We all know that initiating a fundraiser isn’t always the easiest thing to do, so we’ve created a check-list to help you get started.

Download and Print Checklist as PDF

Event Planning Checklist

• Establish your event team. These are the people that will work together to plan and implement the event.
• Brainstorm who you want to attend your event and think about what kinds of events they may want to attend.
• Decide on what your event will be – check out the “Big Book of Ideas” to get inspired.
• Brainstorm all of the event details such as supplies you may need, whether you will have entertainment and activities at the event, how you will publicize the event, whether you will have an event theme, and if you will serve food or refreshments.
• Think about whether you need any money to organize your event for expenses such as supplies, food, equipment, etc. If so, you may need to work with your school or a teacher to figure out how to get the start-up money you need.
• Pick a date for your event. Make sure you are picking a date that doesn’t conflict with any other important events at your school or in the community, or any holidays.
• Select a location for your event. Make sure the location is the right size, and is convenient for your participants/attendees. Be sure to book the location as well!
• Make a “Master Plan” for your event with due dates for each task.
• Divide up the tasks into categories such as publicity, set-up, finances, entertainment, and refreshments. Each member of the event team can be assigned as the leader for each category.
• Each leader should organize a team of volunteers to assist them and each volunteer should be assigned tasks.
• Update your “Master Plan” to include which person is responsible for which task.
• Develop a “Publicity Plan”. Your plan should outline how you will promote your event and whether you will try to contact the local media.
• Create any publicity materials and media releases and distribute them.
• Create an itinerary for your event. The itinerary should list all of the activities at your event and what time each one is occurring.
• Develop a schedule for the event day that lists all of the tasks that need to be done on the event day, and when each task needs to be accomplished.
• Assign tasks to all of your volunteers.
• Meet with your volunteers one or two days before your event and distribute your event schedule. Make sure everyone understands the tasks they are responsible for.
• Hold your event. Good luck and remember to take photos!
• After the event, collect feedback. Try to collect information from the participants/attendees, your event team, and volunteers on what went well and what needs to be improved. Write this down so you can review it when you are planning other events. Send a summary to WaterCan along with photos from your event!
• Thank everyone who attended and helped. Hold a small celebration and/or send everyone thank you notes or a thank you certificate