2. INITIAL IDEAS…
To plan an event in order to raise money for my trip
to Rwanda
Improve upon previous events I had organised as
an individual or as part of a team:-
Friend’s surprise leaving disco 2003
Dad’s Wedding September 2007
Adult Prom April 2008
School Prom June 2008
Over 17s Club Night July 2008
4. WAYS THE ADULT PROM COULD HAVE BEEN
IMPROVED…
Preferably a
Saturday night
Research target Cheaper tickets
audience – no food
Ways to
improve
event
More local More casual
venue theme
Plan
earlier, advertise
more
5. IDEAS FOR EVENT TO RAISE MONEY FOR
RWANDA…
First brainstormed
ideas (March 2009)
Give it a good catchy name
before deciding on a
Local venue – Camberley
area
Theme – school/80s disco
70s-90s adults only
disco
Event
Decided to plan for
to raise
money
early September 2009
Sell merchandise at the event Live band, DJ, good lighting
Advertising –
Cheaper ticket price - £7-12
Facebook, website, letters etc
6. RESEARCHING SUITABLE
VENUES, DJS, MERCHANDISING AND
ENTERTAINMENT…
Researched using personal recommendations and search
engines
Emailed 44 venues, 8 DJs and 15 live bands
Found that boats are out of my budget for this particular event
Decided to visit Pine Ridge Golf Centre after receiving a
suitable quote of £200 for a Friday evening and have confirmed
to book their Baronial Hall
After receiving quotes from live bands, I have decided not to
hire one due to budget and risks
Also received quotes from a few DJs including Amps’n’Decks
who is being used for my Mum’s 40th birthday in May 2009.
Have decided to hire him for my event also
Dismissed the idea of merchandise as risk of not breaking even
7. WEBSITE…
Named the event Dance4Rwanda
Used www.webs.com to create website for event
8. WORKING OUT TICKET COSTS…
Outgoing costs:
DJ - £200
Hall - £200
Décor (& other additional costs) approx. - £30
Total = approx. £430
- If 80 people attend would need tickets to be at least £5.50 to break
even (430/80)…
- If £7 a ticket and sell 80 = £130 profit (7x80). 60 tickets to break even
(430/7)
- If £8 a ticket and sell 80 = £210 profit (8x80). 54 tickets to break even
(430/8)
Decided to sell at £8 a ticket
9. ADVERTISEMENT AND PROMOTION…
Created leaflets, tickets
and posters
Event page on Facebook
Put posters in local
newsagents, businesses
and school newsletter
Sent letter to school
parents
Sent leaflets to all of
family, family friends, my
own friend’s parents &
work colleagues
Numbered ticket list
10. RAFFLE AND AUCTION…
Emailing and writing to hundreds of companies
In total received donations for 13 companies
Have 3 vouchers left over from Adult Prom
Will contribute my own and family members’ auctions
Received a grant of £250 through emailing about my
raffle/auction
11. RAFFLE AND AUCTION PRIZES…
• 3 x Birdworld vouchers – 2 children's free entry (separate prizes)
• 2 tickets to see Hot Mikado at Guildford’s Yvonne Theatre
• £30 worth of Wagamama vouchers
Raffle • A women’s polo shirt from Joules Clothing worth £25
• 2 swim vouchers at the Arena
prizes • £20 worth of Game vouchers
• Bottle of Champagne worth £30
• £40 meal at Estillo
• Personal yoga session at own home OR 4 yoga classes
• Three medik8 products (separate auctions)
• 4 tickets to see Alan Ayckbourn’s Absurd Person Singular on opening night
• Voucher for one bag (TotesbyTomCat)
• Manhattan Beauty box worth £59.95
• Family portrait shoot worth £200 courtesy of Cherry Red Studios
Auctions • 3 suit hire vouchers courtesy of Hugh Harris (separate auctions)
• Months free membership to Foundation Fitness Club
• Pair of tickets to see the Nutcracker at the London Coliseum
• Personalised painting/drawing b Eppie Shepherd
• Piano tuning worth £35 by Alan Score
12. LAST MINUTE TASKS…
Paying for venue
Sending play list to DJ
Newspaper reports
Selling tickets
Decorations and extras
13. DANCE4RWANDA PROFITS…
From Event =
Approx 100 guests = £700 from tickets
Auction = £470
Raffle and Donation pots approx. = £160
-£430 outgoing costs
Total = £900
Donations from others who couldn’t come = approx. £40
Grant from The Really Useful Group = £250
Approximate total raised from organising event = £1190
14. CONCLUSION OF FEEDBACK…
Suggested improvements
Highlights and strengths:
and weaknesses:
Dancing with friends to Additional
class 70s-90s music entertainment
Ticket price Increase ticket price
Organisation Promotion suggestions
Attention to detail Live auction
Website DJ’s sound system
Promotion Bar staff
Silent auction Providing food