Last updated on January 1st, 2019 at 03:03 am
Fundraising implies a give-and-take relationship. Donors are willing to support your cause, but they also expect to get something in return.
The most popular way to engage with them and show just how much of a difference their donations could make involves organizing a charity event.
However, this is no walk in the park, and you will probably need some help if you have never done it before. Here are 4 tips that will ease the process.
Evaluate Your Budget Before Organizing a Charity Event
If you want your plan to turn out just the way you want it to, you need to evaluate your funds carefully.
If you fail to analyze your budget, your dream event might falter at some point. Here are some steps to help you gain more control over your financial resources:
- Write down a list of the estimated expenses before you start organizing the charity event.
- Allocate an approximate budget for each one of them.
- Make a realistic prediction of the budget you can afford to invest.
- Finally, make an evaluation and see if you can provide the necessary money to cover all your needs.
Come Up with An Original Idea
You do not want your event to be the ordinary occasion guests will hardly remember a few months afterward. If you want to make the memory last, you just need a sparkle of creativity.
Don’t rush to say that everything has already been done before.
You can adopt some classic ideas and mix them together in a new and exciting way. For example, you can choose an unusual venue where people would not normally gather for charity, like an exotic garden or a winery.
While organizing a charity event, also use interesting ideas regarding entertainment. To do this, you need someone who can wow your audience.
If you are looking for an artist whose show stands out, we warmly recommend Joe Castillo.
He is famous worldwide for his unique way of telling stories using the art of sand. Joe has extensive experience and has performed across all continents in more than 40 states.
Market Your Event Way ahead
No matter how great your idea is, you risk not turning it into a success unless you market it correctly. Promote your event efficiently using a strategy that involves engaging multiple channels.
It is essential to leverage the power of social media while organizing a charity event. So post related content on all your social platforms as often as you can, with an increased frequency several days before the date of the event.
Also, promote your initiative on your blog or website if you have one.
Moreover, traditional marketing means like flyers or newspaper ads should not be left out if you can afford them.
Finally, when it comes to the event you have been carefully planning for weeks, you should talk, talk, talk. Don’t refrain from promoting it by word of mouth to anyone who might be willing to attend.
Give people some hints about what’s in it for them if they show up. This will trigger their interest, but don’t ruin the surprise by disclosing too much information.
Work with A Professional Entertainment Agency
Since you have done a thorough analysis of your budget, you already know how much money you can spend. Maybe there is an extra that could go into a collaboration with a professional entertainment agency.
After all, entertainment can either make or break an event, so you want to hire the best entertainers for the occasion.
If this is possible, book entertainment through a specialized agency when organizing charity events, as they can provide variety, quality, and a simple booking process.
How To Stick to the Budget and Achieve Success
There’s no easy way to put this: organizing a charity event is dictated by your budget. So sticking to your available funds and achieving success may sometimes seem like an impossible task.
You are dreaming about a great event that’s both memorable for your guests and useful towards your organization’s goals, no doubt about it.
This means that you will have to get it together. This way, you will be able to tip the scales in your favor – and stick to your budget.
Here are some tips you should take into account for a successful event.
#1 Carefully Plan Your Budget
It goes without saying that you will have to micro-manage your budget as close to perfection as you can.
Gather your team and take a few hours to discuss every detail your event might rely on. When organizing a charity event, try to identify anything that may not go as planned, as well as possible hidden costs.
Carefully calculate your breakeven point and note down your expenses to the cent.
#2 Choose the Right Time and Place
When looking for a location to host your event, you will have to take into account multiple aspects:
- Available seats
- Accommodation (only if the event will last until late in the night)
Additionally, you will see that weekends will cost you more than midweek, for example.
Yes, organizing a charity event is all about the right timing and the right place. However, if it involves an expense your budget cannot handle, change them.
As long as the location can accommodate all your guests under proper conditions, you will be happy. However, keep in mind that timing counts as well. Make sure your guests can attend your event.
#3 Make Use of Volunteers and the Internet
You may feel like a one-man army capable of taking on any challenge. However, even superheroes get tired. That is why it is vital to get a team of devoted volunteers who share your vision and goals on-board.
Also, you should know that taking advantage of digital marketing channels is another great way of cutting costs. Use social media networks to promote your event. Look for bloggers and online journalists to cover the event and attract more guests.
All of the above can be done without spending a dime, but they require some of your time.
#4 Find the Right Entertainment when Organizing a Charity Event
This is another task for which you will have to weigh your decision carefully.
The right entertainment for your charity event could make the difference between failure and success.
The first thing you need to do is identify your audience. What do they like the most? How old are they? Will there be children in the room?
Then you may want to head to a booking agency and see what they have to offer. The best ones should offer you plenty of options to choose from. They also take some of the responsibility off your shoulders and can offer you a contingency plan.
When organizing a charity event and looking for entertainment, your safest bets are:
Wrapping Things Up
If you take the tips presented above into consideration, your event will be a real success.
Eventually, it all comes down to pleasing your guests and assuring they will have an excellent time. The happier your guests, the deeper they may dig into their pockets for a donation.
For the best entertainment, you can get in touch with The Grable Group. We are a professional booking agency managing a select and diverse pool of talent.
The Bottom Line
Organizing an event has never been easy, but you do not have to be alone in this. We are here for you. Our part is helping you to book the best entertainer for your cause.