Planning A Charity Event Checklist - How To Organise An Event

Planning a charity fundraising or other event should be fun, but it needs to be done well to work well.  Our planning a charity event checklist - how to plan and organise a charity event. A simple practical guide to event management for charities.  You can download this event planning checklist as a Word template from Charity Excellence, including links to all the resources and guidance you'll need.

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How To Organise A Charity Event - Planning Objectives

• We are all clear on what our charity event is intended to achieve
  • Fundraising, raising our profile/PR, engaging our community and/or volunteers, launching a campaign
• And the event has been planned to deliver on these priorities
• Taking into account the time and financial cost to organise the event, the fundraising and other benefits make it worthwhile to run the event.

Charity Event Planning Checklist - How To Organise Staff And Volunteers

• Even if it's very simple, we have an event plan that ensures all relevant activities are identified
• Everyone involved is aware of what their role is and when specific activities have to be carried out
• We will have sufficient staff and volunteers to run the event well.
• With the experience and skills needed.

If you need to recruit event volunteers this Charity Excellence resource explains how to do that and has links to a range of organisations that provide free help in finding volunteers.

Charity Event Planning - Venue Checklist

• Is fit for purpose, noting any restrictions, particularly fire limits on numbers
• Disability access has been considered
• Environmental impact has been assessed, particularly noise in a built-up area
• For major events, police made aware and any advice complied with
• Advising other groups, such as resident associations has been considered
• There are adequate parking arrangements
• Contingency plan in place, in case of cancellation, such as alternate location and provision for additional costs that may be incurred

Planning & Management - Open Air Events

Consider these, in addition to the above, when planning a charity open air event:

• Local Authority or other landowner permission has been obtained.
• Permission for access has been granted, if necessary.
• Adequate provision for toilets, security, first aid and emergency service access has been made.

Event Planning Checklist - Accessibility

• Any limits on grounds of age, height or medical condition identified and complied with
• Provision made for any special needs, such as dietary, medical conditions, or cultural/religious requirements
• If applicable and subject to data protection consent being obtained - emergency contact names and numbers and/or details of medical conditions.

Charity Event Checklist - Safety Management

• Comprehensive risk assessment carried out and documented
• Adequate avoidance/mitigation action identified and implemented
• Those involved fully briefed and competent to use any equipment required
• Equipment appropriate and fully serviceable and free from defects

Charity Event Planning - Vulnerable People

• Any DBS and/or other safeguarding requirements met
• Adequate, qualified carers for numbers involved
• Any special needs considered, such as mobility/access

Event Planning - Young People

• For fundraising, the Fundraising Regulator requirements will be complied with
• Any applicable age restrictions on gambling, alcohol and collecting money complied with
• Permission of parents/guardians obtained

Organising Volunteer Drivers - Checklist

• If drivers are using their own vehicles:
  • It has been adequately serviced, has MOT and road tax, and is insured
  • He/she has adequate business insurance to cover use
• For minibuses, drivers’ licences include this type of vehicle
• Drivers advised to plan suitable rest stops

Event Management - Contractors

• Written agreement in place
• If contractor responsible for any of the above, this has been specifically included in agreement
• Contractor has adequate insurance
• In the event of cancellation, the charity will not be subject to excessive cancellation fees

Event Planning - Food Safety

• Training for those preparing/handling food and food storage meets Food Standards Agency requirements.  You can download a food safety policy from Charity Excellence.

Charity Event Insurance

• Adequate insurance in place, including public liability insurance
• Additional cover obtained, if necessary, particularly for challenges and overseas activities
• Event cancellation insurance cover obtained, if appropriate

Charity Events - Licences & Permissions

Any necessary licences have been obtained.  If you don't know, here's a Government Licence Finder.

• Local Authority licence for raffle or public lottery
• For street collection, Local Authority licence obtained
• Licence to sell alcohol
• Licence for music/dancing
• Gambling - fundraising lotteries, raffles, auctions, bingo, casino event nights etc.

And any other permissions.

• Posters/flyers include charity number and permission to display obtained
• If in a private location, owner’s permission for collecting money obtained
• If offering and selling flights or flight-inclusive trips, we comply with ATOL guidance

Charity Events - Finance & Cash Handling

• We have a robust costed expenditure budget and our income estimate is realistic.
• If applicable, action taken to reclaim VAT on a charity event.
• Adequate arrangements in place to safeguard cash and those handling it.  You can download a cash handling policy from Charity Excellence.

Regulators - Charity Event Planning & Management Guidance

• Fundraising Regulator: Fundraising Events
• Alcohol at Charity Meetings and Events
• Charity Commission: Charities And Insurance
• Charity Fundraising Events VAT Exemption
• Fundraising Legally and Responsibly
• Working with Companies and Professional Fundraisers
• Licence Finder
• Organising a Street Party
• Permission to Distribute Leaflets
• Premises Licence
• Temporary Events Notice
• HSE: Events safety

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