Community Partner Event Planning Checklist

There are many types of events to choose from. Here are some ideas to help you get started:

• Car wash
• Chili cook-off
• Concert
• Golf or mini-golf tournament

• Lemonade stand
• Pancake breakfast
• Run/walk event
• Spaghetti dinner
• Personal fundraising page

• Art benefit show
• Auction
• Bake sale
• Bicycle race
• Book sale

(Sorry, raffles are not allowed.)

Make sure your event name is short, easy to remember and descriptive.

Choose a date far enough in advance to give you time to prepare. Be aware of conflicting local events and holidays. The more complex the event, the more time you will need to plan. Please remember, Fred Hutch requests at least four weeks advance notice of your event.

Ask various clubs or organizations if they have space available to rent or would be willing to donate their space. Check out your local town halls, galleries, schools, churches, restaurants and catering halls. Be sure to book the venue early and ask for a discount. You may need to contact local law enforcement if you are planning a large event at a public venue. Also, determine if you need security and liability insurance.

Create a budget that will keep expenses at a minimum. Estimate income from attendance as well as the cost of decorations, refreshments, mailings and more. Download a sample income and expenses worksheet.

Ask your friends, family and other contacts to volunteer at your event. Hold periodic meetings to monitor your progress. Download a sample volunteer schedule.

Get the word out so people attend your event. You can use any of the following promotional tools:

• Social media
• Emails and letters to friends and family
• Invitations
• Posters
• Website or blog
• Ads in local publications
• Notices in your community newspaper’s calendar of events
• Local media

Reminder: Make sure all promotional materials and web pages that include the Hutch’s name and/or logo have been reviewed by our team.

Ask local businesses if they would be willing to provide monetary donations or in-kind gifts such as printing, giveaways, auction items, food and more. Or they might display your event flyers at their stores. In return, you can list their business name and logo in your event program. Download a sample sponsorship opportunities and benefits.

Proceeds donated to Fred Hutch from this event and event organizer will be used to support our lifesaving research. Fred Hutch can only provide a written acknowledgement for tax purposes for a donation (monetary or donated/in-kind goods) if the donation is made payable to Fred Hutchinson Cancer Center and received directly by Fred Hutch. We cannot provide tax credit if the donation is made to a third party.

While this event is being conducted to benefit Fred Hutch, the event is not sponsored or organized by Fred Hutch, and Fred Hutch is not responsible in any way for the event or any related activities.