Nonprofit Fundraising Event Planning and Compliance Checklist
Fundraising events are high-visibility, resource-intensive activities requiring careful planning, regulatory compliance, and financial accountability. This checklist covers every stage from initial planning through post-event reporting and donor acknowledgment.
- Industry: Nonprofit
- Frequency: Per Event
- Estimated Time: Ongoing across planning period
- Role: Event Coordinator / Development Director
- Total Items: 29
Venue and Logistics
Verify venue and logistical arrangements.
- Venue contract signed with cancellation and force majeure terms?
- Venue ADA accessible for guests with mobility, hearing, and vision needs?
- Venue capacity permits and insurance confirmed?
- Audio/visual equipment and technical requirements confirmed?
- Catering contract signed with dietary accommodation plan?
Permits and Regulatory Compliance
Verify all permits and regulatory requirements.
- State charitable gaming permit obtained if event includes raffle, auction, or games of chance?
- Liquor license or permit obtained if alcohol served?
- Fire code occupancy limits reviewed for chosen venue?
- Security plan appropriate for event size in place?
- Music licensing (ASCAP, BMI) obtained for live or recorded music?
Tax Compliance and Donor Receipts
Verify tax disclosure and donor receipt requirements.
- Fair market value of dinner, entertainment, and benefits calculated?
- Quid pro quo disclosure statement ready for event materials and receipts?
- Deductible portion of ticket price clearly stated on invitations?
- Post-event tax receipts planned for all donors within 30 days?
- Auction item fair market values established and disclosed to bidders?
Event Budget and Revenue Tracking
Manage event budget and revenue.
- Event budget approved by board or development committee?
- Net revenue goal (after expenses) set and communicated to team?
- Sponsorship commitments tracked with signed agreements?
- Ticket sales and registration tracked in real-time?
- In-kind donations for auction and event tracked with donor information?
Volunteer and Staff Logistics
Plan volunteer and staff assignments.
- All event volunteer roles defined and volunteers assigned?
- Event-day volunteer briefing scheduled?
- Volunteers handling cash or registrations trained on procedures?
- Emcee/program script and run-of-show prepared?
Post-Event Reconciliation
Plan post-event financial reconciliation.
- Revenue reconciliation planned within 5 business days of event?
- All vendor invoices and receipts collected before event payment?
- Post-event thank you and acknowledgment plan in place?
- Data for Form 990 Schedule G fundraising reporting captured?
- Post-event debrief meeting planned with committee?
Related Nonprofit Checklists
- Nonprofit Silent Auction Planning and Management Checklist
- Nonprofit Charity Run and Walk Event Planning Checklist
- Nonprofit Major Donor Stewardship Event Planning
- Nonprofit Peer-to-Peer Fundraising Campaign Compliance
- Nonprofit Volunteer Background Screening and Risk Assessment
- Nonprofit Volunteer Scheduling and Retention Program Audit
- Nonprofit Event Day Volunteer Management
- Nonprofit Annual Volunteer Recognition Program
Related Fundraising Events Checklists
- Nonprofit Silent Auction Planning and Management Checklist - FREE Download
- Nonprofit Charity Run and Walk Event Planning Checklist - FREE Download
- Nonprofit Major Donor Stewardship Event Planning - FREE Download
- Nonprofit Peer-to-Peer Fundraising Campaign Compliance - FREE Download
- Nonprofit Special Event Revenue Compliance and Reporting - FREE Download
- Nonprofit Year-End Annual Appeal Campaign Management - FREE Download
- Nonprofit Fundraising Ethics and Donor Rights Compliance - FREE Download
- Nonprofit Capital Campaign Management and Compliance - FREE Download
- Nonprofit Corporate Partnership and Sponsorship Management - FREE Download
- Nonprofit Online Fundraising Platform and Compliance Audit - FREE Download
Why Use This Nonprofit Fundraising Event Planning and Compliance Checklist?
This nonprofit fundraising event planning and compliance checklist helps nonprofit teams maintain compliance and operational excellence. Designed for event coordinator / development director professionals, this checklist covers 29 critical inspection points across 6 sections. Recommended frequency: per event.
Frequently Asked Questions
What does the Nonprofit Fundraising Event Planning and Compliance Checklist cover?
This checklist covers 29 inspection items across 6 sections: Venue and Logistics, Permits and Regulatory Compliance, Tax Compliance and Donor Receipts, Event Budget and Revenue Tracking, Volunteer and Staff Logistics, Post-Event Reconciliation. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed per event. Each completion takes approximately Ongoing across planning period.
Who should use this Nonprofit Fundraising Event Planning and Compliance Checklist?
This checklist is designed for Event Coordinator / Development Director professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.