The first thing to do is to create a committee and assemble volunteers-  the more help you have the better.

Make sure you work out who is in charge of the event with not just the authority but also the responsibility. Also have someone in charge of all COVID 19 provisions. 

A tea party can be done in many ways, answer the points below to get your desired format.

1. 1. Who are your target audience? Islamic society? All societies? Undergraduates, postgraduates? Families of students? Joint collaboration?

   2. What will be attractive to your target audience?

   3. How many people will you be hosting and how much you are willing to spend? Ensure this still allows you have adequate social distancing. 

   4. Potential guest/ speakers - ensure they are contacted well in advance and plan what they will be speaking about. Ensure it is in line with your aims: how will you prevent deviation from the topic?

   5. How many volunteers will be needed?

A TOP TIP is to create a list of resources and equipment you will need for the day, this is invaluable for making sure you don't miss anything.

See a template itinerary here!

• To make sure you get the best time and location, decide early on when and where you want to hold your tea party. Important considerations to take are whether the venue allows for social distancing, safe seating and good access and exit of the space. 

• Do you have a big enough hall or room at your university/college? Do you want the event to be at an external venue?

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

Make sure you pick attractive tableware and decorations. Check out this Pinterest search! It’s important to also consider if any decor will come in contact with guests, or how they’ll need to be handled after the event. 

A TOP TIP is that three-tiered cake stands are traditional for tea parties and can be bought in virtually any supermarket/store.

Don't forget to think about centre-pieces for each table, and favours for each guest.

For plates and cutlery, utilise disposable and pre-packed cutlery wherever possible.

What exactly do you want in terms of food and drinks? Ensure this is clearly planned out and state where the food will be coming from.

A TOP TIP is to make a google sheet detailing food and drink to be served and who will be in charge of sourcing each item. 

Where possible, ensure all food is individually packed and sealed, and is handled with masks and gloves worn. 

Take allergies into consideration- make sure they are clearly written to ensure there aren’t any issues.

Be sure there is enough food to go around for everyone- last thing you want is for the food to run out. 

This is a great opportunity for sponsorship as well as to make money - stalls can be in the form of clothes, sweets and even jewellery.

A TOP TIP is to contact Instagram companies and other businesses based on social media. When you advertise the event you can also explain that sponsorship/ stall opportunities are available.

A TOP TIP is to charge the stall owner’s a fixed fee to hire a stall or you can make a deal for them to donate a certain percentage of their profits.

You don't want your guests to be bored - work out how you'll keep them entertained and enjoying themselves!

Maybe have nasheeds in the background, or run an icebreaker game?

You could even have games during the event e.g. pass the parcel or a quiz.

A TOP TIP is getting freshers involved and putting together a little play or comedy set up.

Your guests are probably wondering what to wear, so advise them how you wish.

Even for casual tea parties, some hosts encourage guests to dress up in semi-formal/party clothing to add to the atmosphere.

Also think if the event will be open to all, or females only. Make sure you advise all guests to abide by the COVID guidelines.

It can be a nice touch to create invitations for people who buy the tickets.

Determine a method of payment:

• • How much will the tickets be sold at?

  • Are the ticket prices expected to cover expenditure? If so, make sure you consider all expected expenditures, from hall hire (if there is a cost) to décor and food.

  • Do you want to make a profit from the tickets- whereby profit money goes towards charity week? If so, take this into account and add on a small amount to the ticket price to ensure the ticket price covers expenditure and profit.

  • Will the food at the event be free or will you charge a small amount for it? This is an alternative if you feel the ticket prices may get too expensive when the ticket price covers costs as well as a profit.

A TOP TIP is to consider how you will monitor registration and entry into the event.

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, and what platform the event will be on)

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 Institutions mailing list and also encourage key people to spread the word.

Work out with your venue where toilet/ wudhu facilities are and when salah times are. Ensure the prayer space allows for social distancing.

Also ensure social media volunteers are assigned.

A TOP TIP is to ensure people are happy with their pictures being circulated/ going up on social media.

Don't forget why you're doing the event! 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!

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

• Ensure you book the hall at least an hour or two before the start time so this gives you time to set up the venue.

• 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. 

• Speakers: ensure a reminder is sent for your event and confirm they are coming a few days before.

• Ensure you have clear directions to your venue.

• Have a registration desk ready.

• Don't forget any speaker gifts or prizes. A TOP TIP for a prize is to talk to local shops for prizes or meal vouchers or experience vouchers to be donated and won, or even ask your stall holders prior to the event.

Think of all of the possible things that could go wrong and put measures in place to prevent this from happening. E.g. speaker not turning up on time, not enough food, too much food.

Before you end the event, inform everyone of your other events, how they can get involved and even how to donate.

How will you thank the guests for coming - Personalised messages? Thank you card with a message when the guest leaves the event- these things make it special and unique.

You can also send a message via your social media and sign up lists thanking everyone for attending and helping.

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

Ensure you leave time to pack up after the event- ensure this is considered in the timings of the room booking. Ensure 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 their things back and adequate cleaning has been done.

If you have any extra food or drink remaining, a TOP TIP is 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!