Organising a fundraising event can be fun, but also quite stressful - especially if it’s your first one. If you’re thinking of hosting an event and are not sure where or how to start, here are some top tips to help you on your way.
Whether you’re organising a quiz night, jumble sale, summer fayre or silent auction, you will be anxious to ensure your event runs without a hitch. There’s so much that needs to be taken into consideration. Where will you hold your fundraising event? If you’re planning to sell tickets, what should the ticket price be? How much do you hope to raise? How many people will attend? Do you need insurance? With all this and much more to think about, it’s best to start preparations as early as possible. We’ve included some steps below to guide you through the process.
1. Define the purpose of your fundraising event
Once you have explored different fundraising ideas and settled on a plan, take the time to map out the purpose of your event - is it solely to raise funds or are you also looking to promote awareness of a cause? Is it part of a wider fundraising effort? Have a clear overall goal of what you want to achieve as it can be easy to lose sight of this amongst all the detailed planning.
2. Seek permission for your fundraising event
Depending on the type of event, you will need to ensure you have gained permission or a licence from the local authority or other relevant body. For example, if you’re hosting the event on private property, have you sought the landowner’s permission? If a licence is required, there is likely to be restrictions on the maximum number of attendees allowed. Having more than the maximum numbers allowed could not only have legal implications, but also invalidate any insurance policies in place.
3. Set a fundraising goal for your event
Striving to raise a certain amount of money at your fundraising event is great, but ensure the target you’ve set is realistic, especially if the event is quite small. Reach out to others who have organised similar events and find out how much they raised through ticket sales or donations to get an idea of what your fundraising potential could be. It’s also important to remember fundraising events can be expensive to organise so ensure you factor in how much the event is going to cost to run and keep a checklist of outgoings.
4. Decide on your target audience for your fundraising event
Who will be coming to your event? Will it be family themed or aimed at an older audience? Open to the public or invitation only? By defining your audience, you can establish the most effective ways to reach potential attendees and donors and plan activities accordingly.
5. Market your fundraising event
Thanks to social media, spreading the word in the lead up to the event has never been easier. Create a marketing strategy for reaching out to your target audience, e.g. through community Facebook groups, posters, leaflets, advertisements in your local paper, etc. Approach local businesses for potential sponsorship. You could also consider using sites such as eventbrite to promote larger events. For more inspiration on how to promote your fundraising event, take a look at our Toolkit for promoting events.
6. Complete a risk assessment for your fundraising event
Once you have established where your event is to be held and what the activities will be, it’s essential to complete a risk assessment to identify potential hazards. This is a straightforward task but one that needs to be done with due care and attention. The process for completing a risk assessment is as follows:
Identify any potential hazards at the site.
Once you have identified the risks, look at the different ways these could cause harm and who might be affected.
Identify preventative measures that can be put in place to avoid each hazard.
Record and review your findings.
Ask another organiser (if available) to review your findings.
Ensure all organisers and members of the events team have a copy of the completed risk assessment.
Do I need insurance for my fundraising event?
There is no legal requirement to have public liability insurance for your event, however some venues and regulating bodies will insist on it. If, for example, an attendee is injured, you could find yourself facing substantial legal costs if a claim is made against you. Similarly, if the venue in which you are hosting the event is damaged and you are found to be liable, this could lead to lengthy and expensive legal proceedings. This is why we would recommend looking into Public liability insurance which will cover you for:
Accidental bodily injury to a member of the public
Accidental death of a member of the public
Accidental damage to third-party property
Accidental loss to third-party property
What are the different types of insurance for fundraising events?
It can sometimes be a daunting task knowing which policy is the right one for you. Here at Event Insurance Services, we have a wide range of insurance policies tailored to different events. These include:
Employers liability - provides cover if any employees (including staff and volunteers) get injured as a result of your negligence in organising and running the event.
Event Equipment - provides cover for accidental damage, loss or theft of equipment you’re using for the party.
Adverse Weather - provides cover if your event has to be cancelled due to severe or adverse weather.
Why are fundraising events important?
Fundraising and charity events can be a rewarding experience and a great way to raise money and awareness about a good cause. They help to connect with the people around us, bringing communities closer together and may inspire others to consider hosting or volunteering at similar events. They’re also a lot of fun!
We all hope the events you organise will be successful and fun for everyone, but it’s wise to plan for the unexpected. We have designed our policies to give you peace of mind when things don’t go according to plan, allowing you to concentrate on what’s really important - raising funds for a good cause! Contact us today to find out more about how our public liability policies can help protect you.