8 step event plan

Planning can make all the difference in holding a successful event.  To help you reach your target, and ensure that your fundraising event goes smoothly, here is our event planning guide to help you along the way:

Step 1: Put your ideas on paper 

Write down how the event will be organised and how you are going to raise your target.  Make a list of all the individual tasks which need to be completed.  Think about the following:

What sources of income will help you reach your target? (E.g. ticket sales)

Are you going to use a giving website like JustGiving?

How much will it cost to hold your event?  Can you get things donated to keep your costs low?

How long do you have to organise the event? how long will each of the tasks take? When do you need to start each task?

Step 2: assemble a team

Unless you are holding a very small event you will probably need some helpers. Ask family, friends and colleagues if they can help you out in the run up to the event and on the day.  Many hands make light working!  Explain clearly to your helpers what they need to do and make sure they all know their roles.

Step 3: find a location

Find a place to hold the event if you don’t already have one. Depending on the event you could use a school or church hall, a local sports or social club, or a private room in a restaurant or pub.

Tour the facilities to check there is enough space and to find out what facilities are available to use. Consider how accessible the venue is and how people with mobility needs will access it.  Ensure there are enough toilets and consider whether attendees will need baby changing facilities or accessible toilets.  Think about how people will get there - are there public transport links, and is parking available?

Step 4: set a date

Give yourself enough time!  For a smaller event a couple of weeks might be enough.  For something bigger you should allow a couple of months.  For a really big event like a ball, you should allow at least a year if you can.  Remember many people go away during school holidays and major public holidays.

Step 5: Publicise your event

Use our 'make my own' feature to create posters and leaflets that you can circulate. Think about local venues that might agree to display posters such as libraries, gyms and supermarkets. 

Don't forget to invite your family, friends and colleagues, as well as contacts through social groups or clubs.  Word of mouth is the most effective selling tool so get your friends sharing your event on Facebook and Twitter.

You might want to send out a press release to local media. Email fundraising@alzscot.org for a template you can customise for your event.

Step 6: Hold your event

Hopefully everything will go smoothly but there may be a couple of things that don't go to plan. This is where planning, and recruiting helpers, pays off. You may have to think on your feet so be prepared to respond to unforeseen circumstances. After the event remember to thank anyone who has helped.  Finally, remember to enjoy yourself!

Step 7: Pay in the funds raised

Click here for a money return form which you can send, with a cheque for the funds raised, to us at Alzheimer Scotland, 22 Drumsheugh Gardens, Edinburgh, Eh14 1PN. 

You can also pay the funds raised to us online by visiting www.alzscot.org/donate.

Alternatively you can pay the funds over the phone by credit/debit card, or directly into our bank account.  If you wish to do this call the a fundraising team on 0131 243 1453. 

Step 8:

Congratulate yourself on helping Alzheimer Scotland make sure nobody faces dementia alone. Your support will make a real difference to people's lives - we are so very grateful.

Create your own

Got a great fundraising idea?

Why not make your own personalised promotional materials. 

I want to create my own

Need Help?

Having problems? Get in touch by telephone on 0131 243 1453 or by email to fundraising@alzscot.org