Organising Your Own Fundraiser Or Event
If you're a bit of an organiser, we'd love you to plan your own fundraising event for us. The wackier the better!
Organise your own event gives you the flexibility to fundraise at your own pace. Dress down days, raffles and cake sales will take up very little of your time, while events like charity balls, fashion shows or golf days will require a little more time and planning.
We'll help you as much as possible and send fundraising materials to help decorate your venue.
Steps To Success
Spend a little time deciding which event is right for you. Consider the amount of time you're willing to spend organising, how much you want to raise and most importantly, how you can guarantee people will attend your event to make it successful.
Once you have decided what to do, start thinking about:
· Date - Make sure you give yourself enough time to organise and publicise)
· Venue - Don't be afraid to ask for a venue for free or at a discounted rate
· Equipment - Make a list of things you will need
· Time - How much of your own time are you are willing to spend on the event?
· Money - How will funds be raised (i.e. tickets, entry fee, raffle)?
· Target audience - Who will your event appeal to?
· Publicity - How will you get people to attend your event
· Helpers - Enlist friends and family to help with setting up and clearing away
Create a list of things to do and give yourself a date to complete each item by.
This is probably the most important part of any event. Think about how much you expect to raise, set yourself a realistic target, then create an accurate budget and try your best to stick to it.
Get quotes before you spend any money and use it to decide how much to charge for tickets/entry to ensure that you raise more than you spend!
Click here to download a budget template
3. Let Us Know
Call our fundraising team on 01708 734366 to register your event with us. This is especially important if you plan to approach businesses to donate services or raffle prizes. They will often require proof of where the money raised will go and we can provide you with an authorisation letter to show them.
If we know what you're doing, we can also support you through the planning process. We can even send you charity balloons, stickers or literature and help with poster or leaflet designs if you need it. If you'd prefer to be left alone to get on with your planning, just let us know, as that's fine too.
4. Booking Venue and Equipment
Get your venue booked and secure the hire or purchase of any equipment you will need. You may need to pay a deposit for the venue or equipment hire so it could be worth asking a local business to sponsor the event costs in exchange for putting their logo on all publicity materials.
Try to get as much as you can donated by approaching local businesses for items you need. You may be surprised how generous people can be when your event is for charity.
Once everything has been confirmed, you can start advertising your event. Consider your target audience and aim to advertise in the places that will attract the people most likely to attend.
Create posters and/or leaflets and make them colourful so that they stand out. Again, it may be worth approaching a local printing company to print posters/leaflets/tickets for free in exchange for putting their logo on literature. If you put the charity logo on any of your literature, please email it to us for approval first so that we can ensure the message about the charity is correct. You can email any literature to firstname.lastname@example.org.
Also consider contacting local newspapers to run a story, approaching local radio stations who may mention it on air, sharing it on social networking sites such as Facebook or Twitter and entering details into free event listing websites.
Don't forget, the most effective form of advertising is still word-of-mouth!
6. On The Day
Make a 'to do' list to keep yourself organised. Enlist help from friends and family, especially with setting up and clearing away. Delegate jobs like selling raffle tickets and setting up equipment so that you can be free to oversee everything else.
Take lots of photos that you can send to us! We love to see them and we'll do our best to put them on our website.
If a speech or announcement is made during the event, don't forget to make sure that everyone who has donated or sponsored the event is mentioned and that and all your helpers are thanked.
7. After The Event
Collate all the money as soon as possibly after the event and send it in to us using one of the payment methods on the Donate page of our website. Whichever method you use, don't forget to let us know that it's from you!
Let your event sponsors, donors, helpers and attendees know how much the event raised and send thank you letters where needed.