Top tips

Here are our top tips for organsing an event and making your fundraising successful!

If you're a first time fundraiser it can be a little daunting and knowing where to begin can prove tricky. Here are some helpful tips to help you get started and make your event a success.

Even if you have been successful fundraiser before, you may still find something useful - so be inspired, have fun and help our team to be there, caring when it matters.

Plan, Prepare and Perfect!

You will need to think carefully about the event you have in mind, so before you start, put an action plan together. Be sure to consider the following:

  • What type of event you would like to put on?
  • Are similar events already taking place in the area?
  • Avoid clashing with other big local events or national ones that are televised
  • How long it will take you to organise it?
  • Who you could contact to help you?
  • Do you have time to organise everything or do you need a committee?
  • How much do you want to raise in relation to the effort involved?

Choose an event that you'll enjoy planning and that other people will enjoy taking part in. It's also a good idea to have one person in overall charge of things, or leading the group.

Publicise and Promote

The key to successful fundraising events is advertising. You will need to consider all of the the options you have for reaching people most likely to be interested in your event.

Know your market and how to connect with them - e.g. for a youth centred event tap into social networking sites and think about video sharing.

Other ways of promoting the event might include invitations, posters, intranets and notice boards in community spaces as well as advertisements in your local paper. We have a Communication Team at the Hospice willing to support and advise you in relation to press releases and getting editorial coverage in the press.

If you have a personal reason for supporting and raising funds for Princess Alice Hospice and if you are happy to, why not share the reason with potential supporters and the local press as it will bring your event or challenge to life. This will then help you get greater awareness and perhaps reach your fundraising target faster.

Pennies and Pounds

You need to know and stick to your budget to become a financially successful fundraiser. Be sure to think of all of the costs including the small ones.

Costs may include postage, printing, photocopying, equipment, catering and hire charges. You should utilise all the contacts you have - friends, family, work mates and employers - and you could also try to get individuals or local businesses to donate the things you need, but please talk to our Community and Event Fundraising team before making any approaches as we may have recently asked for people's support.

Your event income might include ticket/entry fees, sponsorship, donations, raffles, auctions, advertising, sale of goods and refreshments. The one thing to always think about and to ensure is that your expected income is much higher than your costs!

Important things to consider:

  • Think about when you will receive the money - before, during or after the event?
  • Make sure you have somewhere safe to keep the money
  • Have a witness during the counting of money for your peace of mind and protection
  • Keep careful accounts and show exactly how any money has been handled

    Pledges and Promises

    If you decide to do a sponsorship event then there are a few things to remember to ensure you hit your target! You may well have a personal goal for your event - but remember to set a goal for your fundraising too. This will help you to work out how many people you will need to ask for sponsorship and how many activities you will need to do!

    Think big and make a big difference!

    Registration fees normally cover the cost of the event, so if you take part in a challenge event we rely on you fundraising as much as you can in order to help us provide vital patient care. If you are arranging the event yourself, you can still use these tips to ensure you get as much sponsorship as possible!

    JustGiving

    A simple and easy way to fundraise is by setting up an online fundraising page.  The money is taken from the donor's account as soon as they sponsor you , so there will be no need to go round knocking on doors, sending reminder emails or chasing them on facebook to get the sponsorship money after the event.  And by going online you can reach all those friends, family and colleagues you don't see every day. Support a local charity but go international in your fundraising approach!

    To set up an online sponsorship page: head to www.justgiving.com

    Click the ' create your page' button; you will then be taken to the 'about your event' page. You can then either choose a Hospice organised event from the events listed, or scroll to the bottom of the page and create your own event. Select an event type from the drop down and follow the on screen steps to set up your page.

    Please note: In order to create a sponsorship page you will need to register with JustGiving. If you are not already registered, you will be prompted to do so.

    Ask friends and family to sponsor you first

    Once you have an online webpage or if you choose the traditional paper form, be sure to ask your closest friends and family to sponsor you first.

    People will always follow a leader. If you get the first few people to give generously, you will probably find that others will follow suit.  For example, start with a £10 / £20 donation, and it is unlikely that people will put £2, but start with a £2 donation and people will follow by and also put smaller amounts.

    Following this advice should help you hit your target faster.

    Gift Aid it

    Please remember to always ask your sponsors to 'Gift Aid' their donation.  This means that Princess Alice Hospice can claim an extra 28p for every £1 donated.

    It will not cost your sponsors any extra and we won't put their details onto a database without permission - but we will need their full name, home address and postcode to be able to claim the Gift Aid on their donation.

    Extra from your employer

    Be sure to ask your company if they have a Match Funding scheme.  For every £1 you raise they donate the same, it is an easy way to double your money and an extra incentive for your colleagues and friends to sponsor you.

    Make the money count right from the start!

    Once you have raised lots of money be sure to send it to us ASAP so that your money can make a difference to patient care and support right from the very start.

    Two things to remember:

    Please do not send cash in the post and try to encourage people to write their cheques payable to 'Princess Alice Hospice'.

    Finally, have fun!

    Enjoy your fundraising - not only will you raise more money, but your supporters/sponsors will enjoy the event as well.  And sponsors will also have the added great feeling that comes from knowing that they are helping our patients and their loved ones.

    For further information and best practise for event fundraising visit www.institute-of-fundraising.org.uk/About+Fundraising/information/event-fundraising