Organising a fundraising event can be stressful. That’s why we’re here to help. If you follow our steps below, we can ensure your event will run smoothly!
1. Set a date
Check your calendar for public holidays, peak vacation times, popular sporting events or charity events. Make sure your date does not clash with these as it could affect attendance.
Does the date you have chosen give you enough time to organise and advertise it? Is the time of year suitable for the event, people won’t want to do a sponsored outdoor swim in the middle of winter.
2. Pick a venue
Choose a suitable venue and ensure that it is large enough (or even small enough). Check that it is accessible by road, has adequate parking facilities, is accessible by public transport and has disabled access and facilities.
Remember popular venues get booked up early so make sure to book in advance. Importantly, many venue owners don’t charge a booking fee for charitable events so make sure you mention this when booking.
3. Ask for help
Involve friends, family and work colleagues.
Many hands make light work and more heads are always better than one.
4. Budget
Consider working out a basic budget, detailing your expected costs and income.
5. Publicity
Publicise your event as widely as possible in your neighbourhood. You could put up posters, hand out flyers and even get your local papers, parish magazines and radio stations involved. Remember that word of mouth is one of the best forms of publicity so invite everyone you know and ask them to tell all their friends and work colleagues.
Social Media is a great way of reaching lots of people and spreading the word about your event. If your event requires tickets remember to get them printed so that you can sell them in advance.
If your event is sponsored ask everyone you know for sponsorship.
6. Enjoy yourself!
Remember to enjoy yourself and tell us about your event!
We love to know what people are doing to support us and let you know how we can support you.
Once you have registered your event, we will be in touch to offer advice and support!
7. Don’t forget to send your funds to us!
Whatever and however you have raised your funds do not forget to send it to us. Please do not send cash in the post.
There are numerous ways for you to get your funds to us.
- Cheque/postal order made payable to Hounds for Heroes and send to Hounds for Heroes, Unit 2B Rookery Farm Buildings, Ramsdean, Petersfield, Hampshire GU32 1RU
- Bank Transfer (B.A.C.S) pay directly from your bank account in to our bank account : Sort code 30 -99-20 Account No: 18546660
When transferring the money please include the following as payment reference (this will enable us to identify your payments) Surname/Company name and event name.
Things to consider:
Keeping it Legal
Seek permission where necessary and check legal requirements. Make sure you find out whether special licenses are required. This particularly applies to public collections, lotteries, raffles, sweepstakes, selling alcohol and food. There are also strict guidelines on children under the age of 16 being involved in fundraising.
Please make sure you have suitable insurance cover for example, Public Liability Cover and Event Cancellation insurance. Check with your venue and service providers (for example bands, catering, marquee hire) as they may already be covered.
Keeping it Safe
As the event organiser you must ensure the safety of participants. Not only are you required to comply with Health and Safety legislation but you may also need to consider First Aid and Fire Safety requirements. Your local council will be able to provide you with full details.
Thank You
Keep your supporters updated and always thank anyone who has sponsored you.
Financial Awareness
- Gift Aid
The Gift Aid scheme was introduced by the government in April 2000. It allows for the tax on donations made by UK Tax Payers to be reclaimed by the charity – equivalent to 25p for every £1 donated. Please complete and return the Hounds for Heroes Gift Aid Form. Ensure if you hold a sponsored event your sponsorship form has a tick box that people can use to declare this. Alternatively use the Hounds for Heroes Sponsorship Form.
- Match Funding
Many employers support ‘match-giving’ for charitable causes. Tell your employer about your fundraising and see if you can get them to match the amount you raise.
- Online giving
Set-up an online giving page it is a convenient and safe way for people to sponsor you.
Just Giving, Virgin Money and the Big Give.
Remember to give your page a closing date otherwise we will not be notified and able to thank you.