How to Put a Benefit Dinner Together

Charity work can be rewarding and motivating, but it can also be stressful if you are asked to host a benefit dinner. With proper planning and the right support, you can put on a benefit dinner that will raise money and create goodwill for your organization.

Difficulty:

Moderate

Instructions

Things You'll Need

• Budget
• Volunteers
• Invitations
• Venue
• Food and drinks
• Donation pledge slips
• Printed tickets

Planning the Event

1. Know your budget. Contact committee members who can give you details and a breakdown of how the funds can be used.

2. Make a plan. This should include tentative allocation of your budget money, how many volunteers are needed and their duties, and a time line of tasks. Update your plan as needed.

3. Contact volunteers. Give them specific information, such as the date of the event and what jobs need to be covered. Get a firm commitment and verify their contact information.

4. Look for locations. When choosing a location, consider how many people will attend your event, what kind of amenities you will need, and the amount of available parking. If the venue does not provide tables, chairs or other necessities, plan to rent them.

5. Decide how the food will be presented. A sit-down dinner is more elegant, but a buffet is more convenient.

6. Select your caterer. Most will sit down with you to go over details and provide samples. Generally, the caterer will charge per person, so have an estimate of how many will attend. Finalize the contract when you have firm commitments from attendees.

7. Plan and purchase decorations. Volunteers can make centerpieces and other decorations.

8. Arrange for entertainment and ask key people to make speeches during the dinner.

9. Send out invitations from a list of previous donors. Have volunteers research potential new donors, and invite them as well. Invitations should include an RSVP card, a stamped return envelope and clear directions to the dinner. Be sure to mention the cost.

10. Ask a local paper for donated advertising space. Most have a monthly allotment for charities.

11. Have a final meeting with volunteers to run through the evening's time line. Make sure all volunteers know their jobs.

The Dinner

1. Get to the venue at least three hours early. Make sure it is clean and all tables and other amenities are in order.

2. Have volunteers decorate and get the area ready for food. Check the parking lot for debris and make sure the walkways are clear and clean.

3. Supervise the caterers and take care of last-minute preparations.

4. Direct volunteers to help guests to their tables, pass out donation cards and help with the food.

5. After the dinner, assist the volunteers in cleanup and check the area for forgotten items or damage.

Tips & Warnings

• Send out thank-you notes to attendees and donors. They'll remember gratitude when asked to donate again. Purchase small gifts or give out donated gift certificates to volunteers. A good volunteer staff that feels appreciate can make an event more successful and lead to others in the future.

• Check with the venue to see if insurance is included. If not, try to get a donor to underwrite the insurance for the event. It's important that you don't go without it. No charity event runs perfectly. Prepare for problems and try to manage your stress.

References

• Party 411
• Celebrations

Resources

• Party Planner