{ "slug": "organizing-a-community-fundraiser-or-charity-drive", "url": "https://checklists.org/c/organizing-a-community-fundraiser-or-charity-drive", "markdown": "https://checklists.org/c/organizing-a-community-fundraiser-or-charity-drive.md", "title": "Organizing a Community Fundraiser or Charity Drive", "description": "How to plan and run a fundraiser without tripping over the legal and money-handling pitfalls.", "category": "life", "tags": [ "fundraising", "nonprofit", "event-planning", "charity" ], "version": "1.0", "updated": "2026-08-27", "sources": [ { "name": "IRS — Charitable Contributions: Substantiation and Disclosure Requirements (Publication 1771)", "url": "https://www.irs.gov/pub/irs-pdf/p1771.pdf" }, { "name": "IRS — Substantiating Charitable Contributions", "url": "https://www.irs.gov/charities-non-profits/substantiating-charitable-contributions" }, { "name": "National Council of Nonprofits — Charitable Solicitation Registration", "url": "https://www.councilofnonprofits.org/running-nonprofit/administration-and-financial-management/state-law-nonprofit-fundraising" } ], "intro": "Running a fundraiser is mostly logistics, but a handful of steps are legal or financial tripwires — registration, permits, and money-handling — that can get you or the cause in real trouble if skipped. Here's the order to tackle things in.", "itemCount": 36, "essentialCount": 12, "sections": [ { "title": "8+ Weeks Out: Set the Foundation", "items": [ { "id": "vt38yb", "text": "Pick the beneficiary and confirm it's a real, eligible organization", "note": "If you want donors to claim a tax deduction, the money has to go to a registered 501(c)(3) (or equivalent), not just \"a good cause.\"", "essential": true }, { "id": "157lwhb", "text": "Decide who's legally responsible for the money", "note": "Know whether funds flow through an existing nonprofit's bank account or through a new account you control; this determines who's liable if something goes wrong.", "essential": true }, { "id": "14ht674", "text": "Set a concrete fundraising goal and a simple budget (venue, supplies, printing, fees)" }, { "id": "16fp1wn", "text": "Choose the format — walk, raffle, auction, bake sale, gala, online drive — based on your goal and volunteer capacity" }, { "id": "znoq3o", "text": "Check state charitable-solicitation registration rules", "note": "Many states require anyone soliciting public donations on behalf of a charity to register first, and doing it without registering can mean fines.", "when": "where-applicable", "essential": true }, { "id": "jg3uiy", "text": "Apply for a raffle, gaming, or bingo license if you're running one", "note": "Raffles and games of chance are regulated at the state or local level and running one without a permit is often a criminal or civil violation.", "when": "running-a-raffle-or-game-of-chance", "essential": true }, { "id": "jrdafo", "text": "Recruit a core team and assign clear roles (finance, logistics, publicity, volunteers)" }, { "id": "vegg75", "text": "Book the venue or platform and get it in writing" } ] }, { "title": "4–6 Weeks Out: Lock In Logistics", "items": [ { "id": "1wc63kd", "text": "Get event insurance or confirm coverage", "note": "Most venues require a certificate of insurance, and a single injury claim without coverage can be financially devastating.", "when": "crowd-alcohol-activities-or-rented-venue", "essential": true }, { "id": "il6eow", "text": "Line up any required local permits (street closure, tent, food service, noise, alcohol)" }, { "id": "w9jcsu", "text": "Get a food handler's permit if you're serving food", "note": "Local health departments usually require this even for volunteer-cooked food.", "when": "serving-food" }, { "id": "tmahsc", "text": "Set up a dedicated bank account or ledger for fundraiser income and expenses, separate from personal funds" }, { "id": "20a1mr", "text": "Design and send save-the-dates or launch the online fundraising page" }, { "id": "18bygt1", "text": "Recruit and schedule volunteers with specific shift assignments" }, { "id": "1ps2emt", "text": "Line up sponsors or in-kind donations and get sponsorship agreements in writing" }, { "id": "1namc6u", "text": "Order supplies, decorations, and any raffle prizes or auction items" } ] }, { "title": "2–3 Weeks Out: Promote and Prepare", "items": [ { "id": "pjlq4e", "text": "Publicize through local media, community boards, social media, and email lists" }, { "id": "16jfec3", "text": "Confirm final headcount or RSVPs with the venue and caterer" }, { "id": "epasj5", "text": "Prepare donation receipts in the correct format", "note": "A written acknowledgment naming the amount, whether goods or services were given in return, and their value is required for the donor to deduct it.", "when": "single-gift-of-250-or-more", "essential": true }, { "id": "rgcolt", "text": "Print or set up materials for the day: sign-in sheets, name tags, signage, donation forms" }, { "id": "1a1di6m", "text": "Brief volunteers on their roles, especially anyone handling money or checking people in" }, { "id": "18gtu47", "text": "Set up a cash-handling procedure with two people involved at every count", "note": "Never let one person be alone with the cash box, from collection through bank deposit, to protect both the money and the volunteer.", "essential": true } ] }, { "title": "Day Of: Run the Event", "items": [ { "id": "f8kvs5", "text": "Arrive early to set up registration, signage, and payment stations (cash, card reader, and/or QR code for online giving)" }, { "id": "1yuz4vr", "text": "Post clear signage on tax-deductibility", "note": "The deductible amount is only the portion above the fair market value of what the donor received, and this needs to be stated up front.", "when": "raffle-auction-or-ticketed-items-involved", "essential": true }, { "id": "w6q501", "text": "Track attendance and donations as they come in, not just at the end" }, { "id": "1lh1kof", "text": "Thank donors and sponsors publicly during the event" }, { "id": "1lymwjx", "text": "Count and verify cash with two people present, then log the total before anyone leaves", "note": "Matches the procedure set up in advance and closes the loop before money changes hands further.", "essential": true }, { "id": "ft53nq", "text": "Take photos for thank-you materials and future promotion" } ] }, { "title": "Within a Week After: Close It Out", "items": [ { "id": "1dff6ry", "text": "Deposit all funds and reconcile against your log", "note": "Do this promptly, ideally within a day or two, so cash isn't sitting around and discrepancies are caught early.", "essential": true }, { "id": "7kbar0", "text": "Send written donation receipts/acknowledgments to every qualifying donor", "note": "Needed for their tax records, and there's no do-over if you lose track of who gave what.", "essential": true }, { "id": "1y7bac9", "text": "Pay outstanding invoices (venue, permits, insurance, supplies)" }, { "id": "fh4tfb", "text": "Thank volunteers, sponsors, and donors individually, not just as a group" }, { "id": "kht87v", "text": "File any required post-event financial report with your state if your registration required one", "note": "Some charitable-solicitation registrations come with a follow-up reporting requirement.", "when": "registration-required-follow-up-report", "essential": true }, { "id": "11i961d", "text": "Tally final numbers against your goal and share results publicly" }, { "id": "1v7fai2", "text": "Debrief with your team on what worked and what to change next time" }, { "id": "1j7hc3q", "text": "Return unused supplies, equipment, or unclaimed auction/raffle items" } ] } ] }