How to organise a fundraising event from start to finish

Start by deciding exactly what you are collecting, who the event supports and how people can donate. Then secure the venue, check whether a collection permit is required and set a realistic donation goal. Work backwards from the event date to recruit volunteers, send invitations and prepare payment options, collection boxes and forms. On the day, keep the donation desk, refreshments and route information easy to find so volunteers can focus on welcoming people and collecting safely.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Define the collection concept
2 people
2
Reserve venue
3
Check Collection Permit
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Communicate donation goal
2 people
9
Prepare the payment method
2 people
10
Number donation boxes
2 people
11
Print donation forms
12
Create the volunteer schedule
2 people
13
Confirm volunteers
14
Determine route checkpoints
2 people
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Fill coolers
2 people
18
Collect materials
3 people
19
Prepare donation desk
2 people
20
Set up tables
4 people
21
Set up chairs
3 people
22
Build party tents
4 people
23
Hang decorations
3 people
24
Place information signs
2 people
25
Hand Out Collection Boxes
2 people
26
Brief volunteers
2 people
27
Prepare coffee and tea
3 people
28
Set up registration desk
2 people
29
Carry out opening check
2 people

Event

30
Welcome visitors
4 people
31
Register sign-ups
2 people
32
Accept donations
3 people
33
Carry out collection routes
12 people
34
Provide information
2 people
35
Serve coffee and tea
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Top up donation forms
39
Collect waste
2 people
40
Collect Collection Boxes
3 people
41
Store final amount securely
2 people
42
Thank visitors
2 people

Aftercare

43
Dismantle tables and chairs
4 people
44
Take down party tents
4 people
45
Wash dishes
3 people
46
Clean the venue
4 people
47
Dispose of waste
2 people
48
Sort materials
3 people
49
Return borrowed items
2 people
50
Have the collection money counted
2 people
51
Process donations administratively
2 people
52
Send thank-you message
2 people
53
Publish results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Blanketsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lanternsqty 8

Decorations

Bannersqty 6
Buntingqty 8
Table décorqty 8

Donation materials

Collection boxesqty 12
Cash boxesqty 2
QR code cardsqty 20
Donation formsqty 200
Reception blocksqty 4
Clipboardsqty 16
Pensqty 30
Name stickersqty 100
Route mapsqty 20
Directional signsqty 12
Wristbandsqty 150

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Safety

First aid kits
Throwing glovesqty 12

Catering

Groceries

Tips

Set the donation goal before sending invitations, then include it in the event information so guests know what their contribution will support. Prepare both a payment method and numbered collection boxes; relying on one option can slow down donations.
Recruit more volunteers than the minimum needed for the schedule. Confirm each person before the event and assign clear shifts for the donation desk, route checkpoints, registration and refreshments.
Check permit requirements as soon as the collection concept and route are defined. Do not leave this until setup day: approval may be needed before you advertise or collect money in public.
Prepare the donation desk in one labelled container, including forms, clipboards, pens, QR code cards, cash boxes and name stickers. Number the collection boxes before handing them out so returns can be checked quickly.
Finish the physical setup before guests arrive: tables and chairs first, then tents, signs, banners and lighting. Fill coolers and test extension cords, power strips and payment devices at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise a fundraising event?: Begin at least 8 to 12 weeks ahead. Use the first two weeks to define the collection concept, reserve the venue and check permit requirements, then allow several weeks for volunteers, invitations and donations materials.
How many volunteers do I need for a fundraising event?: Plan one volunteer for each active position per shift, plus 10% to 20% extra for breaks and cancellations. Separate people for registration, the donation desk, route checkpoints and refreshments rather than expecting one person to cover several stations.
What should I prepare for collecting donations?: Prepare at least two donation methods, such as numbered collection boxes and a digital payment option. Have the boxes, cash boxes, QR code cards, donation forms, clipboards and pens ready at least one day before the event.
When should I set up a fundraising event venue?: Allow 2 to 3 hours for setup, depending on the number of tents and tables. Complete the layout, signs and donation desk at least 60 minutes before guests arrive, then use the remaining time to test power, payment and volunteer positions.

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.