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Organising your event

OrganisingPromoting your event

You’re going to a lot of trouble to organise your fundraising event so make sure you promote it well.

The most important information to put on your publicity material is What? When? Where? as well as how to get more information. Don’t forget to say for whom you are raising money.

If you’re producing posters, leaflets or programmes and need a copy of the LJMC logo, please contact the Appeals Office.

Don’t forget social networking websites such as Facebook to help spread the word.

Press

If you need help with contacting your local paper, please contact the LJMC Press Office who will be happy to help you.

Most local papers don’t like to be used for free advertising in advance of an event. However, they are usually happy to report on your event afterwards.

If the paper isn’t able to send a photographer along, take lots of photographs yourself and they may use one of those instead. They’ll like one of people, preferably involved in ‘doing’. They aren’t too keen on snaps of a group of people just staring at the camera though so it’s worth taking some effort to compose your shot.

We’re always pleased to receive your photographs for the LJMC newsletter as well.


Planning

P-L-A-N need not be a four-letter word! Without planning, however, you run the risk of using quite a few of them!

Our advice is to take a bit of time to plan your event and anticipate any potential snags. Then, if the unexpected happens, you’ll be ready for it – or at least so well organised that you have the resources to cope with it.

Keep things simple and enlist help – don’t try to do everything yourself.

Compile checklists for what you need to do, what you need to buy or bring on the day and who you need to speak to and use these to track progress. The satisfaction of ticking off your achievements cannot be underestimated.

On the day

This is when your planning pays off.

  • Use your checklists and nothing will get forgotten.

  • Delegate, delegate, delegate! As the organiser of the event, everyone will be asking you questions so don’t tie yourself down with too many jobs – keep yourself free to deal with them.

  • Don’t get stressed – enjoy the event! You’ve worked hard for others to have fun, so make sure you do too!

Dealing with cash

Dealing with large amounts of someone else’s cash can be daunting but it needn’t be. Establish good, safe procedures and all will be well. Taking basic precautions will protect the cash – and you!

You may want to keep hold of the money until the event is over and send it to the LJMC in one go. Alternatively, if you are taking money over a period of time ahead of your event, you may prefer to send it to the LJMC as you go along.

If you’re not sure what to do, give the Appeals Team a call for their advice.

Afterwards

Don’t forget to say ‘thank you’ to everyone who has contributed to your successful event. It can also be useful to make a note of any feedback, ideas and tips for next time so you can turn any mistakes into future successes.

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Staying legal

There aren’t too many legals bits you need to know about running a fundraising event but there are a couple of things that we draw to the attention of our supporters:

Licensing

If you are selling or supplying alcohol or providing live entertainment at your event, you need to have a licence (the same licence now covers both these activities). Licences are issued by the local council where the activity is taking place.

It’s always worth checking whether or not the venue where you are holding your event already has a licence. If it does not, you may need to apply for a Temporary Entertainment Notice (TEN).

You can find more information about licensing on the website for the Department of Culture, Media and Sport.

Raffles & Lotteries

Many fundraising events include a raffle. This is a great chance to boost income and squeeze a little extra out of your supporters. Don’t worry – they expect it!

Raffles come under the Gambling Act 2005 and there are a few things of which you should be aware.

  • Most raffles at events are classified as ‘small lotteries’. Usually, cloakroom tickets are used and these may only be sold at the event.

  • If you want to sell tickets in advance, you need to obtain a licence from your local authority and have tickets printed. You will also need to submit a return to the local authority after the draw.

  • The maximum price you may charge for a ticket is £2.

  • The price of every ticket must be the same. So, for example, you cannot sell five tickets for the price of four.

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Staying safe

Before you get too far down the line with planning your event it’s important to undertake a risk analysis.

  • What could wrong?

  • How can we make sure it doesn’t go wrong?

  • How will we manage if it does go wrong?

You can’t eliminate all risks but you can take steps to minimise the chances of accidents. Areas to consider include:

  • First Aid

  • Fire hazards

  • Evacuation procedures

  • Trips and slips

  • Food hygiene

  • Adequate signage

Insurance

It is the responsibility of the event organisers to arrange appropriate insurance cover for the event. The Lynda Jackson Macmillan Centre does not provide insurance cover for people organising events on its behalf nor can it accept liability for loss, damage or injury to participants taking part in a fundraising event.

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Last updated: May 17, 2012