Decide on a theme for the event. Ideas are limited only by your creativity. You could choose to hold something traditional, such as a silent auction, trivia night or a dinner, or you could try something different, such as a race, a water-fight, or even collect donations while wearing something silly for the whole day. Your creativity is only limited by your imagination!
Determine if your event will be free admission or require tickets. You may decide the event is free to enter but you will charge for people to participate in individual events. If the event requires paid admission, determine prices (single, couple, family) and make or purchase tickets. Tickets are fairly cheap, so overestimate rather than underestimate the number you need. Or simply make your own tickets to add a personal touch.
Decide on the activities you will hold to raise funds during your event.
Choose a date and time. Make sure you choose an end time that takes into consideration time for clean up.
Every fundraising event plan should contain a budget listing all the expenses that will be required to hold the event. Your budget should include staff, invitations, space rental, catering, entertainment, utilities, and anything else that will be required to make the event a success. Make sure you include a little extra in your budget for unforeseen costs.
Find a place to hold the event. Possible places for indoor events include churches, schools, restaurants, clubs or community halls. If using a local park for your event, make sure you contact the Council to discuss any requirements they may have. When checking the availability of the space, always mention that the event is benefiting the Sydney Adventist Hospital as you might get the space donated or at a discounted price. Ask to take a tour the facilities to determine if there is adequate space and to find out what supplies are available to use. It is often useful to make a map of the event area so that planning can avoid any problems, such as lines blocking access to bathrooms or emergency exits for example..
Set up your event donation portal. This gives people who can't make it to the event a chance to donate to the cause. There are a large number of donation websites you can use. Here are three to get you started: Everyday Hero, MyCause and GoFundraise.
Make contact with your guest list. Email and phone are an easy and immediate way of accomplishing this however a hand written note or flyer received via mail is also very effective.
If you are planning a large event - Get the word out! Find out if your local newspaper can help. Contact both the advertising department for advertising and the editorial department for news coverage of your event. Contact local radio stations to see if they will give your event news coverage or offer Public Service Announcements. Use your contact list to have people spread the word via email, twitter, facebook and other social media avenues.
Organise to have cash for change and a lock box to hold cash and cheques as people pay. Consider putting a large bucket at your entrance table with a sign on it that gives people an opportunity to donate more on their way in and out. It works surprisingly well!
Start the event! Remember to try and make it as fun as possible.
Close the event. Thank your guests for attending and helping raise money for a cause you feel passionate about. If you have had a chance to calculate the total funds raised, this is a great time to let them know.
Clean up as much as possible after the event. Be sure to keep your receipts and careful records.
Forward all money you have collected to San Foundation. Close any event donation portals you have set up and request the money be forwarded to San Foundation.
If you have the contact details of your guests, send them a short note thanking them for their support and updating them on how successful the event was.