How To Plan A Spectacular Fundraising Event
A Free Checklist to Help You Get Things Done
We all have causes near-and-dear to our hearts. The team here at LogoSportswear supports our local food pantries and Boys & Girls clubs, for example. For you, it might be cancer research, supporting veterans and their families, or helping children in need. Whatever the cause, a fundraiser is often the solution to raising money and awareness.
Having a well-planned, successful fundraising event can be a challenge, but we're going to give you the framework to plan your next fundraiser step-by-step. Be sure to use the outline and resources below, and everything should go off without a hitch!
8+ Months Ahead
- Choose your cause (this might be the hardest part!). If you need ideas, check out Charity Navigator
- Consider the type of event you'd like to host
- Consider how many volunteers you'll need
- Set the date
- Outline your budget
- Lock down your event location
- Prep your guest list. If you're inviting the general public, consider key people you could invite that might help get the word out
- Need financial assistance? Find some sponsors! Plaster their logo all over your event programs, t-shirt, and signs, and if you're able, give some of their sponsorship money to the cause.
- Even better: submit your charity or fundraiser to our LogoGiveBack program. Each month we give $250 worth of custom products from our website to worthy causes!
Here are some of our Logo Fans!
6-8 Months Ahead
- Start recruiting volunteers - it's never too early. Begin with your right-hand men & women and people that you know first. Then reach out to your networks and theirs.
- Create a basic outline of the event:
- When does it start & end?
- If there's registration, how does that work? What information do you need?
- If there's food, what are you offering? When is it served? When do volunteers get to eat?
- If there's entertainment, when should everyone show up? What do you need from the people performing?
- Research & book a photographer - the earlier the better
- Send out invitations! Once you have an outline, time, and location set, you can let people know about your event. Whether paper or digital, make sure they're delivered by the 6-month mark.
4-6 Months Ahead
- Book a caterer or some volunteer cooks. Make sure you plan & budget for everything you could possibly need - appetizers, meals, desserts, paper goods, trash cans, serving dishes, drinkware, coffee carafes, utensils & more.
- Finalize the menu or food & snack offerings
- Hire a bartender if applicable
- Start procuring any specialty items - this could mean finish line ribbon, podiums, lapel mics, photo booth props or supplies for luminaries
- Send out event reminder via your website, email or social media
2-4 Months Ahead
- If you're getting custom t-shirts, jackets, banners, bags, or giveaways, order them now. You can give custom products away to attendees, offer them with the purchase of tickets, or even raffle them off for your cause!
- Need some ideas? We have lots of customizable event swag!
- Send out event reminder via your website, email or social media
1-2 Months Ahead
- Confirm event location
- Confirm caterers or cooks
- Confirm volunteers
- Confirm entertainment
- Confirm necessities like tables, chairs, linens, tents, kitchen access or grills, etc from your venue or wherever you're renting them from.
- Confirm logistics like parking, locations of bathrooms, on-site first aid kits, etc.
- Send out event reminder via your website, email or social media
2 Weeks Ahead
- Confirm your volunteers one last time
- If you're using caterers, call to confirm the final headcount
- Prep all giveaways items and signage
- Prep directional signage to help attendees find parking, bathrooms, registration tables and any other relevant locations at the venue.
- Contact anyone who hasn't RSVP'd (if applicable)
1 Week Ahead
- Send out event reminder via your website, email or social media
- Make a to-do list for the day of the event
- Purchase any non-perishable food, drink and any eating necessities (napkins, plates, cups, etc.) You may still need to provide some of these even if you have a caterer.
- Consider how you'll collect and manage on-site donations
1 Day Before
- Pick up any fresh flowers or plants (or have them delivered)
- Purchase any perishable foods
- Assemble any foods that can be made in advance
The Night Before
- Look over your to-do list for tomorrow
- Get some sleep!
Event Day
- Get up early. Stretch & Breathe.
- Eat a hearty breakfast
- Look over your to-do list
- Arrive at the venue early to start setting up
- Install any signage
- Set up the bar, registration table, raffle or giveaway table, t-shirt table, or any other 'stations' required for the event
- Place flower arrangements
- Prep food & drinks
- Lastly, greet your guests & have a ball!
Best of luck at your event - we're sure you'll do great. If you happen to customize any event goodies through our site, don't forget to submit them to our photo contest for a chance to win a $250 gift certificate toward your next order!
Good luck with your event! Give us a shout if we can help!