Hosting A Charity Event

Hosting A Charity Event

When hosting a charity event, you are creating awareness for a specific cause and potentially raising money. It can be anything from a lemonade stand outside on your lawn, a bake sale at your local community center, or a marathon event. To make a more manageable planning process, there are four simple steps you can follow. Let’s break them down!

Set a budget

Since it is a charity event, you will be relying on the money you bring in through sponsorships, donations, and ticket sales. Estimate how much money it goes into creating the event and set a budget to work within. Your goal is to make the event shine and stand out, but not go over and leave little funds to go to the charity or cause you are supporting. You want your total earning from the event to cover the cost plus have a large sum left over for the cause. This budget can be broken down further. Create smaller budgets around printing, decor, favors, food, and so forth. There are income categories that must be taken into consideration when breaking down your budget, they can include:

  • Venue
  • Advertisement and promotions.
  • Lighting, sound, and technicians (production team)
  • Travel and accommodations for featured guests.
  • Insurance
  • Decorations and event attractions
  • Branded merchandise
  • In-office expenses like mailing out invitations or detailed planning
  • Employee expenses (suggest using volunteers)
  • Food and drink

Keeping all these expenses in mind, find the best way to obtain them at an affordable price. Look into a variety of options before making your choice. You will possibly find what you are looking for at a better rate, rather than picking the first thing. If you are providing food, opt for a small single-plate meal rather than a big buffet. This reduces waste and overspending. You can also look into finding those who would volunteer their time rather than hiring special guests and performers.

Choose the event type

When running your event, you need to choose what type of event will suit your charity. There are a variety of fundraising events that you can choose from. A walk or run is not quite a marathon and doesn’t require road closures. You can run this on a local trail, waterfront parkway, or around town. These are the easiest to organize and give a high return. If you are working with a small budget, this is an excellent opportunity for your charity to run. On the topic of walking, you could also run any ___-a-thon style events. It could be a walk, sport, hiking, running, or even pasta! They help to raise awareness for your brand and the charity you support, increase the support from the local community and even have a higher chance to raise more. This is another small budget-friendly event and can increase your chances of creating a higher return on investments. 

If you want to increase the extent of the event or increase awareness for your mission, you can hold an auction. It helps to create an atmosphere to promote social networking, meet and greets, and encourages people to spend money or give money to the cause without asking for a direct donation. This can also tie in with hosting an exhibit of some kind. Having local artist donate their work and have the money incurred from purchasing go towards the donations.

Galas and concerts are a more high-end experience for those working with a larger budget. They often include many elements and require many resources and expenses to execute. When hosting a concert, it can be anywhere from an up-scale performer-packed experience or a smaller local talent feature. These events can be costly, so consider if they will be worth it when it comes to donations

Once you have selected your budget and event type, you can now select a venue.

Promote the event

Ticket sales, sponsorships, and other income sources will bring in revenue for the event. To secure all those sources, you need to create awareness around the event and your brand. The best and cheapest option for advertisements is utilizing social media. You can create a Facebook page to promote dates, share event highlights, and keep interested guests up to date with exciting information. You can also use Instagram and Twitter to send out messaging and increase reach to potential guests. When using social media, try using relevant hashtags – you can even create your own. Whenever mentioning your event or sharing content, include that hashtag. You can also get people to share posts on their own and add the hashtag as well. This will create custom content for you! It’s advertising without having to do the work.

Ticket sales are another way to promote your event. You want to make sure that the ticket is easy to buy and find. When using third-party ticket platforms, make sure to use the same one every time so frequent guests can easily find the tickets the next time around. On your Facebook, you can link the ticket info on your page, making it a click away. Don’t forget when posting on social media, always use a call to action such as, “purchase tickets now, link in bio!”.

After event promotion

Though the event may have concluded, the cause won’t have. Continue to raise awareness and contributions even after the event. Use the hashtag for a few days after with thank you posts and event highlights. You can also share event pictures of the cause or organization you were running the event for receiving their check. You can even keep posting on the event page – sharing donation outcomes and encouraging guests to continue donating to the cause or share their event photos.

Following these 4 simple steps are going to make a huge difference when you run your next charity event. The best part about these steps is they can be used no matter what type of event. If you are running a trivia night or a Holiday party, these 4 steps can be utilized to help you create the perfect event!