Essential Tips for Organising your Fundraising Event

Essential Tips for Organising your Fundraising Event

Fundraising is a great way to help raise funds for your schoolโ€™s cause, like new sporting equipment, new school books, or even a school canopy. Planning a fundraising event can be exciting but also overwhelming, especially when managing volunteers and ensuring everything runs smoothly. Itโ€™s easy to overlook key steps that are crucial for making your event legal, safe, and successful. To help you stay on track, weโ€™ve outlined some essential considerations below.

Advertising Your Event

Effective promotion is key to attracting participants and making your event a success. Here are some cost-effective ways to spread the word:

  • Flyers โ€“ Send flyers home with students and ask parents to share them with family and friends. Local shops may also allow you to place some near their tills.
  • Local Newspapers โ€“ Reach out to local newspapers; they may print your story for free if itโ€™s engaging and includes details such as the fundraising goal and cause.
  • Radio Announcements โ€“ Ask local radio stations to mention your eventโ€”highlighting the purpose and fundraising target can boost interest.
  • Newsletters โ€“ Feature your event in the schoolโ€™s newsletter to inform parents and staff.
  • Notice Boards โ€“ Post flyers on school notice boards and in local shop windows.
  • Social Media โ€“ Use PTA or school Facebook, Twitter, or Instagram accounts to create buzz.
  • Word of Mouth โ€“ Encourage parents, teachers, and volunteers to spread the word within their communities.

Managing Cash & Payments

Handling money efficiently is crucial for keeping transactions smooth and avoiding confusion. One important step is ensuring you have plenty of small notes and coins to give customers change when they make purchases.

Itโ€™s also highly beneficial to appoint a dedicated person from your team to oversee all financial matters during the event. If multiple people are responsible for handling money, it can quickly become disorganised, so assigning a single point of contact helps maintain accuracy and security.

Licences & Legal Considerations

Certain fundraising activities require licences, so itโ€™s essential to check in advance with your local council to avoid any last-minute issues. For example, if you plan to sell alcohol, you will need a licence. However, some activities can be adjusted to avoid licensing costs. For instance, selling raffle tickets in advance of the event requires a licence, but if you only sell them on the day, a licence is not necessary. Small adjustments like this can simplify the process and reduce additional expenses.

Insurance Requirements

To protect your event against any unforeseen circumstances, itโ€™s important to have liability insurance covering up to ยฃ10 million. If your school or organisation already has an insurance policy, itโ€™s best to contact your provider and confirm whether your planned event is covered.

Additionally, if you have any third-party vendors, entertainers, or suppliers attending the event, they must have their own insurance policy in placeโ€”be sure to check with them in advance to avoid any issues.

Health & Safety Precautions

Health & Safety is a fundamental aspect of event planning, ensuring that both attendees and organisers remain safe throughout the day. To minimise risks, you should carry out a risk assessment before the event, identifying any potential hazards and implementing measures to prevent accidents. Strictly following all health & safety regulations will help create a safe and enjoyable experience for everyone involved.

By planning ahead and considering these essential factors, you can ensure that your fundraising event is safe, well-organised, and a great success!

Able Canopies Ltd. design, manufacture and install canopies and shade structures at schools, nurseries and educational settings to enable year-round Free Flow Outdoor Play and Outdoor Learning.
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