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Organising Fundraising Events – Is It For You?

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Fundraising events can be a powerful way to bring people together and support a meaningful cause, but they’re not always as simple as they seem. From choosing the right venue to managing speakers and keeping everything on track, there’s a lot to consider. If you’re thinking about hosting your own fundraising event, it’s important to approach it with the right structure and preparation. Keep reading for our essential tips and steps to get you started.

1. Define Your Objectives

Before diving into the details, make sure you’ve already worked out your objectives. Why do you need to run this fundraising event? What are your goals? Have you agreed on a budget and gotten consensus from all your stakeholders? Once you’ve got this foundation set, it’s time to move on to the planning phase.

2. Map Out Your Deliverables

Start by mapping out your deliverables. Grab a large sheet of paper or a digital tool and list out the key areas you need to focus on. These categories will guide your planning:

  • Venue
  • Itinerary
  • Entertainment
  • Catering
  • Guests
  • Speakers
  • Volunteers/Helpers
  • Fundraising
  • Marketing

Most of the things you need to think about will fall under one of these subjects. Let’s break them down.

3. Venue

The venue is the foundation of your event. Confirm the date and time early on, and make sure you’ve got the right space for your needs. Think about:

  • Room layout
  • Seating arrangements
  • Audio-visual equipment
  • Stage area
  • Reception and registration areas

If you’re hosting a larger event, consider how the space will flow. Guests should easily know where to go for registration, where the stage is, and where they’ll be seated.

4. Itinerary

Create a detailed itinerary for the event, ideally a minute-by-minute breakdown of what’s happening. It’s easy to overlook the timing, but this is critical for keeping things on track.

For example:

  • Team arrives
  • Room setup complete
  • Registration area ready
  • Guests arrive by X time
  • Guests seated by X time
  • Host on stage
  • Event wrap-up and clear up

Leaving nothing to chance will ensure your event runs smoothly.

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5. Guests

Your guest list is essential. Make sure to plan out:

  • Guest List
  • VIPs
  • Table and seat allocations

This will help ensure everyone is comfortable and seated appropriately. It also shows that you’ve thought about their experience and value their presence.

6. Speakers

Speakers are the backbone of your event. Whether they’re a host, a fundraiser, or a special guest, each one needs clear and detailed briefing notes. These should include:

  • When they should arrive
  • Who they should ask for
  • Where they’ll sit
  • When they need to be ready to go on stage
  • Expectations for their speech (time limits, key messages, who to thank)
  • The route to take on and off stage

A good event organiser will ensure speakers arrive early and are given a walkthrough so they know where to be at the right times. This will keep things on schedule and make the event feel professional.

7. Fundraising

Fundraising is the ultimate goal of your event, so make sure you have a clear plan for this. Think about:

  • Presentation: How will you present the cause? Make it compelling.
  • Targets: Set clear fundraising targets and communicate them to your team.

8. Marketing

Don’t underestimate the power of marketing. To draw a crowd and raise funds, you’ll need to promote your event effectively. Here are some tips:

  • Choose a popular theme that will resonate with your audience.
  • Promote your event through social media, email campaigns, and word of mouth.
  • Ask businesses and supporters for prize draw donations to incentivise participation.
  • Tell donors exactly what their money will achieve – transparency builds trust.

9. Food and Catering

Food is a major part of any event, but timing is crucial. Serving food while a speaker is talking is not ideal, as it can distract from the message. Plan your catering so it complements the flow of the event, not disrupts it.

10. Insurance and Risk Management

Lastly, don’t forget to insure against the unexpected. Things can go wrong – from technical issues to unexpected weather – so it’s always best to be prepared.

Conclusion

Organising a fundraising event takes time, effort, and attention to detail. But when done right, it can be an incredibly rewarding experience for both your guests and your charity. By following these steps and maintaining a clear structure, you’ll be able to deliver a smooth, professional event that everyone enjoys – and that successfully raises funds for your cause.

Is organising fundraising events for you? If you’re ready to take on the challenge, just remember: planning is key. Get started early, stay organised, and ensure that every detail is covered. Your guests – and your charity – will thank you for it!

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    Frequently asked questions

    • Fundraising can feel overwhelming, especially when you’re facing deadlines. But don’t worry – you’re not alone. Whether you’re a family or community group, an existing charity, or an organisation facing funding challenges, getting started with fundraising can be straightforward. Here are some first steps to help you begin your fundraising journey. Read more on our blog for a detailed guide on how to get started.

       

       

    • Volunteers are vital to your charity’s success, helping raise funds, promote your cause, and engage local networks. To develop a basic programme, start by creating a clear structure that empowers volunteers to contribute effectively and become ambassadors for your cause. Here are some simple steps to help you get started with building a strong volunteers programme.

    • Recurring donations provide long-term stability for your charity. While significant results may not come immediately, focusing on building a base of regular donors can lead to steady growth. Here are some key steps to help you get started with your recurring donations campaign. Read more on our blog for a detailed guide on launching your campaign.

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