When
Choose a date that is best for you and your supporters and remember that you will need time to organise it. Try to avoid competition by finding out when other events may be happening.
Where
Choose a venue that is large enough and has all the required amenities. If you want to sell alcohol or have live music, make sure it has the necessary license – further details are available on the keep it legal and safe page.
Budgeting
Work out a simple budget at the 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). Can you reduce your costs through donated goods or company sponsorship? Set a review date before the event and don't forget to think about when things need to be paid.
Practicalities
Publicity – Do people know about your event? Find out how to add sparkle to your fundraiser and let people know about it. Do you need sponsorship forms, gift aid declarations, collection buckets, etc? Would you like t-shirts for participants to wear, balloons to decorate your venue, banners, etc? It's all part of adding sparkle to your fundraiser.
Equipment - What do you need? Write a list so you don't 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.
It'll be alright on the night!
Write a checklist of all the things you need to do so you don't forget anything. Double check your equipment, brief your volunteers and arrange some refreshments. Decorate the event venue with Macmillan posters and balloons and display any merchandise you have. Remember: merchandise should only be offered in return for a donation rather than sold for a fixed price but you can suggest a minimum donation.
If possible, announce the anticipated amount raised from the event, reminding everyone why the money is being raised and say a big THANK YOU!
After the event
Don't forget to thank everyone who helped out on the day.
Get that money working by sending the funds raised together with your sponsorship forms to your local fundraising office (cheques made payable to Macmillan Cancer Support). The quicker you send your money in, the quicker we can put it into use.
Useful documents
Gift Aid declaration [PDF, 42 KB]