Tips for planning a voluntary event

If you’re looking to arrange a voluntary event, there are several things you should know before you get started. You could be trying to arrange a street party, a community celebration or a charity event, but it will only be successful if you do your research first. Here’s what you can do to make your voluntary event go smoothly.

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Before you start putting things into place, you must ensure that you have a solid plan for the event. This includes making sure that you are on the same page as those helping out. Share the work between you to make sure you have everything covered and to prevent something being forgotten about. You also want to make sure that people show up, so look into ways to publicise the event.


Depending on the event in question, the cost can rise significantly more than you expect. You will need to pay for a venue, entertainment, decorations, equipment, and refreshments. You’ll also have to take into account several other factors depending on the scale. Think of ways you can fund the event, such as entrance fees, raffles, stalls and possible sponsorship from local businesses. It is always better to overestimate the cost of the event than to leave yourself out of pocket. Be careful how you handle cash if it has been donated, and look into the guidance surrounding it.

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It is important to make sure that you have the correct permissions in place, especially if you are planning to host live music or raffles. Raffle prize winners must be announced at the event; otherwise, you may need to get a license. You don’t have to have a license for entertainment as long as it is between the hours of 8am and 11pm and any amplified music is for 200 people or fewer. Other permissions may be required depending on the type of event you are holding.


Always ensure that a risk assessment is performed to prevent unnecessary injuries, and have first aid arrangements in place. Events medical cover may sometimes be appropriate, so you could look into event medical cover through similar companies. If you hire any equipment, you should always check that the company holds the correct safety equipment.

For any event, proper planning will ensure that it goes off without a hitch.

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