Running a Charity Ball

So, you have been asked to organize a charity ball. You hope it is going to be the greatest, the best and most stupendous ball ever held, and that all the guests will gasp in awe as they arrive!  Your main objectives when running a charity ball is to raise the charity’s profile, raise plenty of cash  and make sure that everyone has a great time (regarding the tickets are good value for money).  Large or small, any ball can take up to a year to plan and organise - here are a few tips to help you on your way.

The Basic Concept

The first few months of planning are the idea stages, dream time. Decide your venue, book it, and then spend several months with a sketchbook conjuring ideas, to transform your building or marquee into another world. Your ideas will change constantly, until a basic image begins to take hold. A good idea is to start planning the ballroom, as this is the central point of the whole event.

Above all, do not think about specifics, at this point everything is possible. How grand are the flowers going to be? What colour scheme will the ballroom be? Do you want costumed waiters, fireworks, marquees, candles, lighting…will there be a charity auction, will there be table prizes, is a 20`s Ball, or a Retro Ball best… just dream and be daring at this stage, practicalities come later.

Forming a Committee

It is debatable whether committees are more hassle than they are worth, especially if you have a very strong image of the ball. However, as time goes on a committee will prove to be a very valuable asset. There are very good advantages to having a small committee, it is easier to share the same `dream` and for all members to work towards that with a minimum of disruption.

If you have plenty of time and energy to commit to putting the ball together, (and you will need this) keep it to 2-3 persons. Have regular meetings, monthly in the first year, fortnightly leading to weekly and then daily in the second year and as the ball draws near.

At your first few meetings present your dream, and together, draw up a list of all the essential things you will need. Caterers, bands, tablecloths, wine, decoration, bar management, How many guests can attend, Rough costing of all the elements and likely ticket costs.

Deciding on a Charity

Choosing a charity is a personal thing in many ways, but if you want the charity to receive as much money as possible from your ball, choose one that has many connections. Involve them from the beginning.

Where balls are concerned, a charity will have a lot of experience, and a plethora of advice to give you from their side of things. Don’t be afraid to layout what you expect from the charity for being involved, it is rare they will not offer all the help they can get, and they do have enormous resources and supporters that will help in a myriad of tasks later on.

Be clear about what areas of the ball that charity will receive funds from, and seek their advice on charity laws. This topic is very complex and best left to their auspices.

Do not handle any money that will be donated to your chosen charity, this can be termed as fraud under the Charities Commission rules. Your charity will organise collection of money on the night.

Sourcing Help

Now you have a charity and a committee on your side, the real work starts. Put the size of the ball in the back of your mind and start breaking it down into small areas. As you contact individuals & companies for quotes, etc, you will find a lot of help and ideas being offered.

Moreover, the original idea of your ball will start to develop and be channelled in new directions. Your charity will always help with letters to help reduce prices, and increase the ball’s credibility.

Be bold and confident, ask for exactly what you want, and be strong on pointing out what the company will get in return. Few companies will give their product totally free of charge, unless they can see great benefits, so use the ones you have to reduce charges to a minimum and contact a company at least nine months before to get a part of their charity budgets. As each piece of help arrives, confirm in writing and obtain a reciprocal letter.

Celebrity Attendance

Let’s face it: celebrities sell tickets, increase the profile of your ball, and heighten the sense of excitement and expectation on the night. Your charity will almost certainly have a list of the good and great of your area and of those who support them.

You may know, or know other people who have contact in some way with other celebrities. It will always be hard to find the first celebrity to attend the ball, and you will probably have to offer them free attendance, but once you have one, it gets easier to find others.

Why not find a celebrity auctioneer? A song artist, a comedian, but aim big if you want to impress your guests. Start contacting their agents or other contacts very early on, a celebrity’s diary gets booked up very quickly. The Internet is a very good source for agents.

Invitations & Tickets

It is a very good idea to have a list of the major sponsors of your ball in your ticket. This shows a guest how much work and support the ball is incurring. Don’t worry if all sponsors are not mentioned, additional sponsors can be mentioned in the menu on the day of the ball.

Get a designer and printer onto the invitation at the latter end of the first year. Designing the print can be a long process, an invitation will be the first time your guests will hear of the ball. Impress them; show that your ball simply cannot be missed. Make sure you send these, at least six months before the event.

Promotion & Media Coverage

A discreet `grapevine` approach attracts quality guests to a high profile ball. Your ball can be harder to sell in the beginning, but word-of-mouth maintains quality and will escalate as it spreads. Otherwise, local media, friends, societies, banks and companies will all be happy to take tables. In both cases, your charity will be able to help with selling tickets.

After sending your invitation, you need to keep the ball in your guests` minds. Send updated information such as postcards, newsletters, scrolls, or even a website that is kept continually updated, and building a big expectation of the night.

Keep your information short and punchy, no one has time to read great epistles. Most charities will have a media control department and it is good to talk over ideas with them with regard to coverage on the night of the ball.

Setting Up Your Ball

Your excitement and stress of the ball is probably at an all time high. Your plans are actually taking effect, and there are a million tiny things that you have forgotten! Above all, remember to make sure a couple of weeks before that all parties involved in the event know what time they are coming to set up.

Another motivational call, a week before the ball always helps and will avoid anyone forgetting important deadlines. Done in a nice way, this should not be construed as badgering, and you will have the assurance of everyone turning up on the day. Create deadlines well before they are due, people always run over time.

Take care of them when they arrive, supply oodles of refreshments and you will keep your team happy - important when problems occur, (as they will) and you have to solve them. Most of all stay calm! You will be barraged with a million questions and small changes, probably all at the same time.

Be prepared to compromise on some things, otherwise an exciting and enjoyable experience will turn into a nightmare. Keep in mind that your guests are coming to enjoy themselves, they will not notice if something has been changed at the last moment, as long as it is done well. Aim to complete everything at least three hours before the ball starts. As host, you must have time to rest, change, and appear bright and sociable as your guests arrive.

Additional Tips For Delighting Your Guests

Choose an excellent caterer, as good cuisine is nine tenths of a ball and can make or break the evening!

Remember small details such as: handmade soaps, towels, toilet flowers, complimentary limousines, reduced hotel prices for far-travelling guests, lists of auction prizes, napkin decorations, chauffeur, band and staff refreshments, etc. These points are noticed and will encourage guests to enjoy themselves more and return to another event you plan.

Send your invitations as scrolls or in large boxes, to attract the recipient’s attention.