How to set up a fundraising event

Need to raise some funds for your group? Why not hold an event to raise both the profile of your group and some much needed money?

Get your thinking cap on

Talk to other people in your group, what experience and ideas do they have? Has anyone run events before?

Do you have somebody with catering expertise, or who knows about graphic design or web design? You may have people in your group who could provide services such as a barbecue hire or a marquee.

Could you link the event type to your sport or activity? For example a sponsored trampoline bounce with a fete to support the jumpers, or a mini olympics if you run a multi-sports group. Think outside the box – if your group doesn’t have a venue could you run a mobile walking event with refreshment stops for participants?

Plan, then plan some more

Get a planning team together, try to have people with a range of skills.

You’ll need someone to have an overview and ensure everything gets done, somebody to plan the activity schedule, catering, finances, promotions and safety.

Who will you need to inform and/or ask permission from? Check if you need to inform the local police or fire brigade. If you are using premises is there insurance in place? How will you mange first aid?

Go through the entire event from start to finish and consider who and what you’ll need to organise beforehand. Being prepared will ensure a smooth and stress free event on the day (though unexpected things will still happen to keep you on your toes!).

Use your existing channels whether these are online or in person. Talk to your members and get the date saved into everyone’s calendars early. You need to at least get the date booked several months in advance (more in the summer).

Put up a poster in your usual meeting place, and see if you can put up some in other local venues e.g. cafe or supermarket notice boards. Could you advertise in a local paper or newsletter?

Consider making a webpage or facebook post to promote your event. Try to make it appealing and give as much information as you can.

Shout about it

Draw up a promotions plan; does anyone in your team have experience of marketing?

On the day

You'll need a solid team to run the event, have a few extra people in reserve just to fill in gaps or stand in for a helper cancelling at the last minute - we all get ill or have emergencies

Make sure everyone knows what they are doing for the day. Ensure essentials like first aid are covered. Have one person nominated as having an overview of everything – that person is the lynchpin and must know everything about how the event is going to unfold. They should not have any other responsibility so they can focus on keeping all the plates spinning!

Make sure you stay to the end to tidy up the venue, and ensure everything is ok when you leave.

Any cash takings should be kept securely until they can be taken to the bank.

Make sure your helper team is ok as they leave, take time to talk to them and make a note of any concerns or suggestions for next time. This is the very best time to start planning for your next event.

If you have any incidents to follow up on, ensure this is done in line with your group’s policies. If you have had any injuries or breakages, deal with these as appropriate.

Make sure you thank everyone. As well as verbally on the day, consider sending a note or email to your team – they’ve all put a lot of work into the fundraiser and would appreciate knowing it’s been a success.

Write to any commercial partners who lent equipment or people on the day.

Settle any outstanding bills, then talk to your treasurer to check how much money the day has raised.

Share the success of the event – tell your members and the community how much you’ve raised and what you’re going to do with the money. Sow the seeds for your next fundraiser – will it be even bigger and better?

And finally – if you’ve been the main person organising this – WELL DONE! It’s a hard and stressful job, but you know that it’s been worth it. Take some time to rest and recover, reward yourself and bask in a job well done!