Have you been given the task of organising and planning a summer event? Take a look at
our event planner for useful ideas, tips and advice to help
you plan your summer fete, county show or school fun day
in four easy steps.
SUMMER EVENTS - FETES - FUNDAYS - FESTIVALS
STEP1. PLANNING
Financial planning Although you may be only planning and holding a small event it can be
surprising how much money can be needed for services and entertainment well
before the event is due to take place. With events that have been running for
several years this is not so much of a problem, as funds are often kept aside
from the money raised at last year's event to cover the initial expenses for
next year's event. However if you're holding an event for the first time you
will not have the benefit of previous funds to draw upon and will have to
carefully consider how particular services will be paid for, and who is going to
put up the initial funds. Plus you need to feel confident that you will recover
these expenses from fees and fund raising at your event.
Although not absolutely essential it can be
extremely useful to have a member on your committee who is good with figures and
has some business skills or experience. For most good events to succeed year
after year they need to be treated like a small business.
So what type of things are you likely to need
to pay out for before the event? Firstly if you're planning to advertise your
event, guaranteed you'll have to pay for any printing and advertising costs well
before the event. Secondly rental for the venue or facility where you intend to
hold the event. Thirdly specialists services such as insurance cover and if
needed portable toilets, temporary lighting, marquee or stage hire, professional
attractions and entertainments.
Making that extra £1! (without annoying your event goers)
The pennies and pounds soon add up and from a fundraisers point of view the more
money that is squeezed out of visitors to the event the better. However, over
aggressive fundraising can ruin an event and for future years events, visitors
remember being constantly harassed by collectors on a mission to empty pockets
of change. Generally speaking people don't mind giving to fund raising
collections providing that money is collected in a fun, non aggressive way and
to an identifiable good cause.
A few ideas on how to make that little bit extra money.
1.
Collect loose change in buckets. 2.
Get visitors to empty their pockets as they leave your event. 3.
Stop all proceedings until you hit your midway collection target. 4.
Produce a souvenir programme (funded by advertising). 5. Hold raffles, draws and auctions. 6.
Auction off all unclaimed prizes.
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