create a checklist for fundraising dinner event
Pre-Event Planning
Event Logistics
- Contact potential catering vendors
- Discuss menu options and pricing
- Finalize catering contract
- Confirm delivery and setup details
- Determine table layout and seating capacity
- Assign seating arrangements for guests
- Print or display seating chart at event venue
- Ensure guests with dietary restrictions are accommodated
- Choose a theme or color scheme
- Purchase or rent decorations
- Coordinate with venue for setup
- Arrange for volunteers to assist with decorating
- Determine technical needs for event
- Rent or borrow necessary equipment
- Set up and test equipment before event
- Have a technician on standby during event
- Outline event timeline
- Include welcome remarks, meal service, and entertainment
- Share program with event staff and volunteers
- Print copies for attendees
Day of Event
- Arrange tables and chairs according to floor plan
- Set up decorations and signage
- Ensure lighting and temperature are appropriate
- Confirm delivery times for food and beverages
- Ensure vendors have necessary equipment and supplies
- Coordinate any last-minute requests or changes
- Have registration table set up with guest list
- Provide name tags or seating assignments
- Welcome guests as they arrive
- Double check programs for accuracy
- Ensure name tags are easily accessible
- Have any necessary materials for speeches or presentations ready
- Confirm arrival time and tech requirements
- Provide any last-minute instructions or updates
- Introduce speakers or performers as needed
- Keep track of timing for speeches, meals, and activities
- Address any delays or issues as they arise
- Ensure guests are engaged and entertained
- Have donation envelopes or forms available
- Thank donors for their contributions
- Ensure donations are properly recorded and secure
- Make announcements or speeches expressing gratitude
- Encourage guests to participate in future events
- Provide contact information for further inquiries
- Delegate responsibilities based on volunteer skills
- Provide clear instructions and expectations
- Check in with volunteers throughout the event
- Check on quality and presentation of food
- Ensure drinks are adequately stocked
- Address any dietary restrictions or special requests
- Stay calm and focused under pressure
- Problem-solve quickly and efficiently
- Communicate any changes or updates to staff and volunteers
- Communicate any changes in schedule or logistics
- Provide support and guidance to staff
- Ensure everyone is on the same page
- Test equipment before guests arrive
- Have backup plans in case of malfunctions
- Coordinate with tech support for any issues
- Offer accessible seating or accommodations
- Assign a designated helper for individual assistance
- Ensure all guests feel welcome and comfortable
- Take headcounts at various points throughout the event
- Encourage guests to provide feedback or suggestions
- Use feedback to improve future events
Use in Manifestly