Checklist To Host An Animal Charity Event

Reviewed By Tom •  Updated: 03/22/22 •  5 min read
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Checklist to host an animal charity event

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Organizing and hosting an animal charity event has several goals. First, it aims to fundraise resources to improve pets’ conditions in a shelter. Second, it strives to showcase animals and attract more people to attend the event, thus increasing the chances of adoption.

With that said, planning and conducting a charity event requires completing various steps to make sure it ends up victorious and noteworthy.

The guide puts together essential steps–from recruiting staff and partnering with sponsors to using a ticket maker and implementing different admission fees–to help you host an unforgettable animal charity event.

Determine the event’s aims and objectives

Before anything else, it’s imperative to set the goal of a charity event. Ask yourself, “What is my motivation? Is it to raise money, strengthen my network, or boost recognition?” Of course, it’s possible to have these three goals at once. But what’s more important is to clarify where you are standing, as it will help you move further and mull over objectives, which should be realistic (aiming at 100% ROI is rather an impossible task; target at 20-30% instead).

Identify the target audience

Determining and getting familiar with your audience will help you develop a detailed plan and implement it effectively. Whatever your goals are, focus on a diverse demographic, i.e., local business, people, large organizations, experts in different fields, academic institutions, etc. Even if some categories can’t donate money, they can help you exercise a word-of-mouth technique and publicize the upcoming animal charity event.

Set the budget, date, and venue

Creating a budget requires completing several steps; first, you craft a preliminary budget including plenty of elements. Then, you start narrowing those items down to ensure your budget fits the resources you can afford. And you keep doing that until the budget is down-to-earth.

Once you create a budget, move to the event’s date and venue. It’s best to take into account every category and make sure the event’s date and place suit them fine. Regarding the date, you are encouraged to opt for Friday, Saturday, or Sunday to let as many people attend the charity event as possible. When it comes to the area, look for something that is:

  1. Pertinent to the season and its weather conditions.
  2. Spacious and can be divided into several blocks.
  3. Safe for people and animals.

Create staff and train it

Similar to any event, recruiting staff and volunteers is necessary. Qualified and trained people will tackle multiple tasks, from boosting ticket sales, promoting the event on social media, dealing with the visual aspect of the event, stimulating donations, counseling people who plan on adopting animals, and many more.

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Find the right strategy to publicize your charity event

Applying marketing techniques is essential for every event, whatever its aims and objectives are. Promoting the event requires a rigorous approach to find an efficient strategy to spread the word about the charity event.

Suffice it to say, it’d be reasonable to employ various channels to make sure more people learn about the event, especially on local and fundraising levels. Out of numerous marketing methods, social media marketing, email invitations, and direct calls are the most effective.

Not only will those techniques allow more people to learn about the event, but they will also brand the event; you just need to come up with a unique promoting approach, i.e., develop an exceptional text, design remarkable visuals, cooperate with influencers, etc.

Think carefully about admissions

Charity events make a good deal of money out of admissions. Such events are often broken down into several sections leaving attendees with options. For instance, your event may entail basic, advanced, and premium admission choices. The first might be circumscribed by a specific timeframe and sections one can enter. The second may be an improved version, letting people remain at the event for unlimited time. The last, in turn, may have no restrictions at all, providing specialty drinks and appetizers for premium ticket holders.

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Ensure an unforgettable atmosphere

It might be tempting to find inspirational events and acquire their methods in organizing space and an entertaining program. But it would be way better to build something out-of-the-box and memorable. Think of unique decorations and let your imagination run wild. Reach creative people and seek their help; you may even ask children to produce something thematic catered to the event. Besides, make sure to schedule a timeline of events in advance. It will help people manage their time and visit those parts they find the most exciting.

Acknowledge contributions and outside help

Expressing gratitude to people who contributed to the event is a must. Sponsors, investors, donors, and staff members need to be thanked for their commitment. You are welcome to think of some sort of a hand-made thank-you gift. Although simple, it will make donors and personnel feel special and valuable.

Final Thoughts

Charity events, also known as fundraising events, are part and parcel of many non-profit organizations. They allow companies to develop and change the world for the better. Needless to say, the process of planning, creating, and holding an animal charity event is demanding and laborious. Therefore, always try to keep your mind open and listen to others. Their suggestions may help you organize a potent event and elevate your organization to an entirely different level.

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Tom

Tom has always loved to write since he was little - he wanted to be either a writer or a veterinary doctor, but he ended up being a professional writer while most of his works are based on animals. He was born in San Francisco but later moved to Texas to continue his job as a writer. He graduated from the University of San Francisco where he studied biotechnology. He is happily married and a soon to be father!