Charity Event Planning Guide: Your 5 Steps to Success

budgeting, budget, numbers, business

Written by Tim Grable

June 25, 2017

Is this the first time you are in charge of charity event planning? Do it right, and your success is guaranteed. However, if you start off on the wrong foot, your event may be in trouble.

Having a concise plan written down will help you get a better overview of the pre-event stage and the key aspects you and your team need to take care of.

Without further ado, let’s get straight to work. Here are the five steps you need to take before you get started working on organizing the event.

Step #1 Budgeting Done Right

You will never be able to organize a successful event for free. So, it seems only fair that budgeting should be the most important step of this charity event planning guide.

Proper budgeting is vital since it ensures that you will have enough money for the important aspects your event needs to cover.

Charity Event Planning Guide: Your 5 Steps to Success

Keep in mind that this section should also be the most comprehensive one. Here you need to include absolutely all expenses you can foresee and some extra for unexpected problems. Think along the lines of:

  • Staff
  • Invitations
  • Location
  • Catering
  • Entertainment
  • Transportation
  • Security
  • Utilities.

Step #2 The Main Goal You Wish to Achieve

Your charity event planning checklist should also include your primary objective. Do you just want to raise awareness?

Do you also want to raise donations in support of your cause? You should focus on this right after setting the budget because those funds should be calculated after deducting all the expenses.

Having a clear objective also lets you set up the right theme and tailor the entire experience of your guests so that you achieve the goal.

Step #3 Target Audience and Location

Before you get started with finding a place and working on all other key aspects, your charity event planning checklist should also include a type of “buyer persona.”

Who are your guests? What is their age? Will they bring their children along? What kind of shows do they engage with?

Try to find out as much as possible about your audience and then move on to finding the perfect location for the event. It will also help you decide what type of entertainment would be best to book for your fundraising event

Take into consideration your target audience and how many guests your event will be hosting before you book a venue. Then make sure the location has everything you need for the event to take place. Think along the lines of:

  • Tables and chairs
  • A stage and a sound system
  • Air conditioning
  • Projectors
  • Accommodation.

Step #4 Marketing and Practice

Now that you know who your audience is and what they like, you can effectively promote your charity event. Get started with crafting a marketing plan complete with a Gantt chart, so you have a better overview.

Be sure to include in the chart a few days for practice. You may not need a complete run-through of the event, but it would be good to make sure everything works as it should. This includes your team and volunteers.

With great teamwork, your event will run smoothly, which will also send a message of top professionalism to your guests.

thank you, note

Step #5 Post-Charity Event Planning Activities

Your charity event planning checklist also needs to include some necessary activities and tasks which will be carried out after the event ends.

You may feel like this involves only assessments, but you should know your work is far from being completed without saying “Thank you!”

Thus, make sure you take the time to send thank-you notes to everyone who is involved in your event, including contributors, volunteers, staff, and vendors.

Walk the extra mile with the “Thank you!” cards for your donors. There’s a big chance you will be going to ask them for another donation sometime down the road.

In Conclusion

Use the above tips for an efficient charity event planning if you want your event to be successful and your work easier. You will get a nice feeling knowing everything is accounted for, and all aspects of your event are clear.

If you are looking for entertainment, you can go ahead and get in touch with us. We are a professional booking agency working with some of the most talented entertainers in the world.

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