I have been asked on numerous occasions, what does one need to think about when, you have said yes I will organise that and suddenly realised that there is more to a ball or charity event than you think. To help I have put together a check list which is by no means complete but it should get you most of the way there.

What to do for a ball.

Pick an organising committee

• Find around 5 people to begin your committee
• Elect a chairman
• Find others that you can add and form sub groups
• If it has been run before get details from the last committee
• Establish a central file with all details preferable on a computer- it’s easier to give to anyone and email.
• Determine what is your purpose of the Ball or dance

o Social

o Fundraiser

o Celebration

• Decide on the numbers you would like
• Look at the local calendar of events and try and make sure it does not clash with anything else.
• Check school calendars, golf clubs, other local charities, check what’s on in papers or local websites.
• Once you have a date and numbers start to look for suitable venues
• Give the job to two members of the committee and ask them to

Set a date

Get a venue

o Ring venue and check availability and capacity

o Arrange to visit the venue and meet coordinator

o Check all facilities – size, kitchen, dance floor, access, parking etc

• If you are having a marquee get at least three quotes

Once you have a purpose, venue, the date and a committee you are ready to start

Create a budget

• Appoint a member to run the finances
• Let the chairman delegate various parts to members of the committee
• Each team to get the relevant prices
• Set a number of guests
• Set a budget which will help you get to a ticket price

o Venue

§ Location

§ marquee

o Tickets – printing and design

o Drinks reception – will you provide one

o Food/ Caterer -cost per head

o Glass hire

o Crockery hire

o Decorations – balloons, flowers, themes

o Bar – licence

o Band

o Entertainment – magicians, vodka luge, string quartet, harpist etc

o Photographer – Attendance or all inclusive package

o Speaker – after dinner speaker

o Sound system

o Raffle – books, prizes

o Programmes – printing and design

o Insurance

o Advertising – this should help increase profits

o Sponsorship

• Once you have these cost and possible contributions you will know an overall cost this will give you a base cost per ticket add your profit element and you have a ticket price.

Create teams

Get the chairman to divide up the jobs and then create teams to do these

• You will need regular meeting to report back
• Work back from the event and plan monthly then weekly meeting as required
• Divide the jobs up

o Food and drink plus venue

o Decoration of venue

o Band and entertainment

o Tickets and programme

o Raffle/ Auction

o Logistics and health and safety – Parking, access to site

• Agree a timetable for teams to achieve goals by
• Kept up to date records of suppliers and contracts

Create a running order for the event

Book the weather

Enjoy yourselves and raise lots of money

Teams

Venue – food and drink

Venue

• Check capacity
• Check availability
• Check price and payment terms
• What does this include

o Venue

o Tables

o Chairs

o Linen

o Bar

o Staff

o Decoration

o Power

o Heat

o Sound system

o Venue coordinator

o Toilets

o Parking

• Visit the venues
• Agree and report back to committee
• Type required – finger buffet, forked buffet, sit down, how many courses
• Caterer find three to quote – get budget figure first

Food

o What do they provide

o How many waitresses do they bring

o Do they provide crockery

o Do they provide glasses

• Can they cater for a theme
• Do you need a licence
• When do you need to apply for a licence
• Are you going to get some one external to run the bar
• If you are running a drinks reception how much do you need
• Will someone sponsor the drinks
• Remember water on tables or at the bar

Drink

Decoration of the Venue

• Budget
• Theme
• Sponsor
• Check with venue what’s allowed
• Florists
• Agree work schedule
• Approach dressing companies to get quotes
• Agree teams to dress room on the day of the event

Band and entertainment

• Budget
• Type of music required
• Get some recommendations

o Band

o Disco

o Check availability

• Go and see your choice to see if they are what you think
• Agree contract and payment terms ensure some is payable on the night
• Book your choice
• Decide what entrainment you want

o Get recommendations

o Use the web

o Get a quote

o Check availability

o Book your choice

Tickets and programme

• Budget
• Agree wording
• Find sponsors
• Get adverts
• Find printer go to two for quotes
• Agree a time scale

Raffle/ Auction

• Get prizes
• Get sponsors
• Ask for adverts
• Tree of surprises
• Silent auction
• Auctioneer if large prizes
• Raffle balloons

Logistics and health and safety – Parking, access to site

• Do a Risk assessment
• Do you need insurance
• Power requirements of all users
• Emergency lights and exit signs- marquee
• Do you need to tell police i.e. 500 people turn up in a field to a marquee etc
• Signs to the event
• Do you need door staff