Booster Club Fundraiser Event Planning Checklist

by Jim Connelly, founder of BoosterSpark

Organizing a successful booster club fundraising event requires careful planning and attention to detail. Here's a checklist to help you stay organized and ensure a smooth event:

1. Set Clear Goals:
   • Define your fundraising goals, including the amount of money you need to raise and what the funds will be used for.
2. Select a Fundraising Idea:
   • Choose the type of event or fundraiser that aligns with your goals and target audience (e.g., membership, bake sale, auction, car wash, fun run).
3. Form a Planning Committee:
   • Recruit volunteers to help plan and execute the event, assigning specific roles and responsibilities.
4. Create a Budget:
   • Develop a detailed budget that includes expenses such as permits, supplies, marketing materials, and any fees associated with the event.
5. Choose a Date:
   • Select a date and time that doesn't conflict with other local events.
6. Choose a Venue:
   • Select a venue that is convenient, safe, affordable, and includes the amenities your event needs (parking, bathrooms, kitchen, seating, etc).
   • Obtain any necessary permits.
7. Event Timeline:
   • Create a detailed event timeline that includes setup, start time, key activities, and cleanup.
8. Promote the Event:
   • Create a marketing plan that includes online and offline promotion, such as flyers, social media, emails, and community outreach.
9. Fundraising Materials:
   • Design and print materials like tickets, posters, banners, and donation forms.
10. Sponsorship and Donations:
    • Reach out to potential sponsors or donors who may contribute cash, products, or services for the event.
11. Ticket Sales and Registration:
    • Set up a system for selling tickets or registering participants, if applicable.
    • Consider online ticket sales to streamline the process.
12. Event Logistics:
    • Arrange for necessary equipment, such as tables, chairs, audiovisual equipment, and signage.
    • Plan for food and beverages if the event includes them.
13. Volunteer Coordination:
    • Ensure that all volunteers are aware of their roles and responsibilities.
    • Schedule shifts and provide training, if needed.
14. Security and Safety:
    • Implement safety measures, such as first-aid kits and security personnel if necessary.
    • Establish an emergency plan.
15. Activities and Entertainment:
    • Plan activities or entertainment to engage attendees and make the event enjoyable.
16. Payment Processing:
    • Set up a secure system for processing payments, whether it's cash, credit cards, or mobile payment options.
    • To minimize the risk of theft or fraud, avoid accepting payment via cash or checks whenever possible.
17. Silent Auction or Raffle:
    • If applicable, organize items for a silent auction or raffle.
    • Ensure you have a clear system for bidding and announcing winners.
18. Thank-You Cards and Acknowledgments:
    • Prepare thank-you cards or emails to express gratitude to sponsors, donors, volunteers, and attendees.
19. Evaluate and Follow Up:
    • After the event, assess its success and note areas for improvement.
    • Send thank-you notes to participants and donors.
    • Review financial records and ensure all funds are properly accounted for.
20. Reporting and Transparency:
    • Share the financial results of the event with your booster club members and donors to demonstrate transparency.
21. Documentation:
    • Keep detailed records of all event-related transactions, receipts, and expenses for tax and reporting purposes.
22. Follow-Up Fundraising:
    • Consider ongoing fundraising efforts to maintain donor engagement and support throughout the year.

Remember that successful fundraising events require thorough planning and effective communication among committee members and volunteers. Adapt this checklist to suit your specific event and organization's needs.