How do I organise a charity event? A checklist

A charity event needs a 4-phase checklist: goal and budget, logistics, promotion and ticket sales, then the day itself and follow-up.

To organise a good charity event, use a four-phase checklist: fix the goal and budget, arrange the concept and logistics, promote it and sell tickets, then run the day and follow up. Here are the points you should not forget.

Phase 1: goal, budget and team (at least 3 months ahead)

Write down one clear goal: raising money, reaching new supporters, or both.
Check the event fits your organisation's mission. The Chartered Institute of Fundraising advises setting the event's objectives first.
Make a budget with every cost: venue, catering, materials, insurance, promotion. Work out what you must sell to break even.
Build a core team and divide roles: coordination, finance, communication, logistics, volunteers.

Phase 2: concept and logistics

Five things to arrange.

Date and venue: choose with cost, access and accessibility in mind. You can use your own premises, hire a venue or partner with another organisation.
Safety: make sure the venue meets safety rules, and prepare an emergency plan and first aid.
Permits and insurance: ask your municipality what you need (for example for a strong-drink permit at an occasional event or for use of public space) and check your insurance. If you play music in Belgium, ask SABAM for permission via Unisono at least 5 days ahead.
Programme and materials: write an hour-by-hour run sheet and a list of everything you need.
Volunteers: decide how many you need and for which tasks. The Flemish government offers a free volunteer insurance for organisations without paid staff: up to 1,000 hours a year, registered at least 24 hours in advance. See also how do I find volunteers for my non-profit.

Phase 3: promotion and ticket sales (6 to 8 weeks ahead)

Build a simple event page with date, place, price and what the proceeds make possible. Share it through your newsletter, social media and local channels, and ask volunteers and partners to spread it. Be clear about costs: say in your communication if part of the proceeds goes towards the event's costs, which is also what sector guidance recommends.

Phase 4: the day itself

Brief all helpers, with a contact list and a clear floor plan.
A registration or check-in point that moves quickly.
A moment to thank guests and explain what their money does. Offer a way to give on the spot too.
Photos for your report, with consent where needed.

After the event

Within a few days, thank guests, helpers and sponsors, publish the result and hold a short review with your team: what went well, what cost too much, what will you change? Write it down for next time.

In WeGlow

Organisations that use WeGlow can create an event page with ticket sales and live totals, participants can start their own fundraiser page, and you can scan tickets on the day. Glowie can draft an event for you to confirm before it goes live.

How much time do I need to organise a charity event?

Allow several months for a larger event and start at least 3 months ahead with the goal, budget and team. A small one can come together in a few weeks, but the checklist stays the same. Promotion and ticket sales start 6 to 8 weeks ahead.

What is the most important point?

A clear goal and a realistic budget. Without them you cannot tell whether the event worked. Also calculate beforehand what you must sell to break even, so you can adjust in time.

Should I mention the costs of the event?

It is good practice to say clearly where the money goes, including any event costs. Say in your communication if part of the proceeds goes towards the organisation's costs. That is also what sector guidance recommends.

Do I need permission to play music at my event?

In Belgium you ask SABAM for permission at least 5 days ahead through the Unisono platform. Within fifteen days after the event you report the music that was played. See the SABAM page on ikorganiseer.be for the tariff that fits your type of event.

Sources

Checked on 2 October 2026.

Chartered Institute of Fundraising: setting objectives first, venue, health and safety, promotion and cost transparency for fundraising events
Save the Children UK: an example of role division, risk assessment and follow-up for an event
Vlaamse overheid: free volunteer insurance from the Flemish government
ikorganiseer.be: SABAM: permission for music at least 5 days ahead via Unisono
ikorganiseer.be: powers of the local authority: municipal responsibility for a strong-drink permit at an occasional event