DIY PLANNING A CHARITY EVENT

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					DIY: PLANNING A
CHARITY EVENT
       #CANFARDIY
                                                                     1



                 Introduction




             PLANNING AND
             HOSTING A
             CHARITY
             EVENT CAN BE
             AN EXTREMELY
             REWARDING
             EXPERIENCE.
             Not only does hosting an event create an opportunity
             for friends and family to have fun together and provide a
             platform to meet new people, but it also allows you to
             become involved with an amazing cause.




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PLAN
                                                                   3



                                 Plan




             DETERMINE
             THE SCALE
             AND TYPE
             Do you want to host a small scale event with only a few
             of your closest friends, or do you want to throw a big
             party for a huge crowd? What about the type of event?
             Are you hoping to hold a gala or a bar crawl? These
             decisions will effect everything you do later in the
             organizing process.




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                                                                         4



                                   Plan




             The scale of the event will help determine the type of
             event. For instance, a charity poker tournament is a
             gathering appropriate for a small group of people, while
             a cocktail night or fashion show would work for a larger
             group.
             Here are a few ideas for fundraising events:

                     “a-thons”: walk-a-thon, read-a-thon, dance-a-thon


                     Entertainment: talent show, concert, movie night


                     Sales: bake sale, car wash, book sale


                     Parties: banquet, dance, gala, cocktail party


                     Tournaments: basketball, dodgeball, bowling


tweet this           Other: silent auction, scavenger hunt, raffle
                                                                            5



                                  Plan




             SET GOALS
             After you’ve come up with an event
             concept, it’s time to set some goals for
             yourself.
                   Set a realistic and achievable fundraising goal that
                   will help keep all participants motivated

                   Outline an event budget that will keep costs on
                   track

                   Contact CANFAR and complete the Third Party
                   Agreement form

                   Set a goal for attaining media coverage for your
                   event




                         Check out DIY: Tools at canfar.com for:
                         o A template for setting and managing your goals
                         o An event budget template
                         o CANFAR’s Third Party Agreement form




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                                                                         6



                                 Plan




             EDUCATE
             YOURSELF
             It may seem simple, but educating yourself about the
             cause you are fundraising for can go a long way. You
             will be able to answer questions guests and media may
             ask, adding legitimacy to the event and engaging others
             in the cause.




                        Refer to canfar.com for information on CANFAR,
                        HIV and AIDS.




                        CANFAR can provide red ribbons, condoms, gum
                        and lollipops for your guests.




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                                                                                   7



                                     Plan




             CREATE A TEAM
             A collective effort with volunteers is almost
             always necessary to pull off a great event.
             Friends and family are usually willing to volunteer for a
             good cause, so why not ask for their help? They may
             have some unique ideas on how to make your event as
             fun and successful as possible.
             Delegation of tasks to volunteers is vital. But don’t just
             hand out a to do list—remember to follow up with your
             volunteer team.
             You may want volunteers for:

                    Ticket sales



                    Poster distribution



                    Venue set-up and take-down


                    Décor


                    Media




                            The number of volunteers you need depends on
                            the size of the event. If you’re planning something
                            small, keep the amount of volunteers to a small, yet
                            highly dedicated, group of people. If you have too
                            many volunteers, you may not be able to monitor
                            everyone. Is your event going to be big? If your
                            event is large and you need many volunteers, why
                            not utilize the internet to find volunteers?


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ACT
                                                                                    9



                                                      Act




             FIND AN
             EVENT SPACE
             When you’re deciding on a space for your
             event, keep the scale and type of event in
             mind. A space that’s too small will make
             your guests feel uncomfortable. A
             cavernous space will make your event look
             sparsely attended.

             This is a great time to take advantage of your volunteer
             base. Ask around—someone may know of a great
             space you haven’t heard of, or may have access to
             venue discounts. Many venues will often accommodate
             charity events free of charge, or for a reduced price.
             Don’t shy away from asking venue managers if a
             reduced rate is something they would consider.
             No matter what venue is chosen, it is important to
             present the manager with a written proposal. If you are
             organized and professional, you’ll likely receive better
             results with your requests.


                         Do you need a permit?
                         If you are serving alcohol but your event is not at a
                         bar, or if alcohol is an auction item at your event, you
                         will need to obtain a special occasion permit from the
                         alcohol regulatory authority of your province/territory.
                         Similarly, caterers will be required to have food
                         permits/licenses and beverage licenses; you should
                         ensure that any caterer is fully-licensed before you
                         commit to them.




                         Make sure you have a written agreement outlining
                         your terms and conditions with your venue contractor.
                         Having a contract will ensure there are no unforeseen
                         costs and the venue is yours for the day you specify.
                         If you’re not sure how to create a contract, contact
                         CANFAR for assistance.
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                                                Act




             WRITE IT DOWN
             After a venue is secured, create a
             checklist outlining everything that needs
             to be done.
             Writing everything down on paper is a great way to
             provide clarity. For an added organizational bonus, try
             including timelines for each task and responsibility. The
             jobs that need to be executed will generally vary
             depending on the type and scale of the event, but there
             are a few things you should always address:

                    Sponsorships


                    Publicity


                    Documentation




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                                                                              11



                                                    Act




             GET SPONSORS
             AND DONORS
             Try to minimize your costs as much as
             possible. After all, the objective of the event
             is to fundraise.
             Company sponsorships are a great way to help cut
             costs and ensure as much money as possible goes to
             charity. It may seem intimidating to approach a
             company to ask for money, but local businesses, or
             even individuals, are often willing to make financial
             contributions to charitable events. So, give it a try!
             Before you approach a potential sponsor, create a
             sponsorship proposal and outline how you will provide
             appropriate recognition for their contribution. You can
             offer logo placement on the event poster or verbal
             recognition at the event. It’s important to show how
             your event will help the company’s visibility.




                            Refer to DIY: Tools at canfar.com for a list of
                            potential sponsors and a sample sponsorship
                            letter.




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                                                    Act




             Thinking big is important, but don’t forget about simple
             solutions. Collecting pledges from your friends and
             family is an easy and efficient way to raise funds.
             Anyone who donates more than $5 to CANFAR is
             eligible to receive an income tax receipt for their
             charitable gift.




                            Create a pledge form to keep track of what
                            friends and family are raising.




                            Take a look at a CANFAR pledge form via DIY:
                            Tools at canfar.com.


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                                                                                  13



                                                     Act




             PUBLICIZE AND
             PROMOTE
             Publicity is usually an important
             determinant of the success of any event.
             Event publicity will vary depending on its size. If the
             event is a charity poker game, a few phone calls or
             invitations to friends and family may be all you need. On
             the other hand, if the event is a large charity cocktail
             party, you might need to create flyers or look into
             purchasing magazine or newspaper advertisement
             space.
             Make note of your target demographic. Who do you
             want at your event? What types of media will best reach
             this audience? Are they more likely to use a Facebook
             event profile or browse through newspaper ads?



                              Magazines, radio stations and TV networks are
                              often willing to sponsor events for charity. They
                              can provide you with ad space and/or a
                              popular host for your event.


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                                                     Act




             Although this is one of the most time
             consuming stages, it can also be a lot of
             fun. There are many different ways you
             can promote your event:
                  Create an easily printable, email-friendly poster for your
                  event


                  Utilize social media, such as Twitter and Facebook
                  (event profile)

                  Contact local radio stations to advertise on-air or local
                  newspapers or magazines to promote your event in their
                  publications




                       Don’t forget about the power of word-of-mouth.
                       Ask your volunteer base to spread the word about
                       your event. You’ll be surprised at how fast the word
                       will get out.




                        Refer to DIY: How to Get Media for Your Event at
                        canfar.com for more details on promoting your
                        event.

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                                                                               15



                                                    Act




             DOCUMENT
             THE EVENT
             Documenting the event often gets overlooked—don’t
             wait until after your event to gather photos. Be sure
             you’re prepared so you can get the kind of photographs
             you want.
             You can choose to use a professional photographer or a
             friend who has a great camera. Either way, ensure you
             ask a friendly and upbeat photographer who will engage
             your guests.
             Documenting the event allows your guests to have
             something to look back on fondly. You can post them
             on Facebook and Twitter to continue the dialogue after
             the event.
             It can also help you share the successes of your event
             with the host organization.




                         Taking pictures of sponsor logos at your event is a
                         great way to show your support for your sponsors
                         and build a lasting relationship.



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FOLLOW UP
                                                                               17



                                                                      Follow
                                                                       Up




             SAYING
             THANK YOU
             Once your event has ended, be sure to thank everyone
             who helped:

                   Volunteers


                   Guests


                   Donors and sponsors


                   Vendors


             Try to personalize each thank you note. This may seem
             tedious, but it will help you build a great rapport.




                            Refer to DIY: Tools at canfar.com for a sample
                            thank you letter.




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                                                                                18



                                                                       Follow
                                                                        Up




             CROSS YOUR
             T’S AND DOT
             YOUR I’S
             The event was a success! Your guests had a fabulous
             time and you raised funds for a great cause; but, before
             you can celebrate, there are a few things left to do:

                   Balance your accounting and pay outstanding bills


                   Organize all pictures that were taken by volunteers,
                   photographers and party goers and send copies to
                   CANFAR




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The Canadian Foundation for AIDS Research (CANFAR) is Canada's only independent
charitable foundation dedicated to eliminating AIDS through research. By funding promising
Canadian HIV and AIDS research and promoting prevention through educational campaigns,
CANFAR is working to end AIDS globally.

To download a free copy of this and other Do It Yourself guides, visit canfar.com.




WRITTEN BY
Alex Elliott Kruger | @alexekruger
Aaron Chamberland

EDITED BY
Holly Bacchus | @hollybacchus

EBOOK DESIGNED BY
Justin Mendonca | @mynameisjustinm

WEBSITE DESIGNED BY
Tyler Buist | @tylerbuist

FOLLOW US
Twitter | @CANFAR
Facebook | facebook.com/canfar

				
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posted:9/27/2011
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