About $390 billion was given to charities in 2016 alone. Not only are people giving at record levels, but overall charitable donations are growing year by year. If you run, work for or volunteer for a charity, having a fundraising event is an easy (and fun) way to, as the name implies, raise funds.
Planning a charity fundraiser is a multistep process that can be extremely rewarding. When the big day finally arrives, you'll get to see all of your hard work pay off - and all for a good cause. If you've never planned a charity event before, or this is a much bigger version of anything you've been in charge of in the past, take a look at some of the questions you need to ask before and during the planning process.
Where Will the Event Happen?
Some organizations already have their own space to hold events. For example, your building may have a large atrium or a courtyard to use. If you don't already have a designated party space, you'll need to decide whether you want to hold the event indoors or outdoors.
An indoor event means that you can hold your party come rain or shine. If you go with an outdoor choice, you may need to rent a tent to provide shade and cover in case you get a drizzly day. A tent rental can also add a sense of style and complete your outdoor party décor.
Keep in mind, you don't necessarily have to go completely one way or the other. You can create an event that uses both indoor and outdoor spaces. Some venues have large outdoor areas that allow the party to spill over. For example, you could set up the dining area or buffet indoors with formal seating and have a bar area or additional activities outside.
What Type of Entertainment Will You Have?
You want to entertain your guests. Entertaining your guests keeps them happy. And the happier they are, the more likely they are to give. After all, that's the whole point of this event.
The type of entertainment that you provide depends on the event itself. For example, if you have a carnival theme, you'll need games, booths and entertainers, such as contortionists and jugglers. If you're planning a gala that includes dancing, you'll need either a band or a DJ and a dance floor.
Don't worry about choosing a venue that already has a stage for a band or a dance floor for your guests. You can rent these and have them installed in many different party spaces (both indoor and outdoor).
What Else Will You Need to Rent?
What does the party venue supply, and what will you need to rent on your own? Some venues have tables, chairs and linens. Others don't. If your venue doesn't have these items, take stock what you are responsible for.
You also need to communicate what you have, and what you don't, with your caterer. The caterer may provide all of the linens, dishes, glassware and silverware. Caterers that don't provide a full-service meal with all of the serving and dining pieces require that you provide your own. Obviously, buying these is costly. As your goal is to raise money, spending too much is counterproductive. This means that renting is key to keeping your costs down.
What Type of Décor Do You Need?
You've chosen the space, set up tables and chairs, set up the stage and picked out linens. Now what? You need party décor that matches your theme. The décor may be something as simple as floral centerpieces for the tables and gentle drapes of fabric around the tents. Or it might include ornate floral displays, artwork and much more.Are you planning a charity event? B&T Rents can help.