How to run a charity ball
Holding a charity ball for Great Ormond Street Hospital is a great way of raising money and with some helpers and our 'how to' guide it really is easy and very rewarding.
1. Planning for your charity ball
Who will you invite?
Date, venue tickets & timings
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Book a date that gives you time to plan effectively
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Book an appropriate venue. Do not forget to let people know it is for charity as you may get offered a reduced rate for hiring the venue
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Will the price of the ticket to your ball include food and drink?
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How many tickets will you need to sell to make the event viable? How will you sell these?
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Decide upon the duration of the event
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Recruit volunteers or setup a fundraising commitee to help you run your event and allocate everyone a job that they are comfortable with and uses their skills and experience
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Source a reliable photographer; catering team
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Promote the ball through local press, radio, posters, news letters and emails
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Create a realistic timeline for the evening and take into consideration the time needed to set and cleaning up
Other activities on the night
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Will you run a raffle or auction? Think about how you will obtain prizes (do not forget to buy books of raffle tickets)
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Organise entertainment like a live band, disco, magician or casino
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If you're asking for donations on the night, make envelopes for people to place them in
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Prepare a three minute (no longer!) presentation on the cause
2. Running your ball
- Remind your helpers/volunteers a couple of days in advance
- Run through your equipment check list the day before
- Check with your suppliers that they know delivery addresses and times
- Arrive early to set up
- Welcome your guests as they arrive
- Advise your guests of any fire escapes or health and safety matters
- If you can, take photos of the event, especially the prize giving
- At the end of the event take the opportunity to announce the amount you have raised
- When your guest have left, thank all your volunteer helpers
- Count any money raised that evening in front of a witness
3. Following it up
- Count, record and bank and get the funds raised
- Pay everyone that has provide you with any services
- Consult everyone that helped to run the event and find out what they feel went well and what they feel could be improved upon
- Ensure the businesses and individuals that provided auction and raffle prizes are informed of the event's success and thanked
- Announce the amount of money you have raised from the event where those who attended can see it
- Send a short press release about the event to local media with the photos
Please refer to our fundraising guidlines for additional information on planning your event.
We would love to see your photos and hear your fundraising stories so please feel free to post them onto our Facebook Page.
