Planning a Fundraiser Evening From Scratch

A checklist for a first-time organiser: room, date, volunteers, money handling and what to say on the night.

Six weeks out

• Pick a date that does not clash with other local events.
• Book the room and confirm what it includes: tables, chairs, kitchen, sound.
• Decide the format: meal, quiz, bingo, raffle, or a mix.
• Check whether any part of it needs permission; see do you need a permit.

Four weeks out

• Ask for prize donations with a short written request.
• Recruit volunteers for the door, the kitchen, the games and clearing up.
• Start telling people, in person first, then in print and online.

The week before

• Prepare a cash float and a simple record sheet.
• Walk through the evening with the volunteers.
• Print the rules of each game; see running a bingo night and how raffle odds work.

On the night

Open by saying what the money is for. Keep to the timetable. Announce the total raised before people leave if you can; it is the part everyone remembers.

Afterwards

Count the money with two people present, bank it promptly, thank donors and volunteers by name, and write down what you would change. Next year's organiser will be grateful.

Checked 2026-10-13. Rules vary by place; confirm locally.