Organise your own event

Start at the very beginning and get the basics right!

You will need to have a think about a few practicalities to be sure your event will run smoothly.

What type of event should I organise?
There are a lots of tried and tested ways to fundraise in the community – you just need to find the right one for you. Check out some of the favourite ideas.

Is it a raffle or is it a lottery?
Holding a raffle? That is no problem, so long as the tickets are sold and drawn on the same day. If the tickets are sold before the day of the raffle then you will need to obtain a lottery licence from your local authority.

What is the best time to hold your event?
Choose a date that is best for you and your friends and colleagues and remember that you will need plenty of time to organise it (it might take longer than you think). Try to avoid competition by finding out when other events may be happening around that time.

Where is the best place to hold your event?
Choose a venue that is large enough and has all the amenities you will need. If you would like to sell alcohol or have live music, make sure it has the necessary licence. (find out more in our tip ‘Will it be alright on the night’).

What is the budget?
You might want to dive straight in with organising your event, but it is important to work out a simple budget at the very start of your planning. Include all the costs you expect to incur (promotion, equipment, etc.) and estimate how much money will come in (tickets, sponsorship, etc.).

Can you reduce your costs? Perhaps through donated goods and volunteers’ help? Might any local companies be interested in sponsoring your event or be willing to donate raffle prizes?
Set a review date before the event and donot forget to think about when things need to be paid.

Add the pizzazz
Stand out from the crowd with all the promotional materials and merchandise you need.

Make your own event posters and flyers
Download the Histio UK logo and make striking posters and flyers of your own.

If you are in need of any extra items, like T-shirts, balloons then contact the Office at Histio@HistioUK.org

The bigger the better!
Tell as many people as possible about your plans? You can get in touch with your friends, colleagues, the press and your local community, tell the Facebook page ‘Histio Champions’
Get social

A great way to get the word out there is via social networking websites such as Facebook and Twitter. Set up your own social media page for your event. Why not get the conversation going by holding competitions, or offering special deals for your followers? You can also use social media to keep people posted, share photos of your progress and generally boost the excitement about your event.

Help local media to tell your story
Promote your fundraising activity through local media. You could get in touch with newsdesks at local newspapers or try to get the local radio and television stations interested in your event. You could invite the local press to attend your event on the day – send an invitation at least two weeks in advance and do not forget an invitation for one of their photographers to come along.

After the Event
Write your own Press Release and send the local newspapers local radio and television stations the story of the event and a jpeg version of one or two photos.

Spread the word at work, school and among your friends
Use your contact lists and email contacts and internal websites, newsletters or noticeboards. Your friends, colleagues and employers will often be keen to hear your news, see pictures and follow your progress.

Good luck and we wish you lots of great coverage for your events.

How to Bank your money
Please have a look at the Keep it safe and legal section to make sure your event runs as smoothly as possible. Then, once all the hard work is done, all you need to do is pay in the money using one of the following methods:

Online
To make your donation go as far as it can, the best way to donate to Histio UK is to simply pay any cash into a bank account and then make an online donation. Click here You can also set up an online sponsorship page with JustGiving or Virgin Money Giving, and we will receive all of your money directly from there.

By bank transfer
We can also send out our bank details and a unique reference number for you to make your donation by BACS transfer. All we need to know is your full address and as much detail as possible about how the money has been raised.

By paying-in-slip
Alternatively, we can send you out a paying-in-slip which you can use to deposit both cash and cheques at any HSBC. Again, all we need to know is your full address and as much detail as possible about how the money has been raised.

By post
If you have sponsorship forms, Gift Aid forms or cheques that you wish to send to us, please telephone or email for the correct postal address.

Whichever way you choose, we will send out a thank you to you over email or in the post. But if you would prefer not to receive one, let us know and we will save our postage stamps for next time.

Will it be alright on the night?
Try to think of all possible scenarios, and you will be ready to enjoy your event, whatever happens.

Before any event
• Equipment – What do you need? Write a list so you do not forget anything.
• Helpers – How many do you need? Remember to ask them in plenty of time
• Contingency plans – What if it rains? Do you have a Plan B? Are there extra resources or emergency cash available on the day? Don't be afraid of cancelling or postponing an event if necessary.

On the day
Do you have a checklist of all the things you need to do so you do not forget anything. Double check your equipment, brief your volunteers and arrange some refreshments. Decorate the event venue with posters and balloons and display any merchandise you have.

If possible, announce the anticipated amount to be raised from the event, reminding everyone why the money is being raised and say a big ‘Thank you’.

After the event
Do not forget to thank everyone who helped out on the day. Then count up the money raised and send it, bank it or donate it. Do not forget to declare Gift Aid when possible and help your contribution grow.

And most of all, a BIG thank you.

Help ensure that we can continue to bring you this vital informational material, make a donation today

Please use the form below to contact Histio UK

When we are out of the office and over holiday periods we have limited access to email and telephone. We will respond to your enquiry as soon as it is possible or upon our return. Thank You.

Telephone: 01733 309619 - Please note this is not a 24 hour number - 9am to 5.30pm

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