The ultimate nonprofit event planning checklist

Fundraising event planning can quickly turn into “scramble mode,” even for the seasoned pro. With so many moving parts, it’s easy to feel overwhelmed, but with some solid organization, you can navigate the process with confidence. Use this step-by-step guide and nonprofit event planning checklist to master the to-dos for brainstorming, budgeting, promoting, and executing your event to perfection.

Let’s walk through how to organize a fundraising event for nonprofit organizations from start to finish. ✅

Step 1. Determine your goals 🏆

🗓️ When to complete: 4-6 months before the event

Your primary aim is to raise money, and you likely have a ballpark figure in mind. You may also have secondary objectives, like educating donors or increasing newsletter signups.

Your first step is to take broad, tentative goals and turn them into SMART goals, which are:

• Specific
• Measurable
• Achievable
• Realistic
• Time-bound

Do you have a set dollar amount you want to raise from this event? Define the amount of money you’re raising (or other metrics), create a timeline, and make a plan for the funds you’ll receive. 

Here are some SMART goal examples:

• Raise $6,000 by June 1 so our youth sports nonprofit can buy new jerseys ($1,500) and game equipment ($4,500).
• Get 20 new people to sign up for $100 monthly donations by January 1.
• Add 200 new monthly email subscribers by the end of the year.

It may be tempting to focus on raising as much money as possible and figure out the spending later. But having a target accomplishes three things:

• It shows your supporters that you’ve done your research and will use their donations responsibly.
• It helps you stick to your priority objectives—like sending 500 invitations—instead of getting lost in the weeds.
• And finally, it gives you a way to measure the success of your event.

⭐ Pro tip: If you’re unsure where to start, look back at what you raised last year and try to increase your incoming donations by 5-10%.

Step 2. Choose the right type of event 🤔

🗓️ When to complete: 4-6 months before the event

Next, decide what type of fundraising event you’re hosting. Will it be in-person, virtual, or hybrid? Will you include a silent auction or a peer-to-peer fundraising campaign leading up to the event?

It can be helpful to eliminate event ideas that don’t support your fundraising goal first. For example, if you want to raise $20K, a series of bake sales is unlikely to make a large enough impact. 

One of the best places to start is with your target audience. Who are you hoping will attend, donate, and spread the word about this event? What are their interests, values, and habits? Do you need to increase awareness for your cause with this audience, or are they familiar with your mission?

Size matters, too. If your goal is $10K and you anticipate roughly 100 event attendees, you’d need an average gift of $100. Is your event “worth” the $100 ticket price for your target audience? 

Step 3. Create your event budget 💸

🗓️ When to complete: 4-6 months before the event

Budgeting is one of the most essential aspects of fundraising event planning, as it determines all your decisions. Fortunately, you don’t have to be a whiz with numbers to create an effective budget.

Make an itemized list of all your anticipated costs and add extra for incidentals and unexpected expenses (usually 10-15% of your total). Be specific. Rather than large categories like “entertainment,” list expenditures like TV, speaker, and microphone rentals. It may also help to mark or highlight your required expenses versus your nice-to-haves.

Here are some potential budget items:

• Food and drinks
• Entertainment
• Staffing (internal or outsourced)
• Marketing and advertising
• Decor and furniture
• Parking
• Event security
• Fundraising event software 

If it looks like you’ll end up spending $1,000 just to raise $1,000, don’t worry. You can save money by securing sponsorships from local businesses. Sponsors are happy to cover costs in exchange for visibility with their target audience. We’ll talk more about securing sponsors later in the checklist!

Step 4. Assign roles 👯

🗓️ When to complete: 3-4 months before the event

Start delegating duties to team members early so you can work as effectively as possible. Decide who will lead marketing, operations, and individual outreach.

Each person or team should have a clearly defined role and “own” their part of the campaign. For example, you might task some committee members to solicit sponsorships and recruit volunteers, while others will focus on venue setup, breakdown, and cleanup.

Give your team members a name—like Champions, Pioneers, or All-Stars—to create a sense of unity and identify them as resources for questions and help. If you’re recruiting some of your supporters for peer-to-peer fundraising, make sure you provide them with everything they need to advocate for the event. Create some short-and-sweet donation request scripts and top-notch descriptions for their fundraising pages.

Step 5. Create a project plan ✍️

🗓️ When to complete: 3-4 months before the event

With committee roles assigned, designate a project manager to keep your plans on track. Create a calendar with due dates for specific tasks, weekly check-ins, and other milestones from the present day to your upcoming event. 

Ask your project manager to keep everyone accountable throughout the event planning process. Their role is to proactively monitor what’s happening, so you can swiftly adjust to roadblocks and ensure the event’s success.

Step 6. Start recruiting volunteers 😀

🗓️ When to complete: 3-4 months before the event

No matter the size of the event, having volunteers on hand to help your in-house team can relieve pressure and create a more rewarding experience for everyone involved.

Decide how many volunteers you need and what positions they will fill. To identify and onboard new supporters, reach out to your existing database or start a volunteer recruitment campaign. 

Step 7. Collect estimates 📝

🗓️ When to complete: 3-4 months before the event

Which vendors do you need to pull off your event? Start collecting bids from local business owners for catering, music, decorations, and other must-have items.

Once you have a few quotes, compare them against your budget to decide who you’ll hire. You may discover that some vendors or suppliers are more or less expensive than expected, so prepare to adjust your budget categories or look for a DIY alternative.

Step 8. Seek event sponsorship 🤝

🗓️ When to complete: 3-4 months before the event

To stay on budget and meet your fundraising goal, consider reaching out to local businesses who might be interested in sponsoring your event. They often love to support a cause they care about or one that’s local to them—especially if you create an attractive proposal.

Think about how you can make the corporate sponsorship beneficial not just for your nonprofit organization but for your sponsor too. Offering benefits like promotional opportunities, discounted event tickets, or access to speaking opportunities can add depth to your proposal.

⭐ Pro tip: Use our sponsorship proposal templates to shortcut your way to an effective sponsorship request!

Step 9. Confirm your event date and location 🏖️

🗓️ When to complete: 3-4 months before the event

When and where is this event happening? First, grab a calendar. Make sure your date and time won’t conflict with major holidays or events like sports games, local celebrations, etc. You could also schedule your event on a noteworthy date, such as hosting a lavish brunch on National Pancake Day.

If you're hosting an in-person or hybrid event, where is it happening? Double-check to see if the location is available before you send out invitations. Also, confirm the maximum number of attendees to avoid overselling tickets. 

Step 10. Plan your event design and logistics 🚚

🗓️ When to complete: 2-3 months before the event

Once you’ve booked your venue, start working on your event design and logistics. Consider your event's goal and allow that to influence its aesthetic and structure. 

Plan the layout, table or seating arrangements, and how you’ll decorate the space, including where you could feature a live display. Think about catering options and menu choices. Decide what entertainment you’ll provide. 

Step 11. Finalize your event name 🖌️

🗓️ When to complete: 2-3 months before the event

If you don’t already have a name for your event, create a shortlist and ask your team members for their input. Research any trademarks or conflicts before proceeding with your chosen name.

Once you have settled on the name, create a one- to two-sentence blurb for email outreach, social media, and your website.

Step 12. Create a landing page 💻

🗓️ When to complete: 2-3 months before the event

Even if you have a separate ticketing page, a dedicated page on your website is helpful for providing details about your fundraising event and encouraging registrations. 

Step 13. Launch ticket sales 🎟️

🗓️ When to complete: 6-8 weeks before the event

Create a fundraising event page to share information about your event and sell tickets. Include images, videos, your organization's story, and essential information. To keep your audience excited and engaged, you can also share updates leading up to the big day.

Remember that offering different ticket tiers, packages, and donation opportunities increases your campaign's contributions. Allow guests to upgrade to a VIP ticket, add a donation at purchase, and use the payment method most convenient for them.

More to explore

Check out 3 fundraising event invitation templates and design ideas →

Step 14. Create a marketing plan 📣

🗓️ When to complete: 6-8 weeks before the event 

Marketing is arguably the most critical aspect of successful fundraiser planning. After all, if your supporters don’t hear about your charity event, they can’t attend or donate.

Event marketing typically includes a combination of online channels (social media, emails, website) and offline channels (phone calls, direct mail, posters, print ads, etc.). Remember, your target audience should determine where to focus your efforts—make sure your voice, messaging, and imagery are consistent and appeal to prospective guests.

Here are a few ways to raise awareness and connect with potential attendees:

• Partner with local influencers: Ask supporters with a broad reach to share your event with their networks to increase donations and ticket sales.
• Write a press release: Create a short write-up about your event and email it to local news outlets.
• Create printed promotional materials: Make posters and flyers to display in libraries, coffee shops, and other community bulletins to promote your event. 
• Plan a social media schedule: Increase your posting frequency on the social media channels your target audience uses most, such as Instagram, TikTok, or LinkedIn.

Step 15. Launch an email campaign 📧

🗓️ When to complete: 6-8 weeks before the event 

Reach your supporters directly in their inbox with a series of emails designed to educate them about your event and encourage them to sign up or buy a ticket. 

You can create an even more engaging experience (and save your team time) by using Givebutter Plus’ advanced email editor and workflows to plan and execute automated email campaigns. Create an effective promotional email campaign, send thank-yous to ticket buyers, and continue to nurture those who haven’t yet contributed—all in a beautifully designed, customizable, and responsive template.

Step 16. Take care of last-minute preparations 📝

🗓️ When to complete: 1-2 weeks before the event 

As you get closer to the event date, confirm all the details with your speakers, entertainers, vendors, and sponsors. We suggest a contingency plan for any major issues, like late food delivery or a speaker cancellation.

Although you may not need to run through the entire event, meeting with your leadership team and volunteers one week out is a good idea. Rehearse parts of the event or simply touch base on last-minute questions or suggestions. If you’re hosting a virtual event, test your setup with volunteers using different computers and mobile devices.

Now is a great time to tackle those last-minute items on your fundraising event checklist:

• Create a seating chart: If you have assigned seating, create a seating chart for your guest list and have copies available for attendees to view at arrival.
• Test your technology: To prevent a technical mishap on the day of the event, do a run-through of all your technology. Confirm your Wi-Fi works, check all microphones, and do a test with your livestream to ensure a smooth connection for presenters and virtual supporters.
• Finalize your run of show: Create (and print!) an itinerary that lists estimated timelines and who is responsible for different tasks or areas.
• Hold a dress rehearsal: Run through critical parts of your program with any presenters and other key stakeholders, adjusting your timeline as needed.
• Send last-minute event reminders: Send text messages and emails to bring in last-minute RSVPs. 

Step 17. Handle on-the-day essentials 🚦

🗓️ When to complete: Day of the event

Your big day is finally here! To keep things running smoothly, cross off these tasks as you go:

• Event check-in: Make sure team members greet guests at the door, scan tickets, and offer last-minute ticket purchases and donations using Tap to Pay on a mobile app. 
• Greet VIP guests: Create a list of all event sponsors and other VIPs and guide them to their reserved seats. 
• Double-check all signage: Ensure all decor, signage (including text-to-donate instructions!), and other props are in place and visually appealing for your guests. 
• Assist speakers as needed: Assign one person to stand by your "stage" to ensure all presenters follow the itinerary and stay on track. 
• Greet the press: Ensure all media personnel have everything they need and provide contact information for any last-minute questions.

During the event, you and your team members should engage with attendees, take pictures and videos, use your campaign hashtag, and experience the actual event yourselves. Take this opportunity to learn more about your supporters and get in-the-moment feedback. But don’t forget to eat, dance, and enjoy the fruits of your fundraiser planning!

Step 18. Send thank you notes to attendees and donors 🖊️

🗓️ When to complete: Within 48 hours after the event

Your work isn’t over until you thank your attendees and supporters! Send thank-you messages to all donors, presenters, and sponsors for their generous contributions. With Givebutter’s ThankView integration, you can send personalized video thank yous at scale in no time.

Step 19. Express gratitude to your team 🎉

🗓️ When to complete: Within 48 hours after the event

The hallmark of a successful event isn’t how it begins but how it ends. To finish your event, thank your leadership team, staff, and volunteers for their significant time and energy. 

An email or phone call goes a long way to show your gratitude and secure their support in the future. Include the grand total of funds raised and highlight the event’s positive impacts—such as an individual story or a big-picture summary. That way, everyone ends up with that warm sense of accomplishment.

Step 20. Send a post-event survey 👍

🗓️ When to complete: 5-7 days after the event

You’ll probably have plenty of notes on what went well and what changes you could make next year, but now is the perfect time to ask your team for their insights, too. Send a survey to all staff, presenters, and volunteers—what improvements could you make going forward to streamline your efforts?

Step 21. Host an event debrief ✏️

🗓️ When to complete: 7-10 days after the event

A survey isn’t the only way to collect valuable information on your event and start planning for the future. Hold an event debrief with your committee chairs and team members.

Ask everyone how they thought the event went and whether they can identify areas for improvement. Share any insights on attendee numbers, the amount raised, and feedback you gathered on the day. Use what you learned to plan your next event even more effectively.

Step 22. Update your donor data 🗂️

🗓️ When to complete: 7-10 days after the event

Many systems, like Givebutter, update your donor profiles automatically, so there’s no need to manually edit records. If you’re still working with another system, though, it’s time to update your database so that it reflects all of your ticket sales and donations, plus new donor contact information.

⭐ Pro tip: Are you tired of manually updating your donor database? Givebutter’s built-in nonprofit CRM updates whenever your donors take any action, so you can save valuable time and know that your records are always accurate. 

Download your free nonprofit event planning template

This printable version of our ultimate fundraising event to-do list features all the steps above, broken down from start to finish. Plus, each task on this fundraising event planning template has a checkbox, so you can mark off your accomplishments with satisfaction.

This freebie will also walk you through adding tasks from this event planning checklist into Givebutter Plus for an even smoother way to manage your next event. Assign tasks to team members, set due dates, receive reminders about upcoming deadlines, and so much more.

Freebie alert!

Download the fundraising event planning checklist to share with your team ->

Smoother event planning for nonprofit organizations with Givebutter

To streamline your fundraising efforts and break the scramble-mode cycle, create a fundraising event planning checklist your organization can reuse for each campaign. By establishing a system of processes, you spend less time planning and more time reaching your fundraising goal. 

Givebutter's all-in-one fundraising platform can help you complete nearly every item on your event management checklist: Create engaging event pages, handle event ticketing, and stay in touch with your supporters. 

And now, with Givebutter Plus, you can enjoy an even smoother experience with automated email workflows, streamlined task management, and custom reports. 🥳

Ready to see how Givebutter's free fundraising features can help you plan a charity event? Create your free account and get started today!