How to organise an animal fundraising event

Start by fixing the date and location, then agree on a clear fundraising goal with the animal shelter. Build the plan around registration numbers, volunteer coverage and the flow from arrival to donation. Invitations and social media promotion should go out early enough to process registrations and collect dietary requirements. During the final week, confirm supplies, print donation forms and prepare the site layout so the donation desk, information board and collection points are easy to find.

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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
Reserve a pitch
3
Contact animal shelter
2 people
4
Set fundraising goals
2 people
5
Recruit volunteers
2 people
6
Open the registration form
7
Send invitations
2 people
8
Post on social media
2 people
9
Process registrations
10
Collect dietary requirements
11
Create volunteer schedule
2 people
12
Publish the program
13
Collect animal shelter logo
14
Communicate collection points
2 people
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Collect materials
2 people
18
Print donation forms
19
Label donation bins
2 people
20
Fill coolers
2 people
21
Set up tables and chairs
4 people
22
Build party tents
4 people
23
Connect power and lighting
2 people
24
Put up the information board
2 people
25
Set up donation desk
3 people
26
Set up collection tables
4 people
27
Prepare catering
3 people
28
Brief volunteers
2 people

Event

29
Open registration desk
2 people
30
Welcome visitors
3 people
31
Accept donations
4 people
32
Sort donations
4 people
33
Register donations
2 people
34
Provide information about shelter
2 people
35
Serve coffee and tea
2 people
36
Serve snacks
2 people
37
Refill drinks
2 people
38
Empty trash bins
2 people
39
Secure cash donations
2 people
40
Register final donations
2 people
41
Close the donation counter
3 people

Aftercare

42
Pack donations
4 people
43
Clear tables and chairs
4 people
44
Take down party tents
4 people
45
Wash dishes
2 people
46
Clean the venue
4 people
47
Store materials
2 people
48
Take donations to the shelter
3 people
49
Return borrowed materials
2 people
50
Send a thank-you message
51
Publish results

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Folding counter
Transport cartsqty 2

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Handheld microphone
Portable speaker
Donation binsqty 12
Plastic storage binsqty 20
Scalesqty 2
Cash box
Calculatorsqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2

Decorations

Information boardsqty 6
Directional signsqty 8
Tableclothsqty 8
Buntingqty 6
Animal postersqty 10
Poster holdersqty 10

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date, location and fundraising target before opening registration. Ask the animal shelter for its logo and agreed wording at the same time, so invitations and posters are consistent from the start.
Recruit volunteers before sending invitations, not after registrations arrive. Create shifts that cover registration, the donation desk, refreshments, setup and cleanup, with handovers written into the schedule.
Use registration data to plan food, seating and drinks. Record dietary requirements as registrations are processed, then check those numbers against plates, cutlery, cups, coffee supplies and serving equipment before shopping.
Plan the site around visitor movement: place directional signs at entrances, keep the information board visible, and position the donation desk near the main flow without blocking tables or refreshment service.
Allow a dedicated setup window on event day for party tents, tables, chairs, lighting and power. Test extension cords, power strips, coffee machines, kettles, coolers and the microphone before guests arrive; late equipment checks are difficult to fix once the programme starts.

Frequently asked questions

How far in advance should I organise an animal fundraiser?: Start at least 8 weeks before the event. Use the first 2 weeks for the date, location, shelter contact, fundraising goal and volunteer recruitment, then allow several weeks for registration and promotion.
How many volunteers do I need for an animal fundraising event?: Plan for at least 1 volunteer for every active area: registration, donations, refreshments, setup and cleanup. For a small event, schedule 6 to 8 people in shifts so no one is left alone at the donation desk or during breaks.
When should I send invitations for an animal fundraiser?: Send the first invitations 4 to 6 weeks in advance, then post reminders during the final 2 weeks. Close or review registrations several days before the event so dietary requirements and quantities can be checked.
What should I prepare the day before an animal fundraiser?: Print donation forms, label donation bins, pack materials, check the shopping list and prepare the programme and signs 1 day before. Keep only the site setup, power connection, coolers and final food preparation for event day.

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.