When hosting any event, you want your guests to have a memorable and enjoyable experience. For fund-raising and charity events in particular, you want to ensure people are getting value for money and understand the great cause they are supporting. You want your guests to enjoy an event to remember, and dig deep to support the charity.
Here are five tips to consider before you start organising a fundraising event:
Before doing anything else, you must decide what the purpose of your event is. Is this truly a fundraising event? Or does it have other goals? Perhaps your organization may be hoping to raise money at the event, but the main function of the event is to gain publicity, or reach out to a new network.
Many charitable events have more than one goal. Figuring out the details for your event will depend on knowing what goals you are trying to achieve.
In conjunction with the event host committee, organization staff, and key fundraisers, you must decide what amount of money you plan to raise at the event. If this is truly a fundraising event, then everything in the event plan will be geared to raising this specific amount of money.
The amount you choose should be what you hope to net, that is, the amount you plan to raise after expenses are deducted.
Draft a budget
Determining the costs of holding an event against the potential funds expected to be raised is imperative. This will allow appropriate measurements to be taken in order to identify what can be executed to minimise expenditure and maximise fundraising and revenue.
Stay within your set guideline by choosing the style of event that suits your budget and timeline.
Give yourself enough planning time
A realistic time frame must be implemented in order for efficient operations. An absolute minimum of six months is recommended to allow ample time to secure sponsorships, vendor bookings, and selling tickets. This planning component is imperative for effective fund-raising events.
Pick your venue carefully
It is imperative that a variety of locations are researched, visited and assessed in accordance with the event. The most suitable location must be chosen as it can significantly impact attendance, creates the atmosphere of the event, and contributes to the theme and aesthetic of the event.
While cash is a considerably helpful contribution, for your first event, sponsorships can be just as beneficial. Remember, the less you spend towards the event, taking the form of venue costs, printing, audio visual, and the likes, the more profit you will generate from ticket sales. Spend wisely and choose event partners strategically.
When planning for a successful event, make sure you don’t underestimate the role of marketing. Whether it’s an open even or restricted to select guest, the role of marketing should focus on highlighting why the vent is worth attending.
Early and timely reminders through direct mail, phone and word-of-mouth, in addition to social media and local press releases, will ensure your audience understands the cause and importance of your fund-raising efforts and the event receives deserved publicity.
Did you find these tips helpful? Let us know in the comments!