people
- 69
Clean the grounds and toilets
4 people
- 70
Take down tables and chairs
4 people
- 71
Dismantle stages and canopies
6 people
- 72
Return rented equipment
3 people
- 73
Return unused groceries
2 people
- 74
Process payments and receipts
2 people
- 75
Transfer proceeds to charity
2 people
- 76
Publish the fundraising update
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Stage sectionsqty 12
- Beer tablesqty 12
- Foldable tablesqty 10
- Chairsqty 120
- Bar stoolsqty 8
- Clothes racksqty 2
- Crowd control barriersqty 16
Tableware
- Reusable cupsqty 300
- Platesqty 250
- Bowlsqty 100
- Cutlery setsqty 250
- Coffee cupsqty 100
- Serving plattersqty 20
- Scissorsqty 4
Equipment
- Speakersqty 4
- Mixing console
- Microphonesqty 6
- Microphone standsqty 6
- Amplifiersqty 2
- DI boxesqty 4
- XLR cablesqty 12
- Instrument cablesqty 10
- Cable reelsqty 6
- Power stripsqty 10
- Cable rampsqty 12
- Coolersqty 6
- Cash registersqty 3
- Payment terminalsqty 3
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Food warmersqty 4
- Cutting boardsqty 6
- Chef's knivesqty 6
- Thermos flasksqty 6
- Chilled workbench
Decorations
- Festival Flagsqty 10
- Bannersqty 6
- Tableclothsqty 20
- Balloonsqty 200
- Donation boxesqty 6
- Chalkboardsqty 8
- Tapeqty 12
Lighting
- String lightsqty 8
- LED floodlightsqty 6
- Battery lanternsqty 8
- Spare batteriesqty 24
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Safety vestsqty 12
- Flashlightsqty 6
Cleaning
- Waste binsqty 12
- Litter pickersqty 4
- Bucketsqty 6
- Floor squeegeesqty 3
- Cleaning clothsqty 30
Communication
- Walkie-talkiesqty 8
- Name badgesqty 40
- Wristbandsqty 300
Catering
- Groceries
Tips
- Set the charity, fundraising goal, date and location first; aim to confirm these four decisions at least 12 weeks before the festival. Every later booking depends on them.
- Book the sound, lighting and power setup early, then check each performer’s requirements at least 4 weeks before the event. Include speakers, microphones, stands, cables, DI boxes and cable ramps in the technical check.
- Create the site layout before reserving furniture. Mark the stage, bar, donation points, tables, seating, waste collection and crowd-control barriers, then allow clear cable routes and emergency access.
- Build volunteer shifts with named cover for registration, donation points, cash handling, performer support and closing duties. Publish the rota at least 10 days ahead and keep one spare volunteer available for each busy period.
- Plan cash and donations separately from event spending: prepare cash-register records, test payment terminals and place clearly marked donation points before opening. Count cash with two people and record the total at the end of every shift.
Frequently asked questions
- How early should you start organising a charity festival?
- Start at least 12 weeks before the event. Use the first two weeks to confirm the charity, fundraising goal, date and location, then allow time for permits, insurance, performers and equipment.
- When should I apply for permits for a charity festival?
- Check the requirements as soon as the location and date are confirmed, ideally 10 to 12 weeks in advance. Processing times vary, so do not wait until advertising or ticket registration has started.
- How many volunteers do I need for a charity festival?
- Plan shifts around the work rather than using one total number: cover registration, donations, cash, performers, refreshments, safety and closing. Prepare the rota at least 10 days before the event and keep one backup volunteer per busy shift.
- What should I check the week before a charity festival?
- Seven days before opening, confirm permits, insurance, performers, volunteer shifts, power, waste collection, furniture, payment terminals and dietary requirements. Recheck the layout and technical equipment 24 to 48 hours before setup.
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.
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