Hold your own events

When planning a fundraising event, the better prepared you are, the more money you're likely to raise.  There's a lot to think about, and this guide will help you to get it right!

Location

Research your venue well and make sure it has all the facilities you need.

Date and time

Choosing an appropriate date and time to hold your event is crucial - not many people will attend an outdoor BBQ in January!

Cost

Put together a realistic budget of possible costs.

Fundraising

You may decide to raise money through ticket sales, auctions, raffles or collections. Think of creative ways to make fundraising initiatives fun for your guests.

Guest List and Invitations

Think about the sort of people you'd like to attend your event.  Start by listing all your family members, friends, work colleagues and contacts, then ask them if they knowanyone else who would be interested. Make sure your invitations are appropriate to your prospective guests.

Publicity

Spread the word through posters, flyers, print ads, local newspapers and radio stations, emails, as well as social media such as Facebook and Twitter. Also consider hiring a photographer - not only will it document your event, but can also offer pictures for post-event publicity in the local press and online.

Volunteers

Recruit volunteers to help with the preparations and on the day of the event.

Keep it legal

Your event may require permission from the police, your local council or even St Andrew's. Please contact us and your Local Authority to check.

Insurance

If you open your event to the public, you will need Public Liability insurance to cover the event. Check with your venue to see if you are protected under their policy. If not, there are a number of insurance companies offering this type of coverage.

Health and Safety

Consult your local council on all Health and Safety concerns. We can also offer advice on what issues to consider if you are organising a large event.

Volunteers

Be realistic about what you can do on your own and recruit volunteers to help with the preparations and the actual event. Putting together a committee and allocating everyone to a particular role is a great way for everyone to get involved and share in the responsibility.

Collections

You will need permission from your Local Authority for street collections. Licences are normally only allocated to registered charities. You will not be able to collect as an individual.

Licences

A public license is required by law if 2 or more people are performing and/or dancing. Indoor and outdoor events have different requirements:

Inside Event: If your selected venue has a valid licence, you will be covered. If not, you will need to apply for a licence from your local authority at least 3 months in advance.

Outside Event: A licence is needed if you are planning to have musical performances / entertainment. Also, notify the police as well as your Local Authority if you are expecting a large crowd.

Alcohol Licence: You will need one if the venue does not have a valid licence. Contact your local magistrate's court at least one month before the event. Alternatively, a local publican may be prepared to run a bar for you, perhaps offering a donation as a percentage of their sales. The advantage of this is that the publican will be responsible for the Alcohol Licence, which is one less thing for you to think about!

Raffles

If you chose to have a raffle, there are three types to consider:

Private: If the raffle is taking place in a workplace, at school, university or at your club, you will not need a licence. However, tickets can only be sold to people within these locations - not to the general public. The draw must take place at the premises where tickets were sold and on the same day the tickets were sold.

Small: If the raffle is not the focus of the event, it does not need a licence.  However, there must be no cash prizes and prizes should not exceed £250.00 in value. All sales of tickets and the announcement of the results must take place at the event.

Public: If the raffle is open to members of the public and the tickets are sold over a period of time, it must be registered with the Local Authority. There must be a named promoter, who takes full responsibility for the raffle.