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How to Plan a Fundraising Event

Fundraising can sound like a big challenge, but don’t worry—you’ve got this!

Planning an event isn’t just about hitting your fundraising target—it’s about having fun, working with your friends, and making an impact that truly matters. Whether you’re hosting a sporty showdown, a quiz night, or something totally unique, this guide will walk you through every step of the process.

Step 1: Pick Your Event (Make It Fun!)

To begin it’s important to think about the what. Think about the kind of event that will get everyone buzzing to take part, whilst ensuring it is something you are going to enjoy. Here are some ideas:

  • Sports Showdown: Host a friendly match or group competition.
  • Themed Dress-Up Day: Superheroes, 90s, or something hilariously random.
  • Running Event: Choose the distance and invite as many people as possible.
  • Quiz Night: Get everyone’s brains ticking. Bonus points for funny questions!
  • Dance-a-thon: Who can last the longest on the dance floor?
  • Choose something manageable that matches your timeframe and resources.

Step 2: Get the Thumbs-Up

Before you start hyping up your event, make sure you’ve got permission.

      • Talk to relevant stakeholders: If you’re using a venue, contact the owner or manager to confirm availability and approval for your idea.
      • Talk to your teachers: If you’re fundraising within school, speak to a teacher to confirm you can use the space, get approval for your idea, and advise on what’s doable within school rules.
      • Community permission: If your event is in a public space like a park or a local café, check with the venue owner to get approval.
      • Sort out logistics: Confirm the date, venue, and any equipment you’ll need.
      • Present your plan clearly, this will make it easier for others to support your efforts.

      Step 3: Set the Date (and Stick to It)

      Timing is key!

      • Pick a day that avoids conflict with other big events in your community or group.
      • Leave yourself enough time to plan and promote the event.
            • Once the date’s locked in, start spreading the word (more on that later).

            Step 4: Promote, Promote, Promote!

            A great event needs a great crowd. Here’s how to spread the word:

                • Posters: Put them up in high-traffic areas like community centres, libraries, or local cafes.
                • Social Media: Create posts, share stories, and use hashtags.
                • Group Meetings: Announce your event during community or team gatherings.
                • Word of Mouth: Get friends to help hype it up in conversations and group chats.
                      • Be clear about the time, place, and why people should come.

                      Step 5: Prep Like a Pro

                      Preparation is everything. A checklist can keep you on track:

                              • Decorations and equipment: Gather what you need early.
                              • Money collection: Have jars/buckets for cash, a QR code for donations, or both.
                              • Roles on the day: Make sure everyone knows what they’re doing.
                              • Rehearse if needed: For talent shows, quizzes, or speeches, run through the plan to avoid hiccups.
                                      • Be clear about the time, place, and why people should come.

                                      Step 6: Make It Happen

                                      The big day is here! Stay calm, energetic, and keep the vibes positive. People will feel your excitement, and it’ll encourage them to donate and get involved.

                                                        • Take loads of photos to share after the event.

                                                        Step 7: Celebrate Your Success

                                                        When it’s all done, it’s time to celebrate! Announce how much you raised and thank everyone who contributed—your team, attendees, and any supporters.

                                                                          • Send a quick thank-you to anyone who helped behind the scenes.

                                                                          Get started with our free checklist to plan your perfect fundraising event!

                                                                                            Download our Fundraising Checklist

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