This is a fun way to raise money and one of the most successful too! They’re really easy to organise and should be a lot of fun but in case you need some guidelines as to how to about we’ve drawn up a sample event checklist.
Sample Event Checklist
Planning
- Timing of the event – check it doesn’t clash with any other big event
- Who can help organise the event? – form some type of committee
- Budget – how much do you hope to raise and what will it cost?
- Administration – keep accurate records of what’s spent etc.
- Timeframe – set yourself targets of what you hope to achieve
Venue
- Capacity – will you be able to fill it
- Availability – check dates and timings well in advance
- Facilities – are there enough seats and tables etc
- Disabled Access – is there any, do they have disabled toilet facilities
- Catering – check their health and safety guidelines
- Deposit – is one required and is it refundable/ do they offer a charity discount?
- Cloakroom – is there one, how much is it, can the proceeds be donated
Equipment
- What do you require – sound system/TV/projector?
- Can you bring your own or do you have to hire theirs?
- Do you know how to operate it?
Marketing/Publicity
- Do you need posters and flyers etc.
- Can they be produced for free
- If you’ve used Seafarers UK logos, have you shown it to us for approval
- Send press release to all local media
- What contacts do you have in media or PR
- Who will you target for the event
Licences and permission required
- Do you need a licence for selling alcohol or food?
- Do you have permission to collect money for charity?
- Do you need to inform local council of your event?
- Does the venue have Public Liability insurance?
Staff at the event
- Recruit your friends and family for the night of the event
- Do they know what’s required
- Brief them on what Seafarers UK so they can act as ambassadors for the charity
Additional Extras
- What’s the contingency plan if it something goes wrong
- Is there somewhere safe to keep the money at the event
- Do you need ID badges or T-shirts for the Event
- Do you need a First Aider and have you got one
