Planning A Charity Event Checklist - How To Organise & Manage An Event

Planning A Charity Event Checklist - How To Organise & Manage Fundraising And Other Events For Charities. A Simple Practical Guide.

Planning A Charity Event Checklist - How To Organise & Manage An Event

Planning a charity event should be fun, but it needs to be done well to work well. This charity event management and planning checklist will show you how to organise a fundraising or other event to make it a success, whether it’s a charity ball or a local fundraising race night.  There are sections for each event area to consider, with the actions you might need to take in planning each and links to other resources.  You can download this 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 the 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 of organising the event, the fundraising and other benefits make it worthwhile to run the event.

How To Organise Staff And Volunteers For Charity Events

  • 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 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 Of Open Air Events

In addition to the above:

  • 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.

Planning Accessibility To Charity Events

  • 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 Events Safety Management Checklist

  • 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

Vulnerable People Attending Charity Events

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

Event Management - 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 For Events & Charity Trips

  • 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

Management Of Contractors For Charity Events

  • 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

Planning Food Safety At Events

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

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

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.

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