Tips on organising a LARGE function?

Question

I am planning to organise a very large ball type function. I am talking mabye 600 people. The aim is to earn enough to build an orphanage in Zambia, Africa. I am generally quite organised and good at planning. But am just wondering if anyone has any tips, advice or past experiences in organising such a large function. I don't want to hire a planner as the idea is to make the maximum amount of money possible in order to be able to build the orphanage in one swoop. Any help would be MUCH APPREICIATED! Thank you!

Answer 1

in my time i have been involved in organising many events and my best suggestion is to go to the library and seek help there a good book will explain that it all starts with a venue and a date then get as much "free" support as you can and delegate it is easier to check a job than to do it yourself.... good luck

Answer 2

You will not earn enough money from any special event to build an orphanage in Zambia. Sorry.

Special events are considered successful if they break even. Their goal is rarely *just* to raise money; instead, it's designed to raise awareness , individual donations beyond what people pay to attend the event, and encourage volunteering for a particular cause.

Why do special events rarely raise much money? Because of the costs. *Someone* has to pay cash for:

-- the rental hall

-- insurance to cover the event

-- any food or beverages sold at the event

-- a liquor license if beer or wine is to be sold

-- staff (to handle the lighting, to serve the food and drinks, to provide security, etc., and many facilities require you to hire *their* people)

-- sound system rental

-- DJ, band or other entertainment services

-- rental of tables and chairs

Don't expect to get most  those items and services donated; someone will have to pay for them. And think about what all of that costs -- and how much more good that money could do in Zambia instead.

I suggest you think about a series of fundraising events that don't cost nearly as much money to undertake -- that means more money goes to your cause, and you can engage in more awareness-raising about the situation in Zambia. If you look in Yahoo Answers resolved questions, you will see a plethora of fundraising activity ideas.

And be sure you have paperwork on file to show your connections in Zambia (local officials, local NGOs, etc.) who will partner in building this orphanage, as well as a connection with a registered NGO or community of faith that will be responsible for receiving the donation and transferring it to Zambia -- if you gather this money as an individual, it's income, and you must pay taxes on it.