Seven steps to a successful event

1. Decide what type of event you want

Think about the size of the event and what sort of activity you want to do, or whether you may have an occasion you might tie the party in with.

2. Set a date

Make sure your chosen event date doesn’t clash with any big events – major sporting events or football matches, school holidays etc. You want to make sure as many people as possible are going to be able to come along, and be careful not to choose a day where travel might be very difficult.

3. Get your action plan together

Make a checklist of all the tasks you need to complete and who is responsible for doing things. Don't forget to check any legal requirements.

Why not take a look at our planning checklist to help you get organised.

4. Set a target and draw up a budget

A target helps you to be focused and keep you going - not too easy but not impossible! If you make your first target more quickly than you expect, you can always set another.

You need to draw up a realistic budget and try to account for all expenses at the earliest stage possible. You don’t want to get any surprise charges further down the line. Always try to keep costs to a minimum. As a guideline, we recommend spending no more than 25% of the expected income from the event on costs.

Some cost saving/profit maximising tips

• Include some money making activities in your event, e.g. organising a raffle, and selling refreshments.
• Try to persuade local companies to provide raffle prizes, food, and decorations free or at a reduced rate.
• Find out if the place you work operates any sort of ‘matched giving scheme’, where the employer matches the amount of money you raise.
• Make sure you’re clued up on the legalities of holding a raffle, and check on any other licences you need.

5. Get friends and family involved

You will have lots more fun working together on your project and you will get the benefit of other people’s experience and skills which all contributes to having a fantastic event!

6. Spread the word

Get the message out there – email invites to send to your guests (friends, family, colleagues, customers) and put up posters. Use the intranet at work, your facebook or twitter. Try to get your local papers and radio stations involved – read our guide to promoting your event. Remember, you need to include the following statement in any publicity material:
‘Name of event’ in aid of Friendship Works, registered charity no. 1017460.

7. Remember to say thank you

After your event, make sure you thank everyone who was involved and let them know the total amount of money raised. They are sure to appreciate this and might even offer to help at your next event.

And when the money starts coming in…

Any funds that you raise on behalf of Friendship Works legally belong to the charity, so make sure that you organise separate banking facilities or send in cheques made payable to Friendship Works.