Charity fundraiser events raise billions of pounds each year in the UK, and the vast majority of them are organised by volunteers with no professional event management experience. Whether you are raising money for a national charity, a local cause, or a personal challenge, a well-planned fundraiser can exceed your target and energise your supporters for the long term.
Setting a realistic target
Start by working out how much you want to raise and how much the event will cost to run. Your fundraising target should be the net amount after expenses, not the gross income. A charity dinner that takes £3,000 on ticket sales but costs £2,500 to cater has only raised £500.
Be honest with yourself about what is achievable. A first-time fundraiser organised by a small group typically raises between £500 and £5,000 depending on the format, location, and networks involved. Set a target that stretches you but does not set you up for disappointment.
Choosing the right format
The format of your fundraiser should match your audience, your budget, and your skills. Common formats include:
- Quiz night -- Low cost to run, easy to organise, works in any venue with tables. Typical income: £300 to £1,000 from entry fees plus a raffle
- Charity dinner or gala -- Higher income potential but higher costs. Requires a venue, catering, and usually entertainment. Typical income: £1,000 to £10,000+
- Sponsored challenge -- Walks, runs, cycle rides, or endurance events. Income comes from sponsorship rather than ticket sales. Costs are low but you need participants with strong personal networks
- Auction evening -- Can be combined with a dinner or run standalone. Requires sourcing donated items and a confident auctioneer
- Fun day or family event -- Stalls, games, food, and entertainment. Works well in summer and appeals to a broad audience
- Concert or show -- Local bands, theatre groups, or performers donate their time. Venue hire is the main cost
If this is your first fundraiser, start with something manageable. A quiz night or a small concert is far less risky than a gala dinner for 200 people.
Legal and financial basics
If you are raising money for a registered charity, work closely with them. Most charities have fundraising guidelines, branded materials, and a fundraising team who can advise you. They may also be able to provide insurance cover for events held in their name.
If you are raising money for a cause that is not a registered charity, such as a local family in need or a community project, you cannot claim Gift Aid and you need to be transparent about how funds will be used. Consider setting up a crowdfunding page for accountability.
Gift Aid
Gift Aid allows charities to reclaim 25p for every £1 donated by a UK taxpayer. This can significantly increase the value of donations at your event. However, Gift Aid cannot be claimed on ticket sales or auction purchases where the donor receives something in return. It can be claimed on straightforward donations, raffle ticket purchases (as long as the raffle is a small society lottery), and sponsorship pledges.
Have Gift Aid declaration forms available at your event. The charity you are supporting can provide these. A simple table near the exit with forms and pens can capture declarations that might otherwise be missed.
Raffles and lotteries
If your raffle takes place entirely at the event (tickets sold and drawn on the same occasion), it is classified as an incidental lottery and does not need to be registered. If you sell raffle tickets in advance, it becomes a small society lottery, which must be registered with your local authority. Registration is straightforward and often free.
Sponsorship and donations
Local businesses are often willing to sponsor charity events. They get positive publicity, and you get funding or in-kind support. Approach businesses with a clear proposal explaining what the event is, who will attend, and what the sponsor will receive in return (logo on materials, mentions on social media, a banner at the venue).
Start with businesses that have a natural connection to your cause or your audience. A local restaurant might donate raffle prizes. A printing company might produce your posters for free. A pub might provide the venue at no charge. In-kind support is often easier to secure than cash sponsorship.
Keep a record of every donation and sponsor. Send personalised thank-you messages after the event, including the total raised. Sponsors who feel appreciated are far more likely to support you again.
Ticketing and payments
Selling tickets in advance has several benefits for fundraisers: you know how many people to expect, you have guaranteed income before the event, and you can plan catering and logistics accurately. Use a ticketing platform that does not charge booking fees, so the full ticket price goes to your cause. For guidance on choosing the right platform, see our comparison of ticketing platforms for small events.
On the night, make it easy for people to give money. Have card readers available for donations and auction payments. Cash-only events leave money on the table because many people no longer carry cash. A simple Square or SumUp reader costs under £20 and connects to your phone.
Maximising income on the night
The event itself is your biggest fundraising opportunity. Beyond ticket sales, consider these additional revenue streams:
- Raffle -- The single most effective fundraising tool at community events. Aim for prizes worth winning and sell tickets at £1 each or a strip for £5
- Auction -- Live auctions create excitement and competitive bidding. Silent auctions (bid sheets on tables) work well alongside other activities
- Donations -- A direct appeal during the evening, delivered by someone who can speak passionately about the cause, often generates significant spontaneous giving
- Pledge wall -- A large board where people can write their name and pledge amount. Social proof encourages others to give
On the day logistics
Recruit more volunteers than you think you need. People get tired, emergencies come up, and some tasks take longer than expected. A team of eight to ten volunteers for a 100-person event is a sensible starting point.
Brief all volunteers before the event on their roles, the schedule, and who to contact with questions. Provide a printed running order so everyone knows what happens when.
Take plenty of photos and video during the event. This content is valuable for thanking supporters, reporting to sponsors, and promoting future events. Assign one person as the designated photographer so it actually gets done.
After the event
Count all money within 48 hours and deposit it into the appropriate account. If you are fundraising for a registered charity, transfer funds to them promptly with a clear breakdown of the total raised, expenses incurred, and net amount.
Publish the total raised publicly. People want to know that their contribution made a difference. A social media post or email update thanking everyone and announcing the total builds goodwill and sets the stage for your next fundraiser.
For more advice on keeping your supporters engaged after the event, read our guide to post-event follow-up.
