Make Your Next Fund Raising Event a Success

Planning a successful fundraiser takes time, and careful consideration. Whether you are raising money for a local charity, soliciting donations for a community recreation center or rallying support for a political candidate, too much rests on the success of your event to let any aspect of the planning go unscrutinized. That includes the venue you choose to host your event.

Timing

For most fundraisers, time can be an enemy, and it is important to begin planning well in advance of the event itself. Giving yourself a minimum of six months planning time will allow you to check and double-check all aspects of your agenda. If there are conflicts, budgetary issues or flaws in your program, the extra time will give you the opportunity to make any necessary adjustments. Early planning will also give you ample opportunity to secure the venue you want, on the date you desire. Remember, fund raising events tend to come in clusters, and you may have other organizations looking to book the venue you want on, or around, the date you have set for your fundraiser. Giving yourself extra time is giving yourself extra flexibility.

Budget

The first consideration in planning any fundraiser is the budget. Regardless of the purpose of the event, your budget will lay the groundwork for many of the decisions to come. Knowing your budgetary restrictions will help you determine how many guests to invite, the location for your event and what refreshments and entertainment you will be providing. Setting your spending limits early will also help to ensure that you don't go over budget, and find yourself facing a financial shortfall before the fund raising can even begin.

Choosing an Event Space

Once you have set your budget, and have finalized your guest list, it will be time to look for an appropriate venue in which to hold your event. Choosing the right event space is vital to a successful fundraiser. The first consideration is location. The venue you choose should be centrally located to all of your guests. It should be easy to locate, and should provide ample parking for everyone who will be attending your fundraiser.

The next consideration is the hall itself. Most event centers can offer a choice of rooms to suit both the size and purpose of your gathering. You will want to choose an event space that can comfortably accommodate all of your guests, and that can be modified to create an attractive and inviting atmosphere. Making your guests feel welcome and comfortable is a priority, so choose the event space carefully. Visit the venues you are considering in person, and take a short tour of the premises. Check to see that they offer easy access for your guests, adequate parking, suitable handicap facilities and well maintained restrooms. A short tour of the event space will also give you a chance to talk to the management, ask about their experience and solicit any suggestions they have for making your fundraiser the success you desire. An event coordinator's professional expertise can help you to avoid any pitfalls in the planning of your fundraiser.

As you tour the event facilities, you may want to inquire about available staff for your event. While most of the fundraiser's staff will come from volunteers, and from members of your own organization, you will need some on-site staff to handle various venue specific functions. You will want to ask the events coordinator, or the venue's management, about the availability of security personnel. You will also want to find out if the venue offers valet parking, and if they supply the necessary employees as part of the total rental agreement. While you will be handling much of the staffing at your event through volunteers, some things are best left to the venue's on-site professionals.

Once you have chosen the event space for your fundraiser, it is time to think about d矇cor. In your consultation with the venue's management, be sure to ask what they can provide in the way of furnishings and decorations that can be used to suitably dress the event space for a gala evening. The venue should be able to provide all of the necessary furnishings, including chairs, tables and podiums, as well as wall decorations and potted plants to liven up the room. They should also be able to provide any audio/visual equipment needed for speeches and presentations throughout the evening.

With the venue secured, and the decorations and staff in place, your fundraiser is well on the way to success. Attention to detail is the secret to any successful event, and by choosing the perfect entertainment space for your fundraiser, you have laid the foundation for a memorable, and profitable, evening.