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Planning a fundraising event can feel like juggling flaming torches while walking a tightrope. There’s the budget, venue, food, guests, and, oh yeah—raising money! Whether you’re doing it for a nonprofit, a school, a community cause, or a personal mission, having a solid plan is everything.
That’s why we’ve created this simple and practical guide to help you figure out how to plan a fundraising event checklist so you can stay organized, stay sane, and actually enjoy the process.
Let’s break it down.
Before we dive in, here’s a quick stat for motivation: According to Double the Donation, well-organized fundraising events can increase donations by up to 35% compared to less structured ones. Translation? A clear checklist isn’t optional—it’s your secret weapon.
Here’s a step-by-step checklist to keep your event running smoothly from start to finish.
How much do you want to raise?
What will the funds be used for?
Is your goal realistic based on your audience and budget?
Tip: Be specific. “Raise $5,000 for new school supplies” is better than “raise money for education.”
Gala or dinner
Charity walk/run
Online auction or raffle
Community fair
Benefit concert
Virtual livestream fundraiser
Pick something that fits your audience and mission.
Venue rental
Food and beverages
Permits and insurance
Marketing and materials
Entertainment
Staff or volunteer costs
Miscellaneous (always plan for surprises!)
Tip: Keep costs low by asking for in-kind donations or sponsors.
Event coordinator
Marketing and PR
Volunteer manager
Logistics and setup
Donation manager
MC or speaker coordinator
Delegate early and clearly define roles.
Check for local events or holidays that may clash
Consider weather if it’s outdoors
Make sure it’s far enough in the future for proper planning
Bonus: Have a backup location or plan B for virtual/hybrid options.
Food handling permits
Alcohol licenses (if needed)
Noise or assembly permits
Event insurance for liability
This part isn’t fun, but it’s essential.
Donation page or platform
Event registration page
Mobile giving or text-to-donate options
QR codes for quick access
Make it easy for people to give—even if they can’t attend.
Social media campaigns
Email newsletters
Flyers or posters (if local)
Press release for community news
Partner with influencers or local leaders
Start early and promote often!
Greeters and check-in helpers
Food service or runners
Tech/AV support
Donation table staff
Clean-up crew
Train them before the event so they’re ready to go.
Signage
Name tags
Donation jars or forms
Raffle tickets
Thank-you cards
Swag or giveaways (if budget allows)
Double-check your inventory a week before the event.
Set up early
Test all equipment
Check in with volunteers
Keep donation areas clearly marked
Capture photos and videos for social media
Stay flexible—some hiccups are normal.
Send thank-you emails or notes to attendees, donors, and volunteers
Share how much was raised and what it will fund
Post event highlights on social media
Record lessons learned for next time
Gratitude goes a long way in building long-term support.
Knowing how to plan a fundraising event checklist gives you more than just peace of mind—it gives your event a real shot at success. Whether you’re raising money for earthquake relief, a local school, or a global cause, clear planning turns good intentions into real impact.
So print this out, share it with your team, and get ready to make a difference.