How to organise a charity ball

How to throw a charity ball 

1. Set your goals 

Before you start planning, it’s important to define the purpose of your charity ball and set some clear targets for the event. Think about:  

• Why am I hosting a charity ball? Is the main purpose to raise money, spread awareness about a cause or something else entirely?  

• Who is the target audience? Consider the demographic you will be appealing to in order to tailor your event accordingly.  

• What is my fundraising target? It’s always important to work towards a goal that is achievable and encourages your guests to get involved. Determine how much money you aim to raise.  

2. Choose the perfect venue  

When choosing the perfect venue to host your charity ball, think about the location and budget first and foremost. Narrowing down your choices within a certain area and price range will make the process easier and less overwhelming. You’ll also need to confirm the maximum capacity of the space, so you have an idea of how many guests are able to attend as well as the accessibility of the venue. Many hired event venues require you to provide insurance, such as public liability insurance, so make sure to check what types of insurance may be necessary at your chosen venue.  

3. Plan the programme and fundraising activities 

A unique and exciting programme attracts guests to your event as well as keeps them engaged throughout. You can host dinner and drinks, live music, stage performances or other activities to encourage attendance and get people excited about your charity ball. Make sure you factor in entertainment and catering when deciding on the ticket price for attendees.  

For fundraising activities, you can include auctions, raffles or lotteries to help boost donations and achieve your charity goal.  

4. Promote your charity ball 

Spread the word of your charity ball far and wide! Using social media to gain visibility and personalised email marketing campaigns to the target demographic can fill any empty seats and ensure your tickets are sold. Reaching out to local communities online and offline can also help promote your charity ball via word of mouth, so make sure to create a buzz of excitement around the event and encourage guests to get their hands on a ticket before they all go.  

5. Don’t forget public liability insurance 

Having public liability insurance for your charity ball is essential to running a smooth, stress-free event. You’ll be protected against from claims made against you by members of the public if there’s an accident or damage to a third-party property, which can be costly if left uninsured.     

At Events Insurance Services we offer public liability insurance for charity events which covers claims made by the public. We also offer the following types of insurance: 

• Employers' liability – provides cover for injuries to charity ball staff and volunteers and may be legally required irrespective of whether staff are paid or unpaid. 

• Event equipment - protects against theft, fire damage and accidental damage to equipment you're responsible for during the ball. 

• Event cancellation - covers irrecoverable costs, additional expenses and potential loss of revenue if your charity ball is cancelled or postponed due to circumstances such as adverse weather, venue issues or performer illness. 

 Why do I need event insurance for a one-off charity ball?  

Not only may your chosen venue require you to provide insurance for your charity event, you’ll also have a peace of mind during the event that if any mishaps do occur, you’ll be financially covered. Accidents can happen, whether a guest trips over or some damage occurs to the venue property, and having public liability insurance for charity events protects you from claims made against you by members of the public attending your event.  

Looking for public liability insurance for your charity ball?  

Speak to Event Insurance Services today to find out how we can help you stay financially protected during your charity ball with our public liability insurance for charity events. You can also contact us for more information or if you have any questions and you’ll hear back from a member of our friendly team.