Charity Event Rental Supplier | Affair Tent & Event Rentals
Searching for Charity Event Planning tips in Toronto, or elsewhere in Ontario? Look no further. Welcome to our Event Planning Handbook!
Charity Event Planning Made Easy
This Charity Event Planning tip sheet is intended to provide some helpful tips and how-to info for anyone looking for help putting together a charitable event of any size.
If you would prefer to have live assistance, please contact us and one of our professional, courteous and highly experienced event consultants will assist you in putting all of the pieces together.
Tips To Get Started
So you are planning a Charity Event and want to ensure it is successful? Some of the key items to keep in mind are as follows:
- Define the Charity Event Theme
Will it be a run, walk or bike event? Possibly ball hockey, soccer, softball or golf?
Simply hosting an expensive plated dinner in a hall with a few guest speakers is also an option. The plated dinner route is easy and might be o.k. for a few wealthy patrons, but providing a low cost, accessible event for people who are able to donate time and effort assisting with fundraising rather than just their own money is a more effective means by which to drive a large support base and generate exponentially more public interest.
Creativity on this item is essential to distinguish your charity event in the hearts and minds of participants and donors. Find a subject people are passionate about and tie your charity efforts to it, rather than trying to re-invent the wheel (i.e. people who love ball hockey are going to jump at the opportunity to play the game they love – adding a charity angle to the event gives them even more incentive to buy in to the event and commit additional time and effort).
Determining what the subject matter of your charity event will be will inform all other decisions in the planning process. Be sure it appeals to a wide group of people and set realistic goals to build the event into a successful annual fundraiser.
- Select your location
Common locations for charity events include public parks, conservation areas, historic properties, municipal event venues, agricultural fairgrounds, parking lots and more. Weigh the pros and cons for each location and determine what works best for the event theme and the targeted attendee count. Example: large fairground properties are much more in line with charity events expecting high turnout than a small downtown parking lot.
Not sure where to start? Contact us and we’ll be happy to discuss your available options.
- What is the rain plan? If you build it, they will come!
p>Event attendance drops sharply when rain is an issue and attendees have little or no cover to get out of the elements. Determine what percentage of the area will need to be covered (e.g. beer gardens, main stage area, VIP areas, vendor booths, etc.) and source quotes for tent rentals , flooring, stage, bleachers, etc. that are required.
Not sure how much coverage will be needed? Contact us and one of our experienced reps will make recommendations based on the specific needs of your event.
- Sponsorship & Volunteers
An essential element to any successful charity event is partnering with enthusiastic sponsors and volunteers to assist with covering and reducing the costs for the event. Charity events are a great way to raise funds and awareness to a cause. Choose your partners wisely and remember to respect their role in the event. A good charity event partner is worth far more than just a dollar value.
Fencing, both for LCBO and crowd control purposes is simply not enough in today’s social climate. Local law enforcement and private security should be brought on board to ensure attendee safety is paramount. Simple bag checks upon entry and crowd monitoring are prudent steps that should not be overlooked when dealing with large crowds of attendees.
Remember: A safe event is a successful event.
Final Charity Event Planning Tips
- Social Media is your friend
Driving social awareness of the event is integral to a successful outcome. Social media is now an essential partner to traditional advertising and when done correctly can generate tremendous interest in an event from a grass roots level.
Ensure you have a website and Twitter account at a minimum. A well moderated Facebook page can also be of great benefit, particularly as your event develops its own social network interested in sharing photos and info on a common platform.
Take advantage of any new social media options that you can. It helps to keep the event aligned with current trends and can dramatically reduce costs if done right.
- Don’t let the cold weather stop you!
Temporary structures and outdoor event venues can be heated in the winter months, regardless of the prevailing weather conditions. Flooring systems to get guests off of the wet/frozen ground can be combined with a tent and heating to produce ideal conditions for your Festival attendees. Contact us for details on how to make your winter event a reality.
Common Rental Items Found at Charity Events:
- Frame Tents
- High Peaked Tension Tents
- Clear Span Tents
- Flooring Systems
- Portable Washrooms