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Preparing for the Day of a Fundraiser Event: A Step-by-Step Guide

Layne McDonald. Ph.D.

Hosting a live event for a fundraiser can be a challenging but rewarding experience. From setting goals and choosing a venue, to planning the program and publicizing the event, there are many steps involved in the planning process. This guide will take you through each step, providing tips and best practices to help ensure the success of your fundraiser.

  1. Create a detailed schedule for the day of the event, including setup, performance, and cleanup. This schedule should be shared with all volunteers and staff members to ensure that everyone is on the same page.

  2. Develop a plan for registration of guests, including setup of registration tables, volunteers to assist with registration, and any necessary equipment such as laptops or tablets.

  3. Create a checklist of all equipment and supplies that will be needed for the event, including audio and visual equipment, signage, decorations, and any other items that will be needed to make the event run smoothly.

  4. Coordinate with any vendors or suppliers who will be providing equipment or supplies for the event. Make sure that all equipment and supplies are delivered on time and are in good working condition.

  5. Set up a designated area for storage of equipment and supplies, and make sure that all equipment and supplies are properly labeled and easily accessible.

  6. Assign volunteers or staff members to be responsible for specific areas of the event, such as registration or audio/visual equipment.

  7. Review the schedule and checklist with all volunteers and staff members prior to the event to ensure that everyone is aware of their responsibilities and that all equipment and supplies are in place.

  8. Designate a point of contact for handling any issues that may arise during the event, and ensure that all volunteers and staff members are aware of who to contact in case of an emergency.

  9. Have a plan in place for cleanup, including assigning volunteers or staff members to specific tasks and scheduling a time for cleanup to begin.

  10. Lastly, communicate with all volunteers and staff members to make sure everyone is aware of the plan and ready to execute it.


By following these steps, you'll be well on your way to hosting a successful fundraiser event. Remember to stay organized, be prepared for unexpected challenges, and most importantly, have fun! With proper planning and execution, you'll be able to achieve your fundraising goals and make a positive impact on your community.

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