Resources  

 

Planning your event

A few tips to help you plan a successful event/activity:

Decide what kind of event you would like to hold 

Make it something which you and your friends/colleagues will enjoy    

Get together an events committee  

Family, friends, colleagues etc. The more people the better ... you will need lots of help with selling tickets, distributing posters/flyers, helping with fundraising at the event, setting up and clearing away         

Choose a date and venue 

Keep an eye on events lists in the local press to ensure that yours does not clash with anything similar. Also make sure that the date does not clash with national events, football finals, armistice day etc. Ensure that you have at least three months to plan and promote your event.    

 

Set yourselves a target 

Why not have a look at our Shopping List and choose a specific piece of equipment to raise funds for?  

Set a realistic budget (and stick to it!)

Quantify all costs which may be incurred and add a 10% contingency for any unexpected expenses which may arise (try to obtain sponsors for as much as possible) Take these from your anticipated income and you will have a rough idea of how much you will raise.   

Order your tickets/posters/flyers

We will be happy to help you with these if you wish.  

Think about additional fundraising at the event 

Raffle, tombola, auction, stand up bingo, selling souvenirs. Start asking for prizes immediately  

Invite your guests 

Give each committee member an agreed number of tickets for their friends, family and colleagues. Ask a couple of people to agree to have their telephone numbers published for enquiries/tickets (for security reasons do not give their names out). Wherever possible sell tickets prior to the event rather than on the day .. this will ensure that you can meet your budget.  

Promote your event 

Promote via the local media (events diaries in publications, on local radio etc.) Put up posters and distribute flyers in your local area. Tell us about your event and we will put details on our website  

Nearly there .... one week before your event

Double check everything! ....ticket sales, venue, caterer, MC, prizes, helpers etc. Organise floats for raffle, tombola etc. Prepare a running order for the event and ensure that everyone understands what their responsibilities are.    

The big day ... your event!

Should run like clockwork after all your planning! Ensure that everyone hands in monies raised during the event. If any of your guests would like to make a donation to the Dove House Appeal and they are tax payers, please don’t forget to ask them to complete a Gift Aid form. This will enable us to claim back an extra 28p for every pound raised from the Inland Revenue.  

Remember to say ‘thank you’

To your guests .... and let them have a rough idea of how much you have raised. And, most importantly, to your helpers!  

After the event ...

Please send in your cheque for the monies raised (please make payable to 'Dove House Love you 2 Appeal' and send to the Appeals Office, Chamberlain Road, Hull, HU8 8DH or, alternatively, we can arrange for a member of the appeal committee to attend a cheque presentation if you wish. If you would like a certificate to display to the public we will be delighted to provide this for you.  

 

For future reference, have a ‘wash up meeting’ to discuss what worked and what didn’t, what you could have done which might have improved it etc.