Planning Your Event

Preparing a Plan

One of the most important steps involved in fundraising is forming a plan where key decisions must be made. A plan gives structure to your event, and allows you to create a strategy, and helps you identify the specific tasks that need to be completed to make the event happen.

Decide what type of event is right for you

Ask yourself the following questions:

  • Who will most likely attend my event?
  • What kind of event would I like to attend?
  • How can I attract my target audience?
  • What am I capable of doing?
  • How much time do I or my fellow volunteers have?
  • What kinds of resources do I have or require for a successful event?

Setting a Fundraising Goal

Since the purpose of fundraising is to generate profit, it is important to consider how much money needs to be invested in order for your event to run, and if the amount is achievable. To do this, you should:

  • Outline a realistic budget with all costs associated with running your event
  • Determine how you will generate revenue – sponsors, ticket sales, pledges, auction or raffles, etc.
  • Find out if you can retain sponsors to help absorb or lower costs to your event
     

Choose a Date!

Take into consideration how much time you need to plan your event and remember your target audience when deciding the event time and date.

  • Are there any other events happening that time in your city?
  • Will your event fall on any holidays?
  • Is your venue available for that date?
     

Recruit Help

One of the decisions you need to make is, “do I want to this alone?” If your event involves a bit more planning and requires volunteer support, you should consider recruiting other volunteers to form an organization committee.

  • Establish a planning committee
  • You can ask friends, family, co-workers, or others whom you think might enjoy getting involved with the event
  • Appoint a 'chair' to oversee the committee and to delegate specific tasks so that everyone can have a role in the project

Consider the Logistics of the Event

Each event can present their own challenges on the big day, so planning is key to success. A few tips to staying organized are:

  • Create a timeline and task list for the day of the event
  • Consider deadlines if you require insurance, permits, or licences
  • Confirm if your venue wheelchair accessible
  • Check with your municipality for by-laws and regulations.
  • Determine the best date and time to meet with your volunteers on the day of the event
  • Contact and confirm all contracts (including venue, speakers, presenters, entertainment, sponsors, etc.) and communicate frequently with all involved regarding their role in the upcoming event
  • Plan and map out the program agenda
  • Coordinate and oversee the selection of a theme, the design, production and distribution printed items (i.e., invitations, agendas, brochures, special materials, and related mailings)
  • Identify your event’s equipment needs and establish: Who? Needs What? Where?
  • Verify venue layout requirements; arrange for support to complete set-up & tear-down
  • Do your best to anticipate the needs of your guests

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