Charity fundraisers can be among the most glamourous and fabulous type of event, but there are certain expectations to consider. Especially if you plan to hold a black-tie affair, its imperative that everything fall into place and run according to plan. The last thing you want is to lose money, or worse, to disappoint your guests. Most organisers hope to create events that become yearly celebrations.
What should you consider in advance?
- Location, location, location: Where will you hold your event? Is it suitably fancy? Is the venue equipped to host large events? Have they successfully hosted this type of fundraiser in the past? You may also have to check to see if your event requires permits.
- Publicity: How will you attract your guests? Do you have access to a mailing list? Will you advertise outside your organisation?
- Sales: Consider how you will sell Event Tickets. Do you already have a box office or a phone number? Are there people in your group already authorised to handle cash? Set up good record keeping and you’ll save trouble down the line.
- Decorations: While the venue or caterer may be counted on for some part, you’ll have to double-check. Will you need flowers or balloons? Will tables and place setting be your responsibility? Does your organisation have banners or other resources you should use?
- Food and drink: Even if you plan on hiring a caterer and professional bartenders, you still need to do the legwork on this.
- Music and Entertainment: Book them in advance. Make sure you have contracts signed and know how you will pay everyone.
- Other staff and facilites: Who will set up? Who will tear down? Do you have staff to work the event? Do you have sufficient trash cans and lavatories for the number of guest you anticipate? Someone will probably have to work the door. You may need staff to man parts of your event. You may need security or first aid.
These are merely the basics that anyone will have to consider for any large event. Only you know the specific needs of your organisation and your event. Create checklists, and delegate responsibility where you can.
You can plan the event of the season. Just make sure you consider all your options!
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