Planning your Event
A successful event is all in the planning. Whether you are organising a coffee morning at home or a formal ball, a golf day or a fun run, the basic principles of planning should always be followed.
What, When & Where
First you need to decide on the type of event you’d like to organise. If you are stuck for ideas check out our A to Z of fundraising ideas. Don’t forget the FUN in FUNdraising and choose an event you will find fun to organise and also have the time to do it well.
Choose your time and date carefully, consider things like transport, the time of year and what else is happening on your local area. Make sure you have plenty of time to organise everything and to publicise your event.
Your event can be held anywhere – at your home, church, school, office or the pub. Make sure the venue is big enough for all your guests and check facilities like parking and disabled access.
What are you trying to achieve?
Decide what you hope to achieve from the event and how much you’d ideally like to raise. By agreeing your objective from the start you are more likely to reach your goal and have a successful event.
Registering your event
Once you have decided what activity you would like to do to support CancerCare please complete a fundraisers registration form (link to form) and you will then be sent a letter of authorisation. We are also here to help. In the planning, to provide information and advice. Don’t be afraid to ask.
Budgeting
- You should set a budget for your event and aim to raise at least three times as much as you spend
- Think about any costs you may incur and try and stick to your budget
- Estimate expenses carefully allowing a wide margin for problems and allow a contingency for any unforeseen costs
- Obtain any donations or sponsorship early in the process
- Ask for quotes and negotiate everything (always mention that you are holding your event for CancerCare, the local cancer support charity) and try and get as much as you can free of charge.
- Keep full accounts and record receipts
- Set your donation or entry fee then plan fundraising activities such as raffles, tombola or auctions to raise even more money.
Spread the Word
The more guests that attend your event the more money you can raise.
- Email, phone and send out details of your event to all your friends, family and colleagues
- Put up posters in your local area and work place if permissible
- You could set up a BT MyDonate Giving page here at https://mydonate.bt.com/charities/cancercare
- If you use Facebook or Twitter, make sure you advertise your event through these social networks and be sure to link up to can you put in the links to our twitter and facebook accounts.
