7 Steps To Organizing A Charity Event That Will Reach Its Goals

word, plan, organize

Written by Tim Grable

January 21, 2018

Organizing a charity event is a popular way of raising awareness for your cause or raising a certain amount of money for your nonprofit organization.

No matter your goal, proper planning is key to delivering a successful event, which is why you need to take into consideration a few essential steps.

To help you make the most out of all your fundraising events, we decided to walk you through the most critical aspects that you should not forget about during the planning process.

  7 Steps To Organizing A Charity Event That Will Reach Its Goals

Let’s get started.

1. Decide On The Main Purpose

First things first: ask yourself what is the purpose of the fundraising event. Are you trying to raise money for your cause? Do you want to gain more publicity? Or are you looking to acquire more donors?

By knowing the answer to these questions, you will know exactly what you need to focus on and what you want to achieve.

2. Set The Budget

For the budget, you need to take into consideration all the expenses that will be required to organize the charity event. It will include the staff, invitations, catering, entertainment, space rental, transportation, promotion, and other aspects you may need.

If your goal is to raise a certain amount of money for your cause, then you should consider this amount as well when you set the budget for the event because you need to cover all the costs.

3. Define The Target Audience

The purpose of the event will help you determine the main characteristics of the audience you want to invite to the fundraiser.

For example, if your goal is to acquire more donors, then you may want to consider inviting sponsors, certain people who represent organizations you would like to partner up with, and even celebrities.

4. Delegate People

When organizing a charity event, you need to determine right from the start who will be in charge of what during the meeting.

That way, everyone in your team will know their role and responsibilities. It is important to delegate at least one person to be in charge of every aspect, such as marketing, promotions, registration, tickets, volunteers, donors, or event follow-up.

5. Book Quality Entertainment

Whether you are organizing a gala or a simple fundraising event, you need to hire entertainment.

What better way to make your guests feel good and welcome than by having a performer who can make the evening memorable?

To book the right entertainment, you need to take into consideration the event’s purpose and also the people who are going to attend.

6. Create a Promotional Plan

mareting, promotion

After the main details of the charity event have been set, you need to craft a marketing plan so that your target audience will find out about the event and will want to attend.

To make it as effective as possible, you need to consider multiple communication channels, such as direct mail, website, email newsletter, or social media.

7. Have The Setup Ready

The day of the event can be quite busy which is why the setup is critical.

Before the guests arrive, you need to make sure that:

  • You know when the entertainment will arrive and when they will rehearse/soundcheck if required.
  • You decorate the venue and arrange the space.
  • You have one last meeting with everyone involved to make sure they know what to do.

The more prep work you do, the easier it will be for you to host a successful charity event and the more confident you are going to be.

Now You Know What Goes Into Organizing A Charity Event

Every little detail needs to be taken into consideration when organizing a charity event that will help you reach your goals.

From start to finish, everything needs to be connected to the previous step so that it will all run smoothly.

If you need help picking the right entertainment for your charity event, don’t hesitate to contact us at (615) 283-0039. 

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