How to organise a fundraiser from first idea to final donation

Start by deciding exactly what the fundraiser will support and how the proceeds will be allocated. Then secure the venue, check permits, set a target amount and choose how guests will donate or pay. Build the guest list and volunteer rota before buying food or equipment. In the final week, test the payment terminal, print donation information, confirm dietary requirements and check the room layout so the event can run without last-minute decisions.

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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 allocation of proceeds
2 people
2
Confirm the venue and room layout
2 people
3
Check permits and notifications
4
Make reservations
5
Draw up budget and target amount
2 people
6
Choose donation payment method
2 people
7
Arrange donation boxes
2 people
8
Create a poster and online post
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Fill in the volunteer schedule
2 people
13
Print donation information
14
Create a price list and payment instructions
2 people
15
Check the shopping list
2 people
16
Check stock of reusable items
2 people
17
Test payment terminal
18
Arrange cash change
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Create labels and allergen cards
2 people
23
Safely package cash
2 people
24
Pick up venue keys
25
Check the hall and entrance
2 people
26
Set up tables and chairs
4 people
27
Set up donation desk
2 people
28
Set up the food and drink area
3 people
29
Hang up decorations
2 people
30
Test lights and speakers
2 people
31
Set out snacks and drinks
4 people
32
Brief volunteers
2 people

Event

33
Welcome visitors
3 people
34
Register donations
2 people
35
Serve food and drinks
4 people
36
Refill drinks
2 people
37
Refill snacks
2 people
38
Inform visitors about the purpose
2 people
39
Collect waste and empty packaging
2 people
40
Wash dishes
2 people
41
Process final donations
2 people
42
Close donation boxes
2 people

Aftercare

43
Dismantle furniture
4 people
44
Switch off equipment
2 people
45
Bring waste to the collection point
3 people
46
Clean the room
4 people
47
Sort and pack items
3 people
48
Return borrowed materials
2 people
49
Count and transfer donations
2 people
50
Report proceeds to participants
51
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Clothes racksqty 2
Tableclothsqty 8
Cratesqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cupsqty 80
Cupsqty 40
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 12

Decorations

Bannersqty 3
Table décorqty 8
Photo framesqty 6

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 3
Floor mopsqty 3
Hand broomsqty 2

Catering

Donation boxesqty 3
Cash traysqty 2
Price listsqty 6
Name badgesqty 40
Small change traysqty 4
Groceries

Tips

Set the fundraising target before writing invitations. Add venue, food, equipment and payment costs to the budget, then calculate how much must be raised after expenses.
Choose one main donation method and display the instructions in at least two places. Keep donation boxes visible, but do not rely on cash alone if guests can donate electronically.
Assign volunteers to specific time slots, including setup, welcome desk, food service, payment handling and closing. Aim to have the first setup team arrive at least 90 minutes before guests.
Confirm dietary requirements when processing registrations, then label dishes and allergen information before food reaches the buffet. Prepare snacks in containers and keep chilled items cold until serving.
Treat cash handling as a separate closing task. Count and record the money with two people, package it securely, and check the venue entrance, keys, power points and reusable stock before leaving.

Frequently asked questions

How far in advance should you organise a fundraiser?: Start planning at least 6 to 8 weeks before the event. This gives you time to confirm the venue, check permits, invite guests, process registrations and fill the volunteer schedule without rushing.
How do you set a fundraising target?: First total the expected costs, including the venue, food, equipment and payment fees. Add the amount you want to donate, then set the target at least 10% above that combined figure to allow for unexpected costs.
How many volunteers do you need for a fundraiser?: For a small fundraiser, plan for at least 1 volunteer per 10 to 15 guests, with separate cover for setup and closing. Add volunteers for busy points such as registration, food service and cash handling rather than leaving one person responsible for everything.
When should you prepare food and drinks for a fundraiser?: Chill drinks several hours before guests arrive and prepare snacks during the final 2 to 3 hours, depending on the food. Complete labels and allergen cards before serving, and keep perishable food refrigerated until it is needed.

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.