Fundraiser Event (Non-Profit & Community Benefit)

This custom Notion template for your in-person fundraiser is designed to streamline every phase of your planning process, ensuring that no detail is overlooked. At the heart of the template is a structured Tasks section, divided into five core checklists that mirror the lifecycle of your event: Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up. Each of these stages contains pre-filled, customizable action items tailored for a 200-person fundraiser, with tips, timelines, and expert quotes to guide your team through execution. The layout supports real-time collaboration, status updates, and priority flags so that everyone stays aligned.

In the Event Concept and Planning section, you'll document your fundraising goals, event theme, budget milestones, and venue booking details. Each task includes suggestions specific to fundraisers, such as incorporating storytelling elements into your theme or planning for donor spotlights during the event. You'll find guidance on aligning your theme with your mission and making strategic use of Notion to track high-level decisions and internal deadlines. Milestones like “Confirm venue by [date]” or “Set final fundraising target” are already embedded as tasks, ensuring a focused approach.

The Logistics and Resources tasks cover everything from creating your master event timeline to coordinating vendors and sourcing materials. These tasks ensure you're on top of all physical and technical elements, with reminders to test AV equipment, prepare signage, and organize teardown logistics. Vendor coordination is made easy with pre-written checklist items like “Collect insurance certificates” or “Confirm vendor arrival times,” while packing lists and equipment rental timelines can be linked directly from within the task database. This is especially helpful for coordinating setup with catering and entertainment partners.

In People and Staffing, the tasks help assign and manage volunteer roles, build schedules, and run pre-event trainings. You’ll find assignments for registration teams, auction managers, and guest experience liaisons, along with templates for training guides and orientation sessions. These roles are critical to delivering a polished, mission-driven experience for attendees. This section also includes communication workflows for pre-event updates and day-of logistics, plus reminders to prepare thank-you messages and team recognitions post-event. It's structured to encourage accountability and consistent follow-through.

Finally, the template includes dedicated Budget, Attendees, and Documents sections to centralize your financial tracking, guest management, and file storage. In the Budget section, you can log all expenses with fields for vendor names, due dates, payment status, and links to receipts—particularly useful for reconciling catering or AV costs. The Attendees database lets you manage guest lists with detailed bios and notes, ideal for donor segmentation and VIP handling. And the Documents section serves as your digital filing cabinet, where contracts, floor plans, promotional assets, and impact stories are all safely stored and easily accessible. Together, these components create a robust, all-in-one planning tool that supports every detail of your fundraiser.