Charity Fundraiser Checklist

Set fundraising goal and budget

Define target amount, allocation, and minimum viable budget.

Confirm beneficiary charity and registration

Verify the charity's legal status, registration number, and fund transfer process.

Decide event format and date

Choose in-person, virtual, or hybrid and estimate attendance.

Select in-person, virtual, or hybrid format

Consider accessibility, AV needs, tech support, and safety protocols.

Choose primary and backup event dates

Avoid public holidays, major local events, and school breaks.

Book venue or virtual platform

Confirm capacity, AV access, accessibility, parking, and cancellation policy.

Obtain permits, licenses, and insurance

Apply early for local permits, alcohol or food licenses, and event insurance.

Set ticketing and donation platform and pricing

Compare fees, donor experience, tax receipting, and payout timelines.

Prepare sponsorship package and prospect list

Outline tiers, benefits, deadlines, and targeted sponsor companies or individuals.

Send sponsorship outreach and follow-ups

Use personalized emails, call scripts, and track responses in a spreadsheet.

Recruit and assign volunteers with roles

List shift times, responsibilities, contacts, and backup volunteers.

Plan event program and timeline

Draft a run sheet with speaker times, breaks, and contingency plans.

Produce marketing materials and promotion schedule

Create social posts, flyers, email templates, and a promotion calendar.

Arrange donation collection methods and receipts

Set up cash handling, card readers, online giving, and donor receipts.

Prepare post-event reporting and thank-you plan

Plan donor acknowledgements, sponsor reports, expense summary, and timelines.