How to Plan a Charity Event
Plan a Charity Event

Are you looking to plan a charity event? Want to help a non profit? Here is your charity event checklist that will help you plan the greatest event this summer. Let's jump in! We're going to take a look at five questions you will need to ask.

#1: What is the budget when you plan a charity event?

Before you brainstorm any great ideas or even begin to dream about the location for your charity event, make sure you know how much money you are able to spend. Most charity events have a purpose to raise money or awareness for a special cause. While some organizations will have large donors who want to make the event outstanding, others will be on a much tighter budget.

Make sure to know the budget of your event before jumping into event planning. If you are the event coordinator, make sure to meet with the decision maker for the organization you are representing to make sure you are on the same page with finances. Here are a few items to remember that must be included in the budget:

  • Venue
  • Vendors
  • Decor
  • Food/Drink
  • Advertising
  • Party Favors

#2: What is the purpose of this charity event?

If you are leading an organization and hosting the charity event, make sure to decide the purpose for this event. When you plan a charity event, you want to make sure you know the why. Are you raising money for a new project? Are you trying to gain awareness? Are you looking to build up new partners and donors? What is the purpose for this event?

Choosing your goals and desires before the event planning begins will help you to stay on course and know what you should spend money on along the way. There will be plenty of opportunities to spend money so make sure you know what is the most important thing. If you are the coordinator, make sure your client has given you their desires so you can make sure they are happy with your work in the process.

#3: Where is the charity event going to take place?

Location. Location. Location.

The venue you choose to host the event is extremely important. When you plan a charity event, make sure you choose a location that looks great and fits the needs of your event. Are you looking for a Los Angeles performance venue? Do you need an event space with storage? Maybe you want a more downtown vibe! There are so many options. Make sure to know your budget and know what you need for event so you can make an educated decision.

Here are some questions to ask when looking for the right venue:

  • What rooms are available to me with this package?
  • What about the parking?
  • What time can I come in to set up?
  • What tables do you have available?
  • What AV and media can I use?
  • Can this be recorded to show to future partners/donors?
  • What decoration can I do?
  • What in-house team is available to me?

#4: Who is coming when you plan the charity event?

When you plan a charity event, the guests are usually the most important person at the event. Typically a nonprofit organization is trying to share information about their cause and gain new partners. Knowing who is invited to the party is very important.

Once the guest list is made, get the invitations out with ample time for guests to respond. Send a follow up invite and make sure they remember about your event. If this is an open-invitation, you may want to invest in some marketing to get the word out.

#5: What do you want the guests to do when you plan a charity event?

Once the guests arrive, what will they do at this event? What is the theme? What is the feel? Is this a formal event or is it more casual? Will there be dancing or will it feel more like a business meeting? You will need to answer these questions before the event.

If you want dancing at this event, think about hiring a DJ and create a dance floor so it is clear for the guests. If there is going to be a presentation, make sure you choose a venue with a stage and proper AV equipment. If there are going to be raffles or a silent auction, prepare for those things and make sure the venue has the proper tables and equipment needed. You can always rent additional furniture for your event as well.

If you are able to answer these five questions when you plan a charity event, you will be well on your way to have a fabulous night! You may even get some new partners and donors along the way. Here is another great article for you to check out for planning a charity event.

Frequently Asked Questions

Q: What is charity?
A charity event is typically an event that is a fundraiser to raise funds for a nonprofit organization. These are typically organizations with a mission for the greater good of society. These events tend to help children, the marginalized, and those who are hurting.

Q: What are some popular charity summer party themes? 
A: Some creative and popular charity event themes in the summer include beach parties, tropical luau, Hawaiian parties, picnics, BBQ, and rooftop party themes. 

Q: How can I make my charity event more engaging? 
A: To make your corporate summer party more engaging, you can add fun activities such as lawn games,  photo booths, scavenger hunts, or team-building exercises. You can also hire a DJ or live band to keep the energy up.