Fundraising events are an essential way to generate support and awareness for your cause. If you are raising money for a charity, a community project, or a personal initiative, proper planning is key to success.

This comprehensive checklist covers every step of the fundraising process, from initial planning to post-event follow-up. Stay organized and ensure that your event makes the maximum impact.

Get the Checklist

Simplify your event planning by downloading our PDF to print or using the Google Sheet for easy access anywhere. If you prefer, you can also use the Excel version to keep everything organized offline.

Whether you print or digitalize it, our checklist is here to help you stay on top of every task. Start planning your fundraiser today and ensure a smooth, successful event!

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Initial Setup

6–8 Weeks Before the Event:

• Plan the event date and book the venue to avoid scheduling conflicts.
• Set clear fundraising goals, ensuring they align with the cause.
• Create a detailed event budget that includes all potential costs.
• Begin forming a dedicated event committee and assign the roles like marketing, logistics, volunteer coordination, and finance.
• Identify and engage with key suppliers for catering, entertainment, audio-visual equipment, and décor.
• Decide on the fundraising activity structure and how funds will be raised.
• Draft an event timeline with deadlines for all major tasks and milestones.
• Determine if permits, licenses, or insurance are required and apply for them.
• Complete a risk assessment, identifying potential hazards and preparing mitigation strategies.
• Create a marketing and communications plan to reach the target audience.
• Design and begin printing promotional materials such as flyers, posters, and banners.
• Start building your event’s guest list or audience and send out “Save the Date” notices.

4–6 Weeks Before the Event: Promotion Launch

• Confirm the venue, suppliers, and volunteer roles to ensure smooth operations.
• Launch your marketing campaign across key channels like social media, email newsletters, and partnerships with local businesses.
• Set up ticket sales or registration, and begin tracking early registrations or ticket purchases.
• Design and distribute promotional materials.
• Send press releases to local media, including newspapers, TV stations, and online outlets.
• Create a dedicated event page or website for easy access to event details and registration.
• Run social media ads targeted at your specific demographic.
• Craft and send personalized email invitations to attendees, sponsors, and partners with a clear call to action.
• Confirm event sponsors and partners, ensuring they are actively promoting the event on their channels.
• Partner with influencers, community leaders, or local celebrities to extend your event’s reach.
• Collaborate with community organizations for cross-promotion.
• Set up an online donation platform for ticket sales or direct donations.
• Implement a countdown on social media to build excitement as the event date approaches.
• Organize a teaser campaign to highlight specific event features.
• Create and schedule follow-up content to remind and engage potential attendees.

2–3 Weeks Before the Event: Logistics Finalization

• Confirm all fundraising-specific details with suppliers.
• Finalize the fundraising event timeline, including when and how donations will be solicited throughout the event.
• Ensure all fundraising technology, such as online donation platforms and auction systems, is set up and tested.
• Confirm the roles and responsibilities of volunteers handling fundraising activities.
• Track ticket sales or registration and adjust event capacity based on expected donor turnout.
• Ensure that all sponsors are confirmed and will be featured prominently in fundraising activities.
• Finalize the guest list and ensure VIPs or high-level donors are personally contacted and invited.
• Double-check all fundraising materials, like pledge forms, donation boxes, and signage, to ensure they’re ready for distribution.
• Organize the setup for donation collection stations to ensure they are easy to access for donors.
• Confirm the setup of auction items, raffle prizes, or any special fundraising activities.
• Test all payment systems for smooth transactions.
• Ensure that volunteer teams are prepared to assist with fundraising-specific tasks. Like managing donor interactions, processing donations, and assisting at auction stations.
• Set up and confirm signage that promotes how to donate or participate in fundraising activities.
• Finalize catering arrangements and ensure they align with donor engagement activities.
• Prepare all necessary documents to issue to donors after the event.

1 Week Before the Event: The Big Moment!

• Send final reminders to registered attendees with key event details.
• Confirm all fundraising materials are ready and organized.
• Ensure all payment systems are fully operational and tested.
• Double-check that volunteers are briefed on their specific fundraising roles.
• Confirm with sponsors and partners that all donation-related materials are in place.
• Prepare donor recognition materials for display during the event.
• Organize a run-through with your team to review the donation collection process and ensure smooth transitions.
• Confirm all auction or raffle items are set up and ready for bidding.
• Ensure event signage, including donation instructions, is clearly displayed at strategic locations.
• Finalize your event-day donor engagement strategy, like live donation updates, on-the-spot donation tasks.
• Confirm transportation arrangements for donors, volunteers, and any last-minute supplies.
• Prepare emergency contact numbers and plans for any unforeseen challenges.

Event Day: Execution

Pre-Event: Final Preparations

• Confirm setup time with vendors and suppliers, ensuring they arrive early to set up.
• Conduct a final walkthrough of the venue to ensure everything is in place.
• Set up donation stations to ensure they are easily accessible for guests.
• Brief volunteers on their roles, especially those handling donations, registrations, and guest assistance.
• Confirm with your team that all necessary fundraising materials, like pledge forms, donation envelopes, are available and clearly displayed.
• Check that all technology is working and ready to go.
• Prepare welcome packages for VIP guests or donors, if applicable.
• Place signage with clear instructions for guests on how to donate or participate in the event’s fundraising activities.

During Event: Engaging Donors

• Make live announcements, encouraging donations, pledges, and auction bids throughout the event.
• Have volunteers actively assist donors with donation processes.
• Ensure smooth transitions between event activities to maintain momentum.
• Use your fundraising technology to track real-time donations and announce milestones.
• Host an interactive donation challenge or live auction to keep guests engaged and motivated to give.
• Ensure donation collection stations are staffed and accessible for guests throughout the event.
• Actively engage with sponsors and partners, ensuring they’re being recognized throughout the event.
• Be proactive with thanking and recognizing donors in real-time-encourage applause and acknowledgment.

Wrap-Up: Closing and Acknowledging

• At the end of the event, announce total funds raised and thank all donors, sponsors, and volunteers for their contributions.
• Provide clear instructions for the final donation collection.
• Ensure all donations are processed and recorded accurately.
• Send a thank-you message or email to attendees, sponsors, and volunteers within 24 hours of the event.
• Begin preparing thank-you letters, receipts, and tax-deductible forms for donors.
• Collect any outstanding payments or donations.
• Debrief with your team to assess how the event went, identifying areas for improvement and celebrating successes.
• Start preparing a report on the event’s fundraising totals and how the funds will be used.

1–2 Weeks After the Event: Follow-up & Reflection

• Confirm the total amount raised, including ticket sales, donations, sponsorships, and auction proceeds.
• Reconcile all funds and ensure all transactions are recorded and processed properly.
• Make sure all payments, including vendor bills and fees, are settled.
• Send personalized thank-you emails or letters to attendees, major donors, sponsors, and volunteers.
• For high-level donors, consider sending more personal acknowledgment, such as a handwritten letter or a special note.
• Ensure all donations are acknowledged with proper receipts for tax purposes.
• Provide donors with Gift Aid forms, if applicable, to help maximize their contributions.
• Share the final fundraising total on your website, social media, and via email to attendees.
• Review the event’s performance with your team. Assess if fundraising goals were met or exceeded.
• Identify key successes, and discuss what went well and what could have been improved.
• Review donor engagement and participation to understand how to foster stronger relationships in the future.
• Collect feedback from attendees, volunteers, and donors to gain insights into the event experience.
• Send out post-event surveys to understand their perspectives on what worked and areas for improvement.
• Thank and close out all vendors, suppliers, and external partners involved in the event.
• Ensure that all contracts are settled and any outstanding issues are addressed promptly.

The Role of Technologies to Boost Fundraising

Technology plays a crucial role in making your fundraising event more effective. Online donation platforms streamline the donation process and help you to securely collect contributions with ease.

These tools automatically generate receipts and track donations in real time, so you can focus on other important tasks without worrying about manual processes.

Crowdfunding tools enable you to engage your supporters directly. By allowing them to create personalized fundraising pages, you empower your participants to spread the word to their networks and increase your event’s reach.

For larger events, digital auction systems add excitement by facilitating real-time bidding. You can easily manage auction items, track bids, and secure payments without hassle.

Social media management tools help you to target the right audience and schedule posts to maintain momentum. Finally, data analytics tools offer valuable insights into donor behavior and campaign performance and help you make smarter decisions.

Creating a Fundraising Budget: What to Include and How to Stick to It

Creating a detailed and effective fundraising budget is essential for the financial success of your event. Start by accurately estimating your revenue, including ticket sales, sponsorships, and donations. Use past data or benchmarks from similar events to set realistic targets for each revenue source.

For expenses, break them into fixed and variable costs. Fixed costs, like venue rental and insurance, are set, while variable costs, such as catering and marketing, can change.

Focus on high-impact expenses that directly contribute to fundraising, like targeted advertising or engaging donors.

To keep everything on track, review your budget regularly. Set up a simple system for tracking expenses in real-time, such as using a spreadsheet or budgeting app. This allows you to make adjustments quickly and ensure more funds go directly toward your cause.

Best Practices for Promoting Your Fundraising Event

Promoting your fundraising event effectively is key to reaching your goals. To ensure your event garners the attention it deserves, focus on strategies that maximize visibility and engagement.

• Partner with local businesses, influencers, and community organizations that share your mission. Offer them visibility and recognition in return for promoting your event and expanding your reach.
• Use targeted social media advertising to focus on potential donors within specific demographics or interests. Facebook, Instagram, and LinkedIn help you with precise ad targeting to maximize ROI.
• Craft engaging stories that highlight your event’s mission. Share video content, behind-the-scenes moments, and donor testimonials to build emotional connections and humanize your cause.
• Segment your email list to tailor messages based on donor types. Regularly update potential attendees on event progress, highlight major sponsors, and remind them of the event’s impact.
• Create a unique event hashtag to track social media engagement and build community excitement. Encourage participants to use it before, during, and after the event.
• Provide early registration or donation incentives to create urgency and increase initial sign-ups. Offer exclusive access to content, special seating, or a shoutout to early contributors.

How to Track and Measure the Success of Your Fundraising Event?

Tracking and measuring the success of your fundraising event requires precise metrics to understand its true impact. Here are the essential metrics to evaluate the overall effectiveness of your efforts.

1. Total Funds Raised vs. Goal

Measure the total funds raised and compare it to your initial target. This will show whether your event achieved its financial objectives and provide insight into its success.

2. Donor Retention

Track the percentage of repeat donors versus new contributors. A higher retention rate suggests successful long-term engagement and the establishment of ongoing donor relationships.

3. Social Media Engagement

Monitor likes, shares, and comments on your event’s social media pages. High engagement shows that your message is connecting with people and generating interest in your mission.

4. Cost Efficiency

Assess the amount spent compared to the funds raised. This metric reveals how cost-effective your event was and where you can optimize resources in the future.

5. Attendance vs. Registration

Compare the number of registrants to actual attendees. This reflects your event’s success in converting the leads into participation. It is an important factor for both engagement and fundraising.

6. Post-Event Satisfaction

Gather feedback through surveys to gauge attendee satisfaction, covering aspects like the event experience and ease of donating. Positive feedback indicates success and may lead to greater contributions in the future.

Frequently Asked Questions

How can I download the fundraising checklist?
You can easily download the checklist by clicking the download link provided. It’s available in both PDF and Excel formats, allowing you to choose the option that best suits your needs.

Can I print the fundraising checklist?
Yes, the checklist is available in a printable PDF format. Simply download the PDF, and you can print it to keep a physical copy for reference during your event planning.

Can I edit the checklist?
If you download the Google Sheet, Docs, or Excel version of the checklist, you’ll be able to fully edit it to fit your event’s specific needs. This makes it easy to tailor the checklist to your unique fundraising goals and timeline.

Is the checklist available for use on Google Sheets?
Yes, you can copy the checklist into your own Google Sheets by following the provided link. This allows you to access and update the checklist from anywhere, keeping it easily accessible for all your event planning needs.

How do I track progress using the checklist?
The checklist is organized by key tasks and timelines, making it simple to track progress week by week. You can mark off completed tasks and adjust the schedule as needed to stay on track with your event planning.

Can I customize the checklist for my own fundraising event?
Absolutely! The checklist is designed to be flexible. Whether you’re hosting a small community fundraiser or a large gala, you can edit the checklist to match the scale and specifics of your event.

Can I share the checklist with my team?
Yes, once you’ve copied the checklist into Google Sheets or downloaded the Excel version, you can easily share it with your team. This ensures everyone involved in your event has access to the same up-to-date information.