Our tips to organise a fundraising event

Our tips to organise a fundraising event

For many schools and associ­ations, organ­ising an event is the perfect oppor­tunity to raise funds. Lotteries, music shows, bake sales, karaokes, quizzes, dances, or galas can help them reach their goals and finance projects. How to do this? What are the most important choices? Whether you are a first-timer or an exper­i­enced event planner, we have listed our best tips to organise a successful fundraising event.

Contents

  1. Choose the right venue
  2. Get people to attend
  3. Collect more donations

1. Choose the right venue

First of all, the location of your fundraising event must be easy to get to by several means of transport: car, public transport, on foot, etc. Parking should also be taken into consid­er­ation. Then, access to the venue must be easy for everyone – including people with disab­il­ities – visually impaired people, pregnant women, families, the elderly, etc.

The size of the venue itself also matters. If it is too small, it will be uncom­fortable for your parti­cipants. If it is too big, you may not achieve the atmosphere you’d like. Be careful about the size of the venue in relation to the number of people you want to accom­modate at your fundraising event.

Finally, ask the venue manager for as much inform­ation as possible about the equipment and services included in the rental:

  • Legal document­ation — food & drinks licence, insurance…
  • Staff — waiters, cleaners, security…
  • Sound system — speakers, micro­phone…

2. Get people to attend

Use relevant and adapted commu­nic­ation channels to promote your fundraising event several months in advance. Local media, social media, your workplace, friends and family can be very good word-of-mouth relays. Be careful not to spread yourself too thin. Weigh the pros and cons of each, and only select those that work well for your events, similar events, and in your geographical area.

Design a message that clearly states why your event is unique, inter­esting, and enter­taining. Stand out! Highlight the cause your fundraiser supports and its values. No one wants to give money to an associ­ation or organ­isation if they do not know where their donation is going and what it will actually be used for. Whatever the amount, it represents a form of charitable investment for your parti­cipants. If they do not feel they are supporting a good cause that is in line with their values, they will not parti­cipate.

With an online ticketing platform, you can even send invit­a­tions to all the contacts in your associ­ation that you know are inter­ested in your cause

3. Collect more donations

Sell tickets in advance. This will avoid the uncer­tainty of people telling you they will parti­cipate and end up forgetting or planning something else. An online ticketing solution will also let you know the number of registered parti­cipants. You can even send them reminders by email.

Share your ticketing platform every­where: social media, local online media, your office… Be strategic and target the time of the month when salaries are paid – usually at the beginning of the month. Potential parti­cipants will have more money available and will be more willing to donate.

If you plan to sell tickets on location on the day of the event, Weezevent helps you track your sales in real time so you know how many people are attending your fundraising event. This allows you to maximise the amount collected while not exceeding the venue’s maximum capacity.

Whether your ticket grants entrance to the event only or includes a gift for each donation, you should set fair prices. Our online ticketing solution allows you to create pay what you want ticket types, which can increase donations. Then, it is up to you to decide whether the activ­ities inside the event should be free or not. It can increase donations but may also bother parti­cipants. It’s all about balance.

Finally, be sure to inform the venue manager that you are organ­ising a fundraising event to support a worthy cause. Perhaps he will be enthu­si­astic about supporting you, making a donation, or even renting the place to your organ­isation for free.

With these tips, some effort and common sense, you are ready to launch your fundraising event. Discover all the benefits of our online ticketing solution by clicking below:

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