checklist for a donor fundrasier event
Event Planning
Promotion and Marketing
Logistics
- Select a catering service based on budget and menu preferences.
- Schedule a tasting session for menu approval.
- Confirm dietary restrictions and preferences with guests.
- Arrange for delivery and setup at the event venue.
- Plan for adequate refreshments throughout the event.
- Identify equipment needed: microphones, projectors, screens.
- Rent or arrange for in-house audiovisual support.
- Schedule setup time prior to the event.
- Test all equipment to ensure functionality.
- Prepare backup options for technical issues.
- Determine the number of attendees and their seating requirements.
- Choose a seating style: theater, classroom, or banquet.
- Create a detailed seating chart to optimize space.
- Ensure accessibility for all attendees.
- Set up designated areas for speakers and VIPs.
- Create name tags and registration lists.
- Set up a check-in desk with clear signage.
- Designate volunteers to assist with check-in.
- Prepare materials such as programs and donation forms.
- Ensure a smooth flow for attendees upon arrival.
- Identify nearby parking options and rates.
- Arrange for shuttle services if necessary.
- Communicate transportation details to attendees in advance.
- Designate drop-off areas for convenience.
- Confirm arrangements with transportation providers before the event.
Donor Engagement
Execution
- Contact each vendor to confirm services.
- Review contracts for accuracy.
- Verify delivery times and locations.
- Ensure all payments are settled or scheduled.
- Discuss any last-minute changes or requests.
- Arrive early to oversee setup.
- Arrange seating according to the plan.
- Set up registration area with materials.
- Test AV equipment and lighting.
- Place signage and decorations as planned.
- Gather the team for a final briefing.
- Review the event schedule and timeline.
- Assign roles for each segment.
- Walk through key areas of the venue.
- Address questions or concerns from the team.
- Hold a pre-event meeting for all staff.
- Distribute role-specific instructions.
- Explain emergency procedures and contact points.
- Provide schedules and maps of the venue.
- Encourage questions to clarify responsibilities.
- Set up a welcoming registration desk.
- Prepare name tags or check-in lists.
- Have staff ready to greet guests.
- Ensure smooth flow of guest arrivals.
- Address any issues or questions promptly.
Use in Manifestly