How to Plan a Charity Dinner

As an event creator, providing people with a great experience is an incredible feeling – add fundraising to the mix, and it’s better still. Knowing how to plan a charity dinner is a skill you’ll be glad you mastered, and the more your guests enjoy it, the more they’re likely to donate.

A successful event results from good planning, and knowing the correct steps to follow can ease your workload. Read on to find out exactly what’s involved in hosting the perfect charity dinner.

Why plan a charity dinner?

Do you want to attract new donors, give a special thank you to your VIP donors, or host a high-end auction to raise more money? Fundraising expert Chris Bray, Head of Marketing and Income Generation at Eden Valley Hospice and Jigsaw, believes a charity dinner is a reliable option.

“A charity dinner is a good choice of event for organisations looking to connect and engage with key stakeholders and supporters, together in one place. Generally, it’s considered a very cost-effective method and is likely to deliver the required levels of ROI without any reputational risks for the charity involved.”

Choosing the right type of charity dinner

The beauty of a charity dinner is that it can take many forms – grand or simple, big or small, formal or informal. Your goal should be to choose a format that best suits the needs of your audience. As Chris reminds us, thinking outside of the box keeps donors onside.

“If you just roll out the standard run-of-the-mill event it might not be enough to excite them, so it’s often advisable to look for another angle. Sometimes, it’s better to wrap the dinner around an awards programme. That way, you can recognise people in the community and will be more likely to be able to find a celebrity to endorse the event, which will assist with marketing.”

The type of dinner you host will depend on your budget, venue, and audience. Popular formats to choose from include:

• Black tie
• Gala event
• Banquet
• Ball
• Festival
• Jamboree

How to organise a charity dinner in the UK

Organising a charity event is simpler when you break the event down into manageable chunks. Before your event, clarify factors such as the venue, theme, and entertainment. Taking time to plan now will reduce stress later.

Begin with your budget

Your aim is to raise money for charity. Setting clear profit targets keeps you focused and determines how much you can invest. Agree on your budget and stick to it.

Your outgoing costs will include venue, food and drink, entertainment, and marketing. Calculating your total costs is the most effective way to estimate how many tickets you need to sell to generate funds.

Size doesn’t always matter – small events can raise big money if they attract the right people. Working with sponsors, or asking companies or local businesses to donate goods, can help stretch your budget further.

Choose your venue

London has lots of fabulous venues, and Chris Bray thinks you shouldn’t shy away from a high-profile setting.

“I have always used a prestigious venue, especially for awards. This is particularly for the benefit of the other participants, because many have never been to London before.”

Your venue can make your event, so choose wisely. Make sure you:

• Establish the size of space and layout you need, plus any equipment
• Compile a list of venues that meet your requirements
• Confirm all pricing and breakdowns – does the venue charge an up-front hire fee or minimum bar spend?

London has everything from hotels, clubs, and restaurants to the more unusual. Whether you choose The Supreme Court on Parliament Square or a rooftop venue like The Collective, try to negotiate a reduced rate. Many businesses are happy to support charities in return for publicity.

Decide on a theme for your charity dinner

Having a theme helps guests feel connected to your event. It’s also a great way to make your charity dinner stand out. Get creative and carry your theme through the food, decorations, entertainment and dress code.

Your theme needs to resonate with your charity and donors. The aim is to entertain your guests while highlighting your good cause. The creators of these events have done just that:

• Winter Forest Party – grazing tables and acoustic guitar
• SJB Charity Christmas Ball 2022 – masks, fizz, food, and casino
• 35th Anniversary Charity Fundraiser Gala Dinner – red carpet glamour
• Enchanted Evening Charity Ball – black tie with a sprinkling of fairy dust

Consider food and drink

Having dinner as the main focus of your event means high-quality food and drink are a must. If your venue can’t provide the standard you’re looking for, or if you want a specific menu, why not work with outside caterers or local businesses?

Thinking about how to plan a fundraiser dinner starts with your guests. The best advice is to give people what they want. VIP dining menus work because they meet people’s expectations. Give people a choice, asking them to decide before the event.

Negotiate with the venue for the best rate per head and calculate ticket pricing to include dinner. That’s better value for your guests, leaving them with more money to donate at the dinner.

Get your ticketing right

The pricing of tickets is crucial. Charge too much, and you’ll put people off. Not enough, and you won’t raise as much money. Work out prices based on how much profit you need to make. Your guests are expecting a high-end event, so your ticket price can reflect this.

Another way to generate funds is to sell donation tickets. The process is simple. There’s no set price. You create the ticket type, and buyers choose how much they want to pay. And because there’s no card processing charge, more money goes to your charity.

Secure staff and recruit volunteers

Behind every fundraising dinner is an army of staff and volunteers welcoming guests, serving food or cleaning up afterwards. Your event can’t run without them.

Your venue may be able to cover your staffing needs. Make sure they understand what you’re hoping to achieve and identify early on where you need more help.

Recruiting volunteers helps reduce outgoing costs. Your charity is an excellent place to start your recruitment drive, and universities, colleges, schools, and community groups often have people willing to help. Look after your volunteers and ensure you have an orientation/training programme.

Market your fundraiser

You need to promote your event. Whether you use word of mouth, interviews with local press, flyers, or newsletters, it pays to be strategic. Identify your target audience, clarify where they hear about events, and take advantage of free promotional activities.

Knowing which platforms your audience uses lets you create a buzz on social media. Alternatively, why not ask your charity to include a dedicated landing page on their website? Choose engaging promotional content and make good use of your contact list. Online tools can save time and help you measure success.

Reach out to sponsors

Like most events, your charity dinner benefits from the involvement of sponsors. They can help with venues, food and drinks, and auction prizes too. Securing corporate sponsorship means you can stretch your budget a whole lot further.

Many celebrities have links with specific sponsors. Choosing sponsors that resonate with your charity means you could get access to those celebrities – another way to raise the profile of your dinner.

Ask your charity about the types of sponsors they prefer to work with and those they prefer to avoid. Respect their wishes and involve your charity when approaching businesses for sponsorship.

Hosting your charity dinner

Now that you’re well on your way to organising a charity dinner, it’s time to put the finishing touches in place. These tips will help you create a plan for during and after your event:

Increase donations with an auction or raffle

An auction or raffle is a great way to boost donations. As well as being fun, the competitive element means people are willing to up the ante.

Choose prizes carefully – if you’re auctioning a football shirt, make sure it’s the right team – and think about ways to collect donations. Chris, from Eden Valley Hospice and Jigsaw, says, “Charity auctions and raffles can be really successful if you’ve got the right prizes. Ideally, you want to start a bidding war, so try to think about which guests may be competitive with each other and what they might want to bid for.”

Think about who will act as auctioneer. You could use a professional who can give feedback on the auction items, a charity member, or a local celebrity – anyone confident enough to start those bidding wars.

Book your entertainment and high-profile guests

Your entertainment and high-quality guests can raise your dinner to another level. Hosting an event in London means you’re spoiled for choice with a pool of budding entertainers, and excellent transport networks mean guests don’t need to worry about getting home.

Remember to ask the right questions when booking entertainment. Find out how much they charge, whether they provide all their equipment, the length of their performance, and if they have references. Their ethos and approach must align with your charity, so check them out properly before you sign them up.

Celebrities or high-profile guests can add the wow factor. Finding people who actively support, or have a personal link with the charity, is even better.

Get persuasive with a speech or presentation

In addition to raising money, your dinner is an opportunity to raise the profile of your given charity. Inviting a representative to make a speech or presentation highlights their work and reinforces the charitable purpose of your event. It also lets the charity thank sponsors and enlist their continued support.

The charity presentation should include an overview of what the charity does, what it’s fundraising for, achievements so far, and plans for the future. Remember, it’s not a work event, so keep it fun and informative and involve your guests as much as possible.

Hire a photographer

A photographer can be a valuable asset at your event. You can use their photos for your social media, website, or newsletters, adding a professional touch to your advertising and marketing. Talented photographers have busy diaries so book yours early.

Thank guests, donors, and sponsors

Reaching out to people after your event shows donors they’re appreciated and gives you valuable feedback on your dinner. As Chris Bray emphasises:

“It’s listening to your donors and sponsors. Reach out to them with a post-event phone call, email request for feedback or even chat whilst they wait for taxis at the end of the evening. These are useful ways to track insightful comments when deciding next/future moves.”

Post-event thank-you emails matter. When writing your thank-you email, use a concise subject line, and multiple line breaks for easier readability. Remember to let everyone know how much money was raised.

Here’s an example of an email template:

To [Guest name],

Thank you for attending [name of event] and helping make it such a success.

Two sentences summarising the highlights of the event.

One sentence about future events, inviting them to sign up for your newsletter or follow you on social media.

Sign off – reflect your brand personality with “Hope to see you next time,” or “Kind regards.”

[Your name]

How to organise a charity ball

What’s not to love about a charity ball? Cinderella wasn’t wrong in wanting to dance the night away, and your guests will be eager to hit the dance floor too. Hosting a fundraising ball is an excellent way to raise serious funds.

Remember:

• Your venue is crucial. It needs to be big enough and have a dance floor.
• Think about whether you’ll need a DJ, band, or both. Remember to check availability and book well in advance.
• Guests need to know the dress code. Consider the audience you want to attract.
• Choosing a theme helps plan decorations and colour schemes.

How to organise a fundraising gala

A fundraising gala is the crème de la crème of charity dinners – think smart attire, guest speakers, and live performances, then complement it with upscale catering and a top-class auction. After learning exactly how to plan a gala dinner fundraiser, your charity dinner will take on a whole new dimension.

Various elements help turn a charity dinner into a gala event. These include:

• Formal dress code
• Drinks reception
• Extravagant theme
• High-quality food and drink
• Live entertainment
• Auction
• Awards ceremony
• Guest speakers

Let the ball begin

Hosting a fundraising dinner, ball, or gala event is an opportunity to raise money, enhance your profile, and spread joy. That’s why knowing how to plan a charity dinner is a vital skill for any event creator. Find out how Eventbrite uses the best nonprofit ticketing software to help you organise a dinner your guests will remember.