How to put on a Charity Project

As a member of the community you have the unique ability to put together a project. You will find that it is one of the most rewarding and educational things you could ever do. You probably have access to a tremendous amount of resources, including tools, coolers, supplies, T-shirts, people, and even money, that you just don’t know about. Just like life, however, no one is going to hold your hand through this process. It is up to you to “Take Leadership.” Put a team together, and go out and do some good. When you put together a project, you are responsible for that project. This document is a “helpful hints” document. It is not the law. You are a unique leader, and it is up to you to use your skills to create a wonderful project.


Step 1: Put a plan together


These are a few things you may want to ask yourself…

Purpose: Who are you helping, why, and what will the volunteers get out of it?

Location: Where, is there parking, and are there special rules at this location? (Parking, Smoking, Children, Pets, etc.)

Labor Force: Volunteers, or maybe paid, and how many will you need, should they bring tools?

Supplies: Tools, coolers, T-shirts, etc?

Legal: Do you need waiver forms, insurance?

Food: Are you feeding the volunteers, what are you feeding them, are there vegetarians, and how much will it cost to feed everyone?

Money: Do you need money, do you need it before-hand or after, and what is the money used for?


Step 2: Fundraising

Fundraising is easier then you think. There are countless organizations who are interested in the good work you want to do. Find them, introduce yourself, and flat-out ask them “how can I get my project funded?” They will see by the passion in your eyes that you mean business.They will most likely give you a step-by-step list. EASY! Follow it. Then meet with them and get approval for the money you need. They will want to see the plan you put together. If it doesn’t work, move on to the next organization and get money from them.If all else fails, you can always roll up your sleeves and raise the money yourself. That means bake sales, car washes, or whatever else you can think of.


Step 3: Get Help

You’re going to want a few people to help you with this awesome project. Where do you get your volunteers? The answer is simple. Churches, social groups, charity groups and/or your own friends.Chances are you already have a group in mind. Meet with them and show off your awesome plan. It’s important to get the excitement going from the start.


Step 4: Your project is official

Your project is official. It’s on the calendar. You have funding approved. You have figured out where your equipment is coming from. You now need to put the plan into action. This is where your powers of delegation are really important. There is a lot to do. It might even be a good idea to put a team together to help you organize this project.

Things your team might need to do:

Check with the location. Make sure they are ready for you. Double check their expectations. What do they believe you will be doing, and what will they provide to assist you (a place to eat lunch, t-shirts, vehicles, money?)

Contact your volunteers. It is your responsibility to contact your volunteers.

Start gathering together your supplies and tools.

Food is a big issue. It’s a challenge to feed 50 volunteers. Remember that there may be vegetarians amongst your volunteers.

You are responsible for the money you spend. Keep your receipts, and be prepared to justify them.


Step 5: The Big Day

The day of your project is finally here, and you’re the first one on-site. Your team has done a great job getting everything ready for the volunteers. The location is eager for you to get started. Volunteers have parking. All the supplies are there and ready for you. Food will be there for lunch, and with a bit of luck you are under budget. There are a few things that you can do to make this day productive and memorable for everyone if you choose…

Have someone take pictures.

Have a sign-in sheet so you know who came and can give thanks to later.

If it’s a skilled job, make sure the unskilled volunteers have an opportunity to learn this new skill.

You are responsible for the the safety of everyone there.

Have fun! Put some music on. Don’t be stressed, it’s all going to work out fine.


Step 6: The Job is done

It’s time to thank the volunteers and even the location for allowing you to be of service. There are still a few things to do.

Make sure the entire location is equal to or better then when you arrived.

Ensure that the volunteers who brought tools, coolers and other supplies get their property back.

Everything you borrowed needs to go back where you found it, cleaner than you found it.


Step 7: Wrapping up

The job is finished and everything went well. You may want to…

Send out an email to your volunteers thanking them for their help.

Put together a slide show.

Upload your pictures to a website.

Write an article for your local newsletter or even newspaper about how well your project went.


Step 8: Meeting with the people who funded you

The people who funded you would like to meet with you to reimburse you for your receipts and to learn from your experience as a project leader. You are going to want to prepare the following:

Reimbursement Forms

Receipts, in order

Project Review (What went well on this project? What could be done better?)


On behalf of, I would like to thank you. It is people like you who take leadership and put on projects like this that make this world a wonderful place. Thank you so much!



Download Project Plans
Charity Project Plan Template
Dave’s Charity Project Plan
Ronnie’s Charity Project Plan