Fundraising: Holding An Event

All events are unique but the following points should be considered to ensure your event is safe, fun and a success! We had a whole host of events in 2013 including talent shows, community events, film nights (with films relevant to the country you’re visiting), gigs, club nights, large meals – the list is endless! Most volunteers who carefully planned their events manage to raise in excess of £200 with some raising over £500 – so this is a great start to your fundraising activities! Make sure you click on the links above for case studies and more ideas about those specific events.

Your event doesn’t have to be on a large scale you might decide to hold a smaller event for 10-20 people, like a dinner, and this can be equally as successful in terms of raising funds. We have put together some things to consider when planning your event…

27135_10151609392975610_857959525_nMake it attractive:

Make sure your event is something that people will want to come to.


Think realistically about how many people you can get there and make sure the venue is an appropriate size.


Many bars and clubs will give you a venue for free if you can guarantee a minimum number of people.


Make sure you advertise your event thoroughly. Use Facebook, Twitter, local newsletters, the local newspaper, posters in local shops – get the word out there as much as you can! You can use our poster template by downloading it here.

Sell tickets in advance:

This way you have a commitment from people and know approximately how many people are likely to come if they’ve paid up front they are more likely to donate extra on the night.


Where possible put posters and leaflets around the venue so people are reminded that they are there to put their hands in their pockets and give money. If you don’t have any of these just send us an email and we can post them to you!

Sophies-cakePlan a programme:

Write a running order so you know when to serve food, make speeches, do the raffle etc.

Invite the press:

It’s unlikely that they’ll come unless you have a celebrity but it’s possible. If they won’t come they may be able to help publicise the event.


Take photos to help with future fundraising events – evidence that they’ll have a good time. If you take photos of children, get their parents’ permission to use the images.


Work out in advance how much your overheads will be to ensure you make a profit.

What other fundraising can you do?

Events have a multitude of fundraising activities from a small quiz that people pay £1 to enter, to a raffle, to a cake sale to face painting… the list is endless! Is there anything you can add to your event to help you raise more funds?

Risk Assessment – Plan Ahead

Think about the risks as you plan an event.

Wherever your event is going to be held, check :

  • your venue is insured for the activity you are going to do.
  • your venue has clear fire exits and serviced extinguishers.
  • there is adequate disabled access.
  • you (or your venue) have a first aid box.
  • you have access to a telephone in case of an emergency.
  • there is sufficient ventilation.

Try to think about what could possibly go wrong and put into action anything that can either prevent the incident or minimise the risk of it happening.  This doesn’t just relate to safety, make sure you have a back-up plan if the venue, speakers, musicians etc. cancel – don’t rely on one person or thing for the success of your event. If you need technical equipment, test it well in advance as they have a tendency to stop working at the most critical point.

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