It can seem like a whole lot of hard work. Especially getting everything set up without it costing you anything. The trick is to take that first initial step. Once you have taken that first step, the next step becomes clearer. If, on the other hand, you are constantly thinking about EVERYTHING you have to do, then you will find that you are feeling overwhelmed and that there is just simply too much to do. The good news is that it only seems that way because of the way you are thinking about it.
Before going into the details of what is involved you have to remember that this is a charity event and it might seem to you that it will be difficult to get everybody to chip in and contribute. Always remember that when you are approaching someone to make a contribution, have in your mind ‘what you can offer them’. Make it a “win win” situation for everybody involved. For instance, the businesses making contributions will get market exposure of their business which will be promoted, while they provide a tax deductible contribution.
First, you know for what charity you are doing the fundraiser event, you need to have a theme. Whether it is masked ball, a black tie event, or some form of tournament you need to make a choice on the theme to get started.
Secondly, you find a venue. Look around your city and find a nice venue that is ‘up and coming’. A venue that is perhaps under management who want to increase the business to their establishment. You will find that when you approach them with a charity event idea they are more than willing to help out. It will get their business name out their, have their venue recognised by more people, and they make money on the drinks served at the bar.
Thirdly, you will need to approach local business owners like restaurants, photographers, and any other business that can make a contribution to the event. In a charity poker tournament in Adelaide which I am helping organise we have dinners for two, an over night stay at a hotel for two, and platter foods all provided free from local business. Even your employer or your friends’ employers may help. In the event I am organising, a friend of mine works for a large corporation, and he is receiving from them free gold movie passes. His company will even match what ever we raise on the night. Now that’s a bonus.
Fourth, find some entertainment. A DJ, mp3 music player or live music depending on the theme of the event. You can always find someone who will do a free night for charity to get their name out there. Remember that it is what you can offer them that is important, not what they can offer you.
Ok so now you have all the details. You have the theme of the night. The prizes and contributions. The venue and the entertainment. Time to start marketing for your charity fundraiser night.
When promoting the event, be sure firstly, that the date does not clash with a favourite past time of most people (like the grand finals of the football). You want as many people to be free as possible to be able to commit to participating in the event. You can use flyers, posters or any other forms of promotions. Target corporate work places, the restaurants and bars that have contributed to your event and through all your friends’ and colleagues.
And there you have it…the basics of organising a charity fundraiser event.