You may spend the entire year working to court donors and raise money. It’s possible that all your events are gala fundraisers with large budgets, resulting in large donations. You might even have a paid staff in charge of operations. But most charitable organisations also depend on volunteers to some extent. They may cover your front desk or man the telephones, canvas the streets or proofread your newsletter, and expect nothing in return.

Yet, you should still offer them something in return!

The Volunteer Appreciation Event is, by definition, less ostentatious than your typical fundraisers. Indeed, many volunteers will be upset if you waste too much money thanking them. But they have provided immeasurable help. Now is your chance to offer some thanks.

Help them to feel special by printing customised invitations for the event. You can even provide an event ticket to each volunteer, or, if you can afford for them to bring guests, provide two event tickets for each volunteer.

You can host the party in your own venue. It should be a comfortable sort of gathering. Offer enough hot tea, or even coffee, if your volunteers prefer, for everyone to feel welcome. An assortment of cakes and biscuits, or, if your volunteers don’t tend to indulge in sweets, fruits and vegetables, completes your simple spread. Whatever you choose to offer, you can print it right on the body of the event ticket so they know what to expect.

All you really need to offer is a cozy gathering where you can express your appreciation to this group. They will enjoy sitting and chatting in a quiet atmosphere, enjoying your refreshments, and feeling the impact they’ve made to your cause!

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!