What kind of games would you like to have? Do you want a variety? Choose something that will attract the most amount of people while also being super fun!

Examples include:

• • FIFA night

  • Table Tennis

  • Table Football

  • Board Games

• Will you need any equipment for the games? E.g. game controllers/board games/balls and bats

• A TOP TIP is to ask a gaming society or your volunteers, to see if you can borrow the equipment for the event.

• Make sure anything you borrow is adequately labelled or identifiable, so there's no confusion at the end of the night.  Also ensure that you have the resources to clean all the equipment. 

• Do you need a leader board? Will there be an overall winner or is it just friendly games?

To make sure you get the best time and location, decide early on when you want to hold your games night and where on campus.

A TOP TIP on choosing the day is to hold it mid week in CW. It can be a popular and chilled event in the midst of a busy week!

Be sure to liaise with your Society and union to process your room booking as soon as possible. 

Important considerations to take are whether the venue allows for social distancing, safe seating and good access and exit of the space.

• • • Make sure this is not too high so you don’t put off people from coming, but also a reasonable amount to ensure you are raising some money.

    • Will the ticket price be used to cover costs for the event or will it go directly/partially into donations for CW?

There are many ways to sell tickets, from taking cash simply to using online platforms such as Eventbrite. For any cash collected, handle with gloves and do not count for 24-48 hours. 

A TOP TIP when using Eventbrite is to have your tickets as free on the site and ask contestants to use bank transfer/paypal to send the ticker money (so that Eventbrite doesn’t take part of the ticket price).

A better option could be to ask your union if you can use their website to sell tickets too.

Consider how you will monitor registration and entry into the event.

People love to eat while enjoying a good game! Make sure you have lots of snacks and food available.

A TOP TIP is to talk to local restaurants and food businesses about donating food.

Decide whether you will sell the food or if it will be provided for free. Selling snacks is a good way to raise extra money.

Drinks – water (lots of water!), juice, fizzy drinks.

Ensure all food is packed and sealed, and is handled with masks and gloves worn. 

A big draw to this event will be a prize to be won. A TOP TIP on getting the best prizes is to approach local businesses to see if they’re willing to donate a prize. You may wish to also offer some advertising on your poster etc in return. 

Think about branding; have a tag line and ensure the people who are promoting the event know what the event is, as this will be invaluable during its promotion.

Create a poster (including ticket details, why they should take part, the prize on offer) 

Utilise your social media accounts to advertise. It can be useful creating a Facebook event and messaging into facebook and WhatsApp groups. You can also ask everyone else involved to share on their social media pages too. 

A TOP TIP is to utilise your institution mailing list and also encourage key people to spread the word.

Don't forget why you're holding a quiz! The beginning of the event is a great time to share with your audience about what Charity Week is.

A TOP TIP is to play Charity Week videos on loop as people walk in, or play at the start of the event.

Check out the Charity Week Youtube channel for videos!

It is important to have someone in charge of the day, so they can solve any challenges that arise. Also have someone in charge of all COVID 19 provisions. 

Have extra masks, gloves and hand sanitizer, in case anyone forgets to bring their own. 

Work out prior when you'll need to break for prayer.

A TOP TIP is to make sure all the equipment is ready at least a few days before so that you can buy anything you may have missed out. 

Hopefully you've got lots of food and drink to sell, so be sure to give an opportunity for your audience to spend their money!

Have someone in charge of the food to make sure it arrives on time and manages the selling of the food 

Work out prior when you'll need to break for prayer. Ensure the prayer space allows for social distancing. 

A TOP TIP is to allocate someone to time keeping, so you can pray on time and end on time too! 

Once it’s time to announce the winner, create some hype and share the winner on social media. And ensure they receive the prize offered.

Thank all those that attended, this can be done by sending a message via your social media and sign up lists 

A TOP TIP is to use this moment to remind them of your upcoming events and share your donation link.

Ensure you leave time to pack up after the event - ensure this is considered in the timings of the room booking so that the room is left as you received it.

A TOP TIP is allocating people in charge of various aspects - what will be happening to the décor etc after the event?

Ensure roles are allocated for event pack up and everyone who donated items gets them back, after adequate cleaning has been done.

If you have any extra food or drink remaining, a TOP TIPis to have someone ready to store it.

There are always hiccups or lessons that we learn, but do we make sure that the team next year will learn from these? Use our template event planning document to keep a record of how you put on your event and also any feedback to pass onto next year's team!