Your handy guide for organising

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1 Your handy guide for organising balls dinners

2 Your event A Charity Ball or Dinner is a really fun event and a fantastic way of raising money and awareness. It gives a chance for people to come together to support Sarcoma UK, and have a great night whilst doing so! You may already have a clear idea of your event which is great! Let your imagination run wild and dream up a real night to remember! Leona Rankin from The Boom Foundation organised her first Ball: It was an incredible night, with over 300 attending and raising over 20,000. The idea was simple, black tie and an unforgettable venue. The Titanic Belfast was just that venue, where the famous ballroom would set the scene for a night of glamour complete with a jazz quartet. Lynns the Jewellers donated diamond earrings and a necklace which were locked in a glass cabinet at the front of the room. Each guest was given the opportunity to buy a gold key, only one of which would open the glass cabinet. This was a key prize but we had many other prizes which were then auctioned off by a professional auctioneer. It was important to have a compere that people would recognise and who could run the evening s night with humour and an air of professionalism, Boom had the pleasure of John Daly s company for the evening. A great band topped the evening off where our guests, full of good food and wine, danced to the early hours of the morning. Although a great deal of work went into making the night a success it was just that, a success. We raised awareness of sarcoma and The Boom Foundation whilst giving people an unforgettable evening of fine dining and entertainment. We cannot wait to do it all over again!

3 Thank you for choosing to support Sarcoma UK. We really appreciate your time and efforts, and are here to help you along the way! Sarcoma UK is the only cancer charity in the UK focusing on all types of sarcoma. Our mission To increase knowledge and awareness of sarcoma through ground-breaking programmes that inspire involvement and transform the landscape for everyone affected by sarcoma. Awareness Research Support & Information The basics When? Who? Friends, family, business contacts, the general public? Once you have a clear target audience, use this to book your venue. Pick a date and time that gives you enough time to plan your event. Once agreed, a Save the Date is a great start to getting the ball rolling! Where? Research and source a venue, speak with the managers and let them know that it is for charity (they can often give discounted rates) and Sarcoma UK can provide you with a Letter of Authority, an official letter from us, informing the Manager that you are fundraising for us. How much? You will need to put together a budget for your event. First, look at your costs (try to source things in-kind where possible) and use this as a basis for setting your ticket price. Ensure your income exceeds your costs. How many tickets do you need to sell to ensure your event raises money? Help Recruit others to help you with your event, volunteers can help you set up and run the event. Forming a committee where people take on certain roles and responsibilities is a great way to ensure your to do list gets ticked!

4 The activities Some popular activities you might like to think about including are: Auctions Live, silent or promise auctions are always really exciting activities, as people try to outbid each other for signed sports memorabilia, holidays and experiences. Sit down dinner If your event is taking place at a hotel or pub, you may want to offer a special meal included in the ticket price. Entertainment This could be anything, from live music to magicians to stand-up comedy! Raffle An old favourite and one that doesn t ask a lot of money from people. To get more prizes, encourage guests to bring along a nice donation. Games Another way to involve everyone without asking for a large donation. You could choose children s games, simple roll-the-dice games, or the fun favourite Head or Tails. Many people like to have a fun themed night a masked ball for example. This is where you can get really creative, possibly offering prizes to the best outfit! The budget It s important to think about budgeting whilst organising your ball so that the amount you raise is significantly more than the amount spent. It is key to set yourself a realistic fundraising target. Questions to bear in mind are: How much will the event cost to run? How much is venue and entertainment hire? Catering, can you get sponsorship? How much will you charge for tickets and how many will you offer? How much are your guests each likely to donate (i.e. will they just buy tickets, or will they engage in all the activities planned)? What fundraising activities do you have planned that may encourage further donations? Do you have links with local companies who may wish to sponsor the event? Hiring a photographer? You don t want to miss those special moments! Try and get people to donate their services, this way you will cut down on your costs. Ask around friends and use Facebook and Twitter to find people with the relevant skills.

5 Tell people! There are several ways to get your event in the spotlight! Pre event Sarcoma UK materials we can send you out posters, balloons, stickers, T-shirts and leaflets, highly effective in raising awareness. Wear your T-shirt whenever you can and put leaflets and posters in local shops, bars and community centres! We can provide all these things to help you with your event. A brilliant way to get word out there about your event. We have a standard press template that you can send off to your local papers so the wider community know what you are doing and why. Facebook and Twitter this is a fantastic and very time efficient way of letting people know what you re up to! Encourage friends to share and retweet to get word out to another audience! On the night Your event is a prime opportunity to further engage with your guests. You can do this by: Decorating your venue with Sarcoma UK branded materials Having a short speech by someone with experience of sarcoma or an expert More subtly, running a silent video throughout the night so that guests can watch between conversations. You can request a copy of Sarcoma UK s video Sourcing a photographer, you ll want to capture all those golden moments! Post event Thank, thank and thank! A thank you goes a long way! Use this to share your successes from the night. How much did you raise? How much fun did you have? Collectively, you all made an impact on sarcoma awareness, research, support & information. Keep it legal! It really is essential that your event is completely legal. The key things to keep in mind are: Insurance Although you are raising funds for Sarcoma UK, legally you are acting separately from the charity, which means our insurance won t cover you. Check that your venue covers you for the planned event. Children Children must be supervised by a parent or guardian at all times. If you have other adults looking after them without supervision, they must have the relevant checks made. Licensing If you have live music, a raffle, a casino or are selling alcohol, you must check to make sure you have the appropriate license. Food If you are serving your own food, make sure that it is stored and handled to meet Health and Safety standards to avoid illness! Risk assessments Make sure you have covered your own back by making a list of anything that may go wrong and what action must be taken to avoid this (e.g. Missing bags or coats, ensure that you have somebody on cloakroom duty all night). Sarcoma UK logo Wherever you can, use our supporting logo, fundraising@sarcoma.org.uk and we will this over to you!

6 Last but not least HAVE FUN! Our Sarcoma UK fundraising team would love to speak to you about your event, call or East Road, London N1 6AH uk.sarcoma Registered as a charity in England and Wales ( ) and in Scotland (SC044260) A company limited by guarantee in England and Wales ( )

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