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Fundraising Event Checklist


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Fundraising Event Read this Fundraising Event Checklist to find out what tasks need to be done for organizing a kind of fundraising event. The checklist describes the preparation process in 4 steps. It will be helpful for people involved in planning fundraising activities.

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Six Months before the Event.

  • Identify location for your fundraising event and check its availability
  • Establish your goals and determine who will receive the funds you’ll raise
  • Select type of event and theme
  • Figure out who will be your audience
  • Estimate initial expenses and expected net profit
  • Identify main sources of financing for your fundraising event
  • Define additional sources
  • Research and determine event date
  • Identify and recruit management personnel that will administer the event
  • Recruit volunteers for committees
  • Prepare an activity timetable

Three Months before the Event.

  • Describe volunteer responsibilities and determine number of volunteers required for the event
  • Start conducting meetings with management personnel and volunteers
  • Consider inviting special guests and celebrities
  • Determine cost to event participants
  • Prepare sponsor gift packages
  • Develop marketing and PR plans for the fundraising event
  • Prepare printing material
  • Create event invitations and response packages
  • Make an invitation list
  • Send out invitations
  • Review and pay catering bids
  • Arrange for entertainment and musicians
  • Ensure media coverage of the event
  • Solicit donations and public charity
  • Secure permits and insurance
  • Develop preliminary layout and decoration schemes
  • Print tickets

One Week before the Event.

  • Send out notices and event invitations to participants
  • Perform menu tastings
  • Be sure to conclude contracts with venue, caterer, entertainment, etc.
  • Confirm that all entertainers, celebrities and speakers are aware of the event and ready to participate
  • Make a draft of your fundraising program
  • Review and finalize menu
  • Approve underwriting, sponsorships and ads
  • Publish press releases and event notices
  • Respond to issue tickets and letters from participants
  • Finalize and print out your event program
  • Arrange deliveries for the day of your fundraising event
  • Give caterer a complete list of guests and event participants
  • Prepare nametags and labels
  • Hold a meeting with security staff

Event Day.

  • Check office supplies, insurance paperwork and contract confirmations for availability
  • Be sure there are first aid kit and emergency phone numbers available in dedicated places
  • Hold a briefing with event personnel to quick discuss the event agenda
  • Check guest lists and volunteer instructions for availability and correctness
  • Do site walkthrough to personally check event location
  • Perform equipment......

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