Event Procedure

Raising Money for HLA

We are always happy for our volunteers to come up with ideas and suggestions on new innovative ways to raise money and hold events for our various projects.

If you do wish to hold an event be it big or small, please fill out the basic form and we will then get the ball rolling. (LINK)

Your event ideas will then be discussed by the Board of Trustees and if they adhere to HLA policies and requirements then permission will be granted. A confirmation email will be sent out to you with suggestions on how to set up your event together with names and contact details of your first point of call if you need further help in organising the event. We also will send you an Event Organiser pack to help get you set up.

 

Event Organiser Pack

Steps to a Successful Fundraising Event

Fundraising events are a popular form of fundraising.  While they can be great money makers for an organization, they can also be time consuming and expensive.  The success of events depends on careful planning.  (Yes, you should have a written event plan for every event you hold!)

To help you ensure that your fundraising event is a winner, here are ten sections that you must incorporate into your event plan:

1. Purpose:

Before doing anything, decide what the purpose of your event is. Is it a fundraising event? Or does it have other goals? Perhaps you may be hoping to raise money at the event, but the main function of the event is to gain publicity or reach out to a new network.

2. Fundraising Goal:

In conjunction with the Helping Little Angels Trustees and organization staff/volunteers, you must decide what amount of money you plan to raise at the event. The amount you choose should be what you hope to net, that is, the amount you plan to raise after expenses are deducted.

3. Budget:

Every fundraising event plan should contain a complete budget listing all the expenses that will be required to hold the event. Your budget should include invitations, advertising, hall/room hire, catering, entertainment, security, utilities, and anything else that will be required to make the event a success. Your budget should consider your fundraising goal, ensuring that you raise that amount above and beyond all expenses. Be sure to leave a little extra room in your budget for unforeseen costs.

4. Target Audience:

Who is the target audience for your event?

Is this a general fundraiser where everyone will be invited?

Or is this event geared towards a specific group like business people, parents, or young professionals?

5. Set – Up:

Helping Little Angels event staff plans well in advance. The set-up includes all the particulars of the actual event:

Where will it be?

Will food be served?

Will there be entertainment?

What kind of dress will be required?

What is the itinerary for the event?

6. Marketing:

Your event needs to be marketed to your target audience. You need to convince your supporters that Helping Little Angels events are worthy of their time and money. Draw up an entire marketing plan for the event. Possible methods of “getting the word out” include: using your social media, mailed invitations, direct mail, word of mouth etc.

7. Sales:

Once you market your event, there must be a procedure in place for making the actual ticket sales or accepting donations/sponsorship for the event. Will there be different contribution levels for the event (such as a flat ticket charge(s), an extra charge for V.I.P.). Helping Little Angels will market and sell the tickets.

8. Practice:

It is essential that everyone who is working the event know, ahead of time, what their responsibilities are as “Team Leaders”, where they should be during the event, and how the event is going to “flow.”