Tips on how to run your events
UKCE have done many events over the years and we have learnt from other events that we have been involved in and our own. Here are some tips which could help your event
What sort of an event is it going to be?
Decide on what sort of event you would like to organise. How will your guests be wined, dined and entertained. Will your event be casual or formal? Women like formal events as it gives them a chance to dress-up, or will it be a men’s only evening? When you have decided, set a plan of your objectives you wish to achieve, this will enable you to monitor your progress right upto the date itself.
If the purpose of the event is to attract existing or potential customers so that you can promote your company to them before, during or after the meal, then you must take extra care over whom you choose to speak and will almost certainly have to establish a generous budget. Wealthy business people, like your clients, are hardly likely to fall over themselves to attend an event where the speaker is someone they have never heard of. If you intend to use the speakers name on invitations to attract your best customers, you’ll need to use an impressive name and will need the budget to achieve this.
Venue/Price?
Find out how many guests your venue can hold and make sure your sums add up; remember you need to cover the costs of the meal, speaker, comedian and MC. You will also have additional charges such as programmes/tickets/leaftlets/poster printing. You must try to cover the costs of these in your ticket sales. Make sure you have some money left over before the evening takes place as something always crops up. Don’t worry if you have not made any money before the evening starts you will raise this in the way of the raffle and auction however you will need a strong MC to push this.
Speaker/Comedian/MC/The Date
Make sure you pick the right speaker for your evening. If you are trying to raise money for your Football Club then don’t book a cricketer, if your evening is going to be mixed then ask and we will recommend someone who will go down with both sets of the audience. Establish a realistic budget when booking a speaker. Your search for a speaker can be narrowed or broadened based upon your budget. Do not choose a date and book a venue if you particularly want a specific speaker or comedian before checking on his or her availability. You must be prepared to be flexible. UKCE always have a rule of thumb announce your date within a 3 month timescale so you have time to promote, sell and organise.
Do not rely on anyone else to arrange the speaker for you unless they are professionals and can offer you a contract. Especially do not rely on a friend or colleague who says, for example, “they know a big star” and can arrange for him/her to speak at your event “as a favor”. This has never been known to work, especially if the big star is offered a paying job on the same day as you’re unpaid or low paid ‘favour’ job. Guess which job will be cancelled! When working with someone ask for references and find out what events they have been involved in.
Price
If you are organising a fund-raiser or benefit for a worthwhile cause or charity, do not be frightened to charge a good price for the tickets so that you can afford a decent speaker. Remember depending on the venue and your numbers you could look at a Corporate Sponsorship and charge that little bit more for your tickets for very minimal investment. I.e. Logo’s on tickets, VIP drinks with the guest speaker, mention on the night ETC.
Selling your tickets
Always go for the low hanging fruit for example if you are trying to raise money for your football team ask the players to support the event and their friends and family even set a competition for the team. Ask the sponsors and suppliers to support the event and any local businesses. Once that has dried up, then ask the local press to help. If you are trying to raise money for a well worth need they will be happy to help. Remember you have radio also. Depending on the speaker you could let the newspaper or radio station interview the guest speaker on the night in exchange of any publicity to promote the event. If all else fails you have direct marketing such as leaflets and posters.
Misc
Many people will forget the PA system – this could break the night completely – you could have the best Speaker, Comedian, MC and memorabilia but if no one can hear you then the night will STOP! Make sure you have got a good PA System and a Back Up system – you may not need one, but for sake of a hundred pounds invest in one, you would not drive a car without insurance would you.
Once you have decided if it’s a mixed or a Gentleman’s evening you must stipulate the dress code if not you will have people turning up in jeans and a t-shirts just looking to get drunk and not interested in helping the fund raising side these people generally do not take part in the raffle/auction so you are not going to raise any money if most of the room is full with people who just want to get drunk.
Seating arrangement
Make sure everyone can see the top table.
Auction Items
You can get anything to auction off to raise the money however if you are focusing on the typical sportsman’s dinner then it will be signed sports memorabilia be careful who you purchase this off. We see many things that people buy and most things are Fake! If you sell an item for X thousands of pounds and its Fake then that person will be after you for a refund.
Try and get as many things free such as signed football tops/ball’s from your local professional football clubs around your area, match day tickets etc.
Remember the raffle: how are you going to award people the prizes? Will it be stand up bingo/heads and tails? Again with the raffle ask for these to be donated, people/businesses will be happy to help a well worth cause. If you feel you want to give something back to them why not mention the person or the company in the evening programme.
Remember organising a Dinner is hard work but providing you have a plan and stick to it you will succeed!
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