Guide to Organising an Event

There are 101 events that you could do to raise money, but whatever it is you choose to do, have fun with it and don’t forget you can contact us with any questions you may have.

To help you organise your own event we have provided a few suggestions to help you through it.

 

1) Decide what you want to do

You may already know what you want to do or have chosen something from our A-Z of ideas , whatever it is it doesn’t need to be extravagant or unique!. Some of the best ideas are the simplest and have been tried and tested many many times.

Whatever the event make sure its fun for everyone involved.

Decide upon a date, select a venue and book it if required. Give yourself as much time as possible to arrange the event and make sure it doesn’t clash with a major sporting event or a friends wedding!

 

2) Things to consider

Who is likely to come along? Will your plans be suitable for them – in terms of day, time, activities on offer and cost?

How much will it cost to organise? Do you need to hire a venue, print posters or tickets or purchase any licenses / insurance policies? Will your ticket price or suggested donation cover the costs?

Back up plan – If something was to go wrong what could you do? Examples of when you may need a back up plan are in case of bad weather, parking problems, equipment failures etc.

Do you need to do a risk assessment or need to notify the police/ambulance service or council if necessary?

What type of entertainment are you having – Organise and book it.

Don’t forget to:

  • Keep accurate records of tickets sold and money received
  • Send out participant information/tickets
  • Draw up any safety procedures and rotas for the volunteers
  • Plan the timing for the day of the event
  • List and secure all equipment required

 

3) Get Help

Some of your friends and colleagues may have skills that can help you pull the day together. It will certainly lighten the load if it’s a large event.

Do you know someone who can donate their premises for you to use, or possibly give you items to raffle or auction.

 

4) Promote it

If you want it to be a success you need to promote your event. How much you promote it will obviously depend upon what you are doing. You will find it difficult convincing a TV crew to turn up to your house if you and a few friends are having a coffee morning!

Why don’t you try:

  • Emailing your contacts to tell them about your event and ask them to invite their friends as well.
  • Use Facebook and other social networking sites to promote your event.
  • Create posters or flyers and display them in local shops and pubs or on the notice board at work.
  • Newspapers and radio stations may cover the event, especially if its slightly off the wall. You can get their contact details from the paper or from the internet.

When raising money for Beds Garden Carers, please state on all promotional materials – All proceeds will be donated to Beds Garden Carers, Registered Charity No:1091271

 

5) Be safe and keep it legal

We want you to have fun whilst fundraising, but it is important that you take responsibility for doing so safely and legally.

  • Ensure children do not collect money or sponsorship without adult supervision.
  • Make sure no one is fundraising in an unsafe environment. Check the venue is safe and try to minimise any potential risks.
  • Check you have the right insurance cover as we cannot accept any liability for your event. For further advice contact the venue owners or and insurance broker.
  • Consider first aid requirements for your event. Your local branch of the Red Cross or St Johns Ambulance can offer advice and assistance.

 

Charity fundraising is regulated by law. When fundraising for Beds Garden Carers there are a number of guidelines that need to be followed. A brief guide to rules and regulations for some common fundraising activities are listed below.

Beds Garden Carers branding
By law, the Beds Garden Carers charity registration number (1091271) must appear on all posters and advertisements that invite people to participate or help. Please contact us for guidelines and permission to use the Beds Garden Carers logo.

Street collections
If you want to collect money in a public place, you must first obtain permission to do so. To collect in the street, you will need a licence from your local authority who will also give you a set of rules to follow during your collection. Street collections are a popular means of fundraising so you need to apply for the licence well in advance. To collect on private property, for example in a shopping centre, you must ask for permission from whoever is responsible for it. Door-to-door collections are illegal without a licence. Always ensure that children are safe and that you do not allow them to solicit money or collect money alone or without an adult.

Lotteries and raffles
Lotteries are arrangements where people pay to participate for the chance of winning a prize. When an element of skill is introduced then it becomes a competition and has fewer restrictions. A raffle is just another word for lottery. There are two types of lottery that you can organise to fundraise in aid of Beds Garden Carers.

1. Incidental Non-commercial Lotteries.
These are the easiest lotteries to administer. When a raffle is not the main focus, but part of a larger event, a licence is not required. There must be no cash prizes, and the ticket sales and announcement of the results must be carried out during the event.  No more than £500 can be spent on buying prizes although there are no limits on the value of donated prizes.

2. Society Lotteries
If you hold a larger raffle where, for example, tickets are sold over a period of time prior to the draw taking place, the raffle must be registered with the local authority. A named promoter should be nominated to take responsibility for the raffle.  If ticket sales exceed £20,000 you must register with the Gaming Board.
As lotteries are governed by many rules we would recommend you speak to your local licensing authority for advice before organising one.

Food and drink
Food safety laws apply when food is available at an event whether it is for sale or not. You need to be aware of these and follow food hygiene and safety procedures. Regulations can vary from authority to authority. To find out more about what regulations apply to your situation, contact the environmental health department at your local authority.

Alcohol
A licence is needed if you have alcohol at your event. You can avoid this issue by either holding your event on licensed premises or by asking a local pub to organise a bar at your venue. Event organisers need to issue a Temporary Event Notice to the local licensing authority. See the Department of Culture, Media and Sport website for more information.

Insurance
If you organise an event that involves the public in any way, you will need to ensure you have public liability insurance. If hiring equipment or a service, you will also need to check that the provider has full insurance before signing the contract.

 

6) Get sponsored

If you organise an event that people can sponsor then why not build your own fundraising page on Mydonate http://www.btplc.com/mydonate/ (just like justgiving but we receive more of the donation). You could then email the link to your colleagues, friends and family. They can easily support you by making a secure donation online and it saves you a lot of time collecting the money afterwards!

 

If your sponsors are tax payers, encourage them to tick the Gift Aid box on your sponsorship form or on Mydonate. For every pound they give, BGC will receive 25 pence extra from HMRC at no cost to the donor. Sponsors must fill in their home address and postcode on the form or we will not be able to claim.

Alternatively you can download a sponsorship form to use.

Try and increase the sponsorship you get by pinning up flyers or put a letter in the works or community magazine or local newspaper.

 

7) Enjoy it

When the day of your event comes around, get everyone to give generously and have lots of fun!

Congratulations! Give yourself a pat on the back and celebrate a successful event!

After the event:

Thank everyone involved – volunteers, guests, entertainment, prize donors. Be sure to let them know how much their efforts raised and what that was worth to BGC (We can tell you what we will do with it if you contact us).

Think about what went well on the day and what you would change to make your next event even better!

 

8) Returning your money

Finally collect any outstanding monies and arrange to get it to us.

You can do this in a number of ways:

Online

Bank the money you have made and use a debit or credit card to make a secure payment via Mydonate .

If you have collected sponsorship then we need the sponsorship forms so we can claim Gift Aid. Therefore it’s best to send the forms in with the money –

By Post

Please use the  returning your money form to make a payment via a debit or credit card, or send it to us along with a cheque or postal order (made payable to Beds Garden Carers). Please do not send any cash through the post.

By Hand

Why not pay us a visit and see exactly where your money will be spent. Please call first to arrange a time.

Don’t forget to give us any pictures and stories as well.

 

9) Contact us

If you have any questions, would like to tell us something about your fundraising efforts or would like to pay us a visit, then please get in touch. We’d love to hear from you.

 

Sharon Hart

Tel: 01234 352899

Email: Sharon@bedsgardencarers.org.uk

1 Brereton Road, Bedford, Bedfordshire, MK40 1HU

 

Download our Guide to organising an event here .

Thank You