How to organise a fundraising course from start to finish

A fundraising course needs more than good teaching: you also have to manage registrations, catering, course materials and the room setup. Start by confirming the date, venue and teachers, then build the programme and budget before inviting participants. Work backwards from the course day so printing, food orders and technical checks are finished on time. This approach keeps the day organised and gives you time to handle dietary requests, missing registrations or presentation problems before participants arrive.

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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
Confirm date and location
2 people
2
Confirm teachers
3
Develop the course program
2 people
4
Prepare the budget
2 people
5
Define the target participant group
2 people
6
Create a registration form
7
Send invitations
2 people
8
Publish promotion
2 people
9
Process registrations
10
Collect dietary requirements
11
Check participant list
12
Send reminder
13
Order catering
14
Coordinate lunch and dinner
2 people
15
Print course materials
2 people
16
Compile worksheets
2 people
17
Prepare name badges
18
Check presentations
2 people
19
Do the shopping
2 people
20
Chill drinks
21
Check the venue
2 people
22
Clean the room
2 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Set up the presentation area
2 people
26
Lay out work materials
2 people
27
Prepare coffee and tea
2 people
28
Set up lunch buffet
3 people

Event

29
Staff the reception desk
2 people
30
Register participants
2 people
31
Serve coffee and tea
2 people
32
Open the course
33
Present fundraising
2 people
34
Refill break drinks
35
Supervise practical exercises
3 people
36
Serve the evening buffet
3 people
37
Clear buffet and tables
3 people
38
Develop the fundraising plan
3 people
39
Facilitate the plenary Q&A
2 people
40
Hand out certificates
41
Answer final questions
2 people
42
See participants off
2 people

Aftercare

43
Collect materials
3 people
44
Collect waste
2 people
45
Wash dishes
3 people
46
Clean the room
3 people
47
Put tables and chairs back
4 people
48
Switch off equipment
2 people
49
Pack leftover food
2 people
50
Return borrowed materials
2 people
51
Send participant materials afterward
52
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Buffet tablesqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 3
Serving tongsqty 6
Snack traysqty 8

Course materials

Worksheetsqty 60
Notepadsqty 60
Ballpoint pensqty 60
Name badgesqty 60
Certificatesqty 55
Flip chart
Flip chart paperqty 2
Markersqty 12
Sticky notesqty 10
Tapeqty 4
Scissorsqty 6
Clipboardsqty 10

Catering

Water carafesqty 8
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Groceries

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 2
Mopsqty 2
Spongesqty 6
Dish brushesqty 3

Tips

Set the date, venue and teachers first. Finalise the course programme and budget before publishing invitations, so you know how many places you can offer and what each participant needs.
Open registration with a form that collects contact details and dietary requirements. Check the participant list at least 7 days before the course and follow up on incomplete registrations.
Order catering only after you have a reliable headcount. Confirm lunch and dinner quantities 3 to 5 days ahead, including vegetarian, vegan and allergy-related requests.
Prepare worksheets, notepads, pens and name badges at least 2 days before the course. Print a few extra copies so a late registration or damaged handout does not disrupt the session.
Complete the room and equipment check the day before. Test the laptop, projector, screen, HDMI cable and microphone, and set up the registration desk, tables and chairs before participants arrive.

Frequently asked questions

How far in advance should I organise a fundraising course?: Start at least 6 to 8 weeks before the course date. Use the first 2 weeks to confirm the venue, teachers, programme and budget, then allow several weeks for promotion and registrations.
When should I send invitations for a fundraising course?: Send the first invitation 4 to 6 weeks before the course. Send a reminder 5 to 7 days before the event, after checking the participant list and confirming the practical details.
When should I order catering for a fundraising course?: Place the catering order 3 to 5 days before the course, once registrations have stabilised. Confirm final numbers and dietary requirements again no later than 48 hours before serving.
What should I check the day before a fundraising course?: Check the room layout, registration desk, presentation area and catering setup the day before. Test every presentation connection and prepare the materials, chilled drinks and name badges before the event starts.

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.