Free Charity Event Activity Plan Template
CHARITY EVENT ACTIVITY PLAN
Event Name: Charity Fundraiser Gala
Event Date: December 20, 2054
Event Time: 6:00 PM - 10:00 PM
Event Location: Grand Ballroom, Downtown Hotel
Event Type: Fundraising Gala
1. Event Objective
The main goal of this event is to raise funds to support its different programs, which are aimed at providing educational opportunities and healthcare services to underserved and needy communities.
2. Target Audience
-
Local community members
-
Corporate sponsors
-
Key stakeholders
-
General public
-
Volunteers and supporters
3. Schedule of Activities
|
Time |
Activity |
Responsible Person |
|---|---|---|
|
6:00 PM - 6:30 PM |
Registration & Welcome Drinks |
Event Coordinator |
|
6:30 PM - 7:00 PM |
Opening Remarks |
Host/MC |
|
7:00 PM - 7:30 PM |
Guest Speaker Presentation |
Guest Speaker |
|
7:30 PM - 8:00 PM |
Silent Auction |
Auction Coordinator |
|
8:00 PM - 8:30 PM |
Dinner & Networking |
Catering Team |
|
8:30 PM - 9:00 PM |
Live Auction & Fundraising Appeal |
Auctioneer, Charity Rep |
|
9:00 PM - 9:30 PM |
Entertainment (Live Band/Performer) |
Entertainment Coordinator |
|
9:30 PM - 10:00 PM |
Closing Remarks & Acknowledgements |
Host/MC |
4. Roles & Responsibilities
Event Coordinator: Coordinate event logistics, vendors, and smooth execution.
Volunteer Team: Help with registration, guide guests, and manage the silent auction.
Catering Team:Provide food and drinks quickly, while meeting dietary needs.
Entertainment Team: Arrange performers and prepare sound equipment.
Auction Team: Manage the silent and live auction, including item display and bid collection.
5. Budget Overview
|
Item |
Estimated Cost |
Actual Cost |
|---|---|---|
|
Venue Rental |
$2,000 |
$2,000 |
|
Catering (Per Person) |
$50 x 150 guests |
$7,200 |
|
Entertainment |
$1,000 |
$1,000 |
|
Auction Items |
Donated |
$0 |
|
Decorations |
$500 |
$450 |
|
Marketing & Promo |
$300 |
$320 |
|
Miscellaneous |
$200 |
$180 |
Total Estimated Cost: $11,000
Total Actual Cost: $11,680
6. Marketing & Promotion Plan
Social Media: Promote event on social media using hashtags.
Flyers & Posters: Distribute in local businesses and community centers.
Email Campaign: Send invitations to supporters, sponsors, and previous donors.
7. Risk Management Plan
Weather Considerations: Have a backup indoor plan in case of inclement weather (for outdoor events).
Health & Safety: Ensure availability of first aid kits and have emergency procedures in place.
Security: Hire security personnel to ensure guest safety and protect auction items.
8. Evaluation & Follow-Up
Post-Event Survey: Send an online survey to attendees for feedback on the event experience.
Thank You Notes: Send personalized thank-you notes to guests, donors, and volunteers.
Funds Distribution: Ensure transparency on how raised funds will be allocated and send updates to attendees.
Prepared by:
[Your Name]
[ Your Company Name]
