Event Checklist for NFPs

Because meaningful events deserve meaningful planning.

Whether you’re hosting a fundraising gala, community workshop, awareness walk or celebration dinner — events are a powerful way for not-for-profits to connect, inspire, and create change. But let’s be honest: planning an event can be overwhelming, especially when you’re juggling impact, limited resources, volunteer teams, and tight timelines.

At The Perfect Events Group, we’ve helped dozens of NFPs turn big dreams into memorable, mission-driven moments — and we know exactly what it takes to get there. Here’s your ultimate event planning checklist for not-for-profits, so your next event is less stress, more success.

1. Clarify Your Event Goals

Every great event starts with purpose.
Are you aiming to raise funds? Build awareness? Celebrate achievements? Attract new supporters? Knowing your why will guide everything else — from budget to branding to who’s in the room.

PEG Tip: Keep your goals SMART (specific, measurable, achievable, relevant, and timely). That way, post-event reporting becomes a breeze.

2. Set Your Budget — and Know Your Must-Haves

Let’s talk dollars. Even small events need a realistic, itemised budget. Break it down into:

• Venue and catering

• Production (AV, lighting, staging)

• Marketing and design

• Guest experience (gifts, signage, accessibility)

• Insurance and permits

• Contingency fund (always keep 10–15% spare)

PEG Tip: Know where to save — and where not to cut corners. Some things (like sound or seating) guests will notice if they go wrong.

3. Choose the Right Format and Venue

Is it a formal seated dinner? A relaxed outdoor picnic? A hybrid seminar with remote guests? Match the format to your goals and audience, then find a venue that ticks the boxes for location, accessibility, and vibe.

4. Lock in Key Partners and Suppliers Early

Even with limited staff, you don’t have to do it alone.
Book and brief your:

• AV/tech crew

• Caterers

• Speakers or MC

• Entertainment

• Volunteers or event support staff

• Event producer (Hit us up – we know a good one!)

5. Get Those Permits and Policies Sorted

Depending on your event type and size, you may need:

• Council event permits

• Public liability insurance

• Risk management plans

• Accessibility plans

• Child safety or Working with Children checks

• Alcohol licensing or food handling certification

PEG Tip: Don’t wait — permit processing can take weeks. We help clients fast-track applications when time is tight.

6. Promote with Purpose

You’ve got a great event — now let’s fill the room.
Use a mix of:

• Email invitations and reminders

• Social media content

• Community groups and networks

• Partner cross-promotion

• Press/media releases if applicable

A simple promo calendar will help you to stay on track.

7. Prep for the Day (and the Debrief)

Create a detailed run sheet covering:

• Timings

• Roles

• Supplier contacts

• Emergency plans

• MC script or running order

Then, post-event, debrief with your team and gather feedback. What worked? What could be improved? Don’t forget to thank your supporters — and share the impact.

Final Thoughts

Great events don’t need million-dollar budgets — they need clarity, care, and community. When done right, NFP events can raise vital funds, spark meaningful conversations, and leave your audience inspired to act.

Need an experienced team to guide the process or run the show?
The Perfect Events Group is here to help you plan with purpose. Let’s make your mission shine.