DEVENT planning resources
Community Fundraiser or Graduation Event: Planning Guide
Community events often depend on volunteers and donated services. A clear scope, a named lead and a small, realistic plan help everyone understand what they are responsible for.
Set the purpose and responsibilities
Agree whether the event is a graduation celebration, a fundraiser or both, and name the organising team and budget owner. If raising money, confirm with the responsible organisation and relevant state or territory authority what rules or permissions apply to the planned activity.
Choose a suitable venue
Check the real guest count, accessible routes, toilets, shade or shelter, food facilities and room for a stage or photos. Ask who provides furniture, cleaning, audiovisual equipment and insurance or other documentation the venue requires. Do not assume a donated venue includes every service.
Brief volunteers
Assign named people to guest arrival, speakers, food coordination, donations where applicable and pack-down. Give each person a short role description, start time and a contact for questions. Confirm how children will be supervised and avoid placing personal information on public volunteer lists.
Communicate with guests
Tell guests what the event is for, the date, address, arrival and finish times and how to reply or purchase a ticket if applicable. Explain any cost or voluntary contribution clearly and provide a way to ask about access or dietary requirements.
Prepare and review the day
Put performances, award presentations, food and volunteer handovers into the run sheet. Confirm who holds supplier and venue contacts and how changes are announced. Afterwards, reconcile event expenses and funds with the responsible organisation and note lessons for the next event.
Worked example · illustrative details
A school graduation gathering
The organisers book a hall, ask families to RSVP and assign volunteers to welcome guests and assist speakers. They confirm the accessible entrance, who operates the microphone and when the venue must be cleared. Any fundraising activity is checked separately with the responsible organisation.
Your next steps
- Agree the event purpose, lead and budget.
- Check venue conditions and applicable fundraising requirements.
- Assign and brief volunteers for specific roles.
- Confirm guest communications, the run sheet and reconciliation.
Common questions
Do fundraising rules apply to every event in the same way?
Requirements vary with the organisation, activity and jurisdiction. Check with the responsible organisation and the relevant authority.
What should volunteers receive?
Give each person their role, times, location, relevant instructions and a contact rather than an unrestricted list of private guest details.
Useful next steps
Sources and further reading
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