Progressive Dinner for Lions Clubs: How to Organise It in 5 Steps
A progressive dinner is one of the most popular fundraising events for Lions Clubs around the world. Guests eat each course at a different member's home, meet new people and contribute to a good cause — all in one evening. But the organisation traditionally takes a great deal of time: assigning couples, working out routes, informing dozens of participants. This article explains how to do it smartly.
Why a Progressive Dinner is a Perfect Fit for Lions
Lions Clubs have been running fundraising events for decades. A progressive dinner fits seamlessly for several reasons:
Low cost, high return. Expenses are minimal — members cook themselves, no venue is needed. The proceeds go entirely to your club's chosen cause.
Strongly social. A progressive dinner brings members and their partners together in a relaxed way. New members get to know the club; established members meet each other outside of regular meetings.
Repeatable. Many Lions Clubs organise a progressive dinner once or twice a year as a fixed part of the activities calendar. The format is familiar, expectations are clear, and the proceeds are predictable.
Scalable. Whether your club has 20 or 120 participants — the concept works at any scale.
Step 1: Schedule the Event
Progressive dinners are seasonal. The best periods are:
- September–November — run-up to the end of the year, high social enthusiasm
- February–April — after the January lull, before the summer holidays
Schedule the event at least eight weeks in advance. This allows time for invitations, registrations and the seating plan. For a large club (50+ participants), twelve weeks' preparation time is more comfortable.
Step 2: Decide on the Format and Contribution
Number of Courses
Three courses (starter, main, dessert) is the standard. Four courses provide more variety and more changes of tablemates — increasing the social value of the evening.Contribution Per Participant
A typical contribution for a fundraising Lions progressive dinner is between £15–40 / $20–50 per person. Consider:- Shopping costs for the host (average £8–15 / $10–20 per person per course)
- The amount that actually goes to the good cause
- What comparable events in your area charge
Couples or Individuals?
Lions clubs typically register per couple. This simplifies the seating plan and fits the social structure of most clubs.Step 3: Invitations and Registration
Send the invitation through the club secretariat and include the event in the club newsletter. Include:
- Date and time
- Contribution per person/couple and the cause being supported
- Whether they are able and willing to host (kitchen, space for 4–6 people)
- Dietary requirements and allergies — always ask at registration
Taking Dietary Requirements Seriously
At Lions events the age range is varied and dietary requirements and medical restrictions are not uncommon. Collect these at registration and incorporate them carefully into the seating plan. This is where most organisers lose the most time — and where the most errors occur with manual processing.Step 4: Creating the Seating Plan
The seating plan is the core of the organisation. The goal: each couple hosts one course and eats the other courses as guests at other members' homes — with as little repetition of tablemates as possible.
What Makes the Seating Plan Complex?
- Each couple must not sit at their own table
- Couples should not meet the same tablemates twice (or as rarely as possible)
- Dietary requirements must be matched to the right host
- The route must be logistically sensible (no unnecessary distances)
Smarter Organisation with runningdinner.app
runningdinner.app is built specifically for this type of event. You enter the participants, specify dietary requirements, and the app automatically calculates the optimal seating plan. Then with one click you send personalised emails to all participants: each host sees who they are cooking for, each guest receives their personal route.The cost: £4.99 / $5.99 per year — less than one participant's contribution.
Step 5: Communication and Coordination
One Week Before
- Send hosts their information: how many people, which course, at what time, and the dietary requirements of their guests
- Send guests their personal route: address per course, time, name of the host
24 Hours Before
- Reminder with the final schedule
- Include the contact person for last-minute questions
On the Evening
Ensure one point of contact (activities coordinator) is reachable by phone. At large clubs there are always last-minute cancellations or confusion.Typical Schedule
| Time | Course |
|---|---|
| 6:30 pm | Arrival (optional, central location) |
| 7:00 pm | Starter |
| 8:00 pm | Main course |
| 9:15 pm | Dessert |
| 10:30 pm | After-drinks (optional, central location) |
After the Event: Follow-Up and Evaluation
- Send a thank-you email to all participants and hosts
- Communicate the proceeds and the cause the money supports
- Share photos (with permission) via the club newsletter or social media
- Evaluate briefly with the activities committee: what worked, what could be better?
- Schedule the next edition while enthusiasm is high
Frequently Asked Questions
How large can a progressive dinner become?
With the right organisation, 100+ participants is very achievable. Above 40 couples, digital support is strongly recommended.
What if members don't have a suitable kitchen?
Those members participate as guests without a hosting role. Make sure you have enough members who are willing and able to host.
How do we handle members who have mobility difficulties?
Assign them as hosts (they don't need to travel) and note this in the seating plan. runningdinner.app has a notes field per participant for this type of detail.
Can non-members also participate?
Absolutely — many clubs also invite partners, supporters or donors. This increases proceeds and raises the club's profile.
Summary: Checklist for a Lions Progressive Dinner
- Event scheduled (preferably Sep–Nov or Feb–Apr)
- Contribution per couple set and cause communicated
- Invitation sent via club secretariat (at least 8 weeks in advance)
- Dietary requirements collected at registration
- Registration deadline applied (3 weeks before the event)
- Seating plan created (manually or via runningdinner.app)
- Hosts informed: course, time, guests' dietary requirements
- Guests given their personal route schedule
- Reminder sent 24 hours in advance
- Contact person available on the evening
- Follow-up: thank-you email, communicate proceeds, evaluation
*Want to simplify the organisation of your next Lions progressive dinner? Get started at runningdinner.app — built specifically for events like this, for the price of one cup of coffee per year.*