checklist for organizing and hosting Fundraising dinner

Planning Phase

Set a fundraising goal

Determine the date and time for the dinner

Secure a venue for the event

Create a budget for the dinner

Form a planning committee

Fundraising Phase

Develop a guest list

Create and send out invitations

Promote the event through social media and other channels

Secure sponsors or donations for the event

Set ticket prices and create a registration process

Logistics Phase

Arrange for catering services

Rent tables, chairs, and other necessary equipment

Create a seating chart

Plan the menu and any dietary accommodations

Coordinate with vendors for any additional services needed

Program Phase

Develop a program agenda for the dinner

Outline the order of events for the evening
Include time slots for speeches, entertainment, and fundraising activities

Secure any speakers or entertainment for the event

Reach out to potential speakers or performers
Confirm availability and details of their participation

Create a run of show for the evening

Detail the timing and flow of each segment of the program
Distribute the run of show to all staff and volunteers

Prepare any materials or presentations needed for the program

Gather necessary materials for speeches or presentations
Ensure all visuals or slides are ready for display

Plan any fundraising activities or auctions during the event

Decide on the type of fundraising activities or auctions to include
Prepare any items or prizes for the activities

Coordinate with vendors or caterers to ensure smooth execution of the program

Communicate program schedule and requirements to vendors
Confirm delivery times and set-up details

Confirm timing and logistics with speakers or entertainment

Review the run of show with speakers or performers
Confirm their arrival time and any technical requirements

Rehearse any presentations or speeches to ensure they run smoothly

Schedule a rehearsal with speakers or presenters
Practice transitions and timing to ensure a seamless program

Assign staff or volunteers to manage different aspects of the program

Delegate roles for greeting guests, managing auctions, etc.
Provide clear instructions and expectations for each role

Create a seating chart to ensure guests are placed appropriately during the program

Assign seating based on guest preferences or event needs
Ensure VIP guests are seated in prime locations

Coordinate with AV team to ensure sound and lighting are set up correctly for the program

Discuss technical requirements with AV team
Schedule a walk-through to test sound and lighting setup

Day-of Event Phase

Set up the venue and decorations

Coordinate with vendors and staff for setup

Welcome and register guests as they arrive

Ensure all audiovisual equipment is working properly

Manage any last-minute details or changes

Post-Event Phase

Send thank you notes to donors, sponsors, and attendees

Collect and organize any funds raised during the dinner

Evaluate the success of the event and document lessons learned

Follow up with any outstanding tasks or commitments

Begin planning for future fundraising events