Organizing a charity is hard work.
You need the perfect fundraising event checklist to simplify the process.
You need it to be successful. It will help not only your cause, but your organization as well. This guide will help you reach your goals with your next fundraiser.
That is the most important tip you need to know. Efficient planning will ensure the success of your fundraiser.
But to be able to plan ahead you need a basic tool. It’s called a fundraising event checklist. It’s a written detailed plan that covers everything – from location to entertainment and invitations.
Be sure to share copies with all your organization’s members and volunteers.
The Pre-Event Checklist
The before the event checklist is one of the most critical sections of your plan. It usually starts one year ahead of the event. Here’s what it must contain:
- Last year’s results – so you can set this year’s goals
- Budget – cover everything
- Goals – make them S.M.A.R.T. (Specific, Measurable, Achievable, Relevant, Time-oriented) goals
- Volunteers – who can help you organize everything
- Event date – pick one that suits most of the guests
- Marketing and promotion plans
- Logistics – projectors, seats, the theme
- Location – find a place big enough for your goals
- Do you need accommodation?
- Do you need janitorial staff?
- Do you need security personnel?
- Do you need to rent anything else?
- Entertainment – choose from clean comedians, musicians or empowering speakers
- Invitations – hand them personally or email them at least a month ahead of the event
- Catering – make sure you offer both vegetarian and non-vegetarian options
The Fundraising Event Checklist
The day of your event is stressful. If you can finish any tasks the day before, please do so. Here’s what this section of your checklist should cover:
- The auction – in case you’re holding one, make sure to get a great auctioneer
- The logistics – print everything you need, set up computers
- The location – finish all decorations and check if the WiFi and sound systems are working
- The volunteers – tell them what to do in case something goes wrong
Last but not least, relax a little. After all, you’ve worked hard. This fundraising event checklist helped you a lot. Everything is in place. Enjoy yourself and have a good time.
Congratulations! Great event! Jobs not done yet, though…
The Post-Event Checklist
Give yourself a day or two after the event. Relax and clear your head. Then, get back to work. After the event, you still need to take care of a few things:
- Payments – process all necessary payments and release invoices
- Make a recap of the event – it will help you or the person organizing it next year
- Assess your budget
- Return any rented equipment
- Measure your goals
- Thank everyone – both volunteers to donors
Your fundraising event checklist is supposed to help you organize the event better.
Don’t turn it into a complex tool that would make your life harder. Success doesn’t always come with great sacrifices and stress.
Stick to the plan and things will work out great.
In case you think it’s all too much, you can hire a professional fundraising organizer.