How to Host your own Fundraising Event

Hosting an event to benefit the Baycrest Foundation is a fantastic way to raise awareness and funds for dementia and Alzheimer’s research and care. Plus, it’s a great opportunity to bring friends, family, and your community together for a good cause! Here’s a fun, step-by-step guide to help you organize an unforgettable event that makes a difference.

Step 1: Choose Your Event Type

First things first—decide what kind of event you want to host! Here are some ideas to get your creativity flowing:

  • Charity Walk/Run: Organize a fun walk or run in your local park.
  • Themed Dinner Party: Host a dinner with a specific theme, like “Taste of the World,” where guests bring dishes from different countries.
  • Trivia Night: Set up a trivia competition with questions that will be relevant to your guest attendees and encourage participation and friendly rivalry.
  • Game Night: Host a board game or video game night with entry fees going to Baycrest.

Step 2: Set a Date and Venue

Choose a date that works for you and your potential guests. Check for local events to avoid conflicts. As for the venue, think about:
  • Your Home: Intimate gatherings work well in a cozy setting.
  • Condo Party Room: Many condos have a party room as a part of their amenities, if you don’t have one ask your network.
  • Local Community Centers: Great for larger groups and often budget-friendly.
  • Parks: Perfect for outdoor activities like walks or picnics.
  • Restaurants or Pubs: Some may offer private rooms, free rental fee once a certain threshold of bar sales has been met, or a discounted rate for fundraisers.

Step 3: Create a Budget

Outline your expected expenses and income and get creative on who you can ask for in kind donations to reduce event costs. Here are some cost categories to consider:
  • Venue Rental
  • Food and Beverages
  • Entertainment
  • Decorations
  • Prizes if doing a Raffle

Make sure to keep track of your budget to maximize your funds for Baycrest!

Step 4: Spread the Word

Spread the Word about your fundraiser

Now that you have a plan, it’s time to get the word out! Use a mix of these strategies:

  • Social Media: Create an event page on platforms like Facebook and Instagram.
  • Share updates and engage with your audience.
  • Email Invitations: Send out a fun and informative email to your contacts.
  • Flyers: Post flyers in your local community centers, libraries, and cafés.
  • Word of Mouth: Don’t underestimate the power of personal invitations—talk to friends and family about your event!

Step 5: Engage Your Guests

Make your event interactive and enjoyable. Here are some ideas:

  • Games and Prizes: Include fun games or raffles with prizes donated by local businesses.
  • Guest Speakers: Invite someone from the Baycrest Foundation to speak about their mission and impact.
  • Photo Booth: Set up a themed photo booth to capture memories and encourage social sharing to help spread the word and increase attention.
  • Themed Activities: If you’re hosting a dinner, consider a fun cooking demonstration or a wine-tasting segment.

Step 6: Collect Donations

Make a Donation

Make it easy for your guests to donate. Here’s how:

  • Entry Fees: Charge a fee to attend the event.
  • Donation Stations: Set up clear, accessible donation stations throughout the venue.
  • Online Donations: Create a crowdfunding page where attendees can contribute even if they can’t attend in person.

Step 7: Thank Your Supporters

Thank your supporters

After the event, show your appreciation! Consider these options:

  • Thank You Emails: Send personalized thank-you notes to attendees and sponsors.
  • Social Media Shout-Outs: Highlight contributions and share photos from the event online.
  • Follow-Up Report: Share the results of your fundraising efforts and how the funds will benefit Baycrest.

Hosting an event to benefit the Baycrest Foundation is not just a way to raise funds; it’s an opportunity to connect, educate, and inspire your community.

With careful planning, creativity, and enthusiasm, you can create a memorable experience that supports a vital cause. So gather your friends, roll up your sleeves, and let’s make a difference together.!