Platform To Host The Event:

• Streaming/Meeting Platform

• Live Streaming

• Ticketing Platform

• Social Media

Bidding Platforms:

• Google Forms

• Slido

• Fundraising Page

Find out more about the above platforms here.

Unique Auction Platform:

BetterUnite.com

For your auction event you may wish to use a unique platform called Betterunite.com, created by Microsoft.

• BetterUnite is completely free to use

• The software is designed to be as user-friendly and intuitive possible

• They have an active Support Center, support@betterunite.com

• One can hold various fundraising events while managing guest registration and ticket distribution

• One can also manage volunteers through the tabs provided by the software

• Peer to peer campaigns with fund management applications, Donors donate or place a bid via text message. We can also have live interaction with donors via text.

• The auction event can either be held as an event with speakers and entertainment, with a section for the auction to take place. (Either with bids publicly or privately)

• The auction may also take place as something done over a longer period via social media and even held as a silent auction. This event plan sets to advise on how to organise either.

For the platform for the main event decide which platform to host this event considering the following factors to help make your decision.

• Number of attendees (certain platforms have limits, or will charge for more attendees)

• How easy it is for the host / guests to use

• Do you want to show items via webcam or screen sharing images

• Do you want interaction from the attendees, either via speaking or chat box. (dependent on the platform, you can cater for this)

For public voting, you may utilise the chat function for people to express their bids.

If you wish to have private voting, you may use some of the apps suggested for bidding. Be sure to ensure as organisers that you’re able to identify bidders easily, to follow up where needed.

For an Auction on Social Media or WhatsApp. Images of items can be shared, and bids submitted as comments, messages to the social media page or even using the bidding apps suggested.

A TOP TIP for timing is choosing a time when most people will have no classes or lectures. Consider prayer times, and avoid if possible.

A TOP TIP is choosing a day at the end of Charity Week. This can be a finale event!

In Addition to the auction itself, you may want to have talks on Charity Week, Islamic Reminders, Guest Speakers or even entertainment! This can work as an additional draw for people to attend the event.

If utilising an external speaker, this needs to be selected based as per the Charity Week Policy.

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

Create an eye-catching video or poster that could be shared on your social media and maybe even your Unions social media. It can be useful creating a Facebook event and messaging into facebook and whatsapp groups.

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

There are many ways to sell tickets, from simple online transfers, to using online platforms such as Eventbrite.

A TOP TIP when using Eventbrite is to have your tickets as free on the site and ask attendees to use bank transfer/paypal or donation page to send the ticket money (to avoid additional processing fees). Another option is also to ask your union if you can use their website to sell tickets too.

To determine a method of payment and cost, consider the following

The ticket price should cover event expenditure. Make sure you consider all expected expenditures, from platform costs (if there is a cost) to speaker remuneration and other costs.

Make sure this is not too high so you don’t put off people from coming. You may wish to try to attract as many people, to have as many bidders as possible.

It’s important to have a record of attendees and their details, as this will then help with any follow up required later with winning bids.

Be sure to have a team to run the event. Roles they can take up are:

• Operating the platform

Ideally two individuals, one to support the running of the platform and any screen shared, and another to support the speaker.

• Hosting the event

Your hosts will make or break your event, so choose wisely. Try to find someone or a duo who are well known and have that confidence and humour!

A TOP TIP is to make sure they practice well in advance and don’t just “wing it” on the day. For your hosts, click here for further guidance.

• Auction host & fundraising, see the detailed tips states further in the plan.

• Interacting with the audience

• Guest Care

If you have guest speakers. These members will ensure the guest is joining in time, and look after any general questions they may have.

• Troubleshooting (keeping track of time and the number of participants joining)

A TOP TIP is to have a trial run on the platform and streaming to familiarise yourself and help the event run smoothly.

You will need to decide on how many items you want to auction depending on how long your event is. Each item will take 5-10minutes but can take much longer depending on your audience! We recommend a maximum of 6-10 Items.

To collect items a TOP TIP is to ask for items to be donated e.g. from local shops, companies and even Instagram businesses.

Consider having a fun/crazy item – e.g. paperclip in Germany which sold for € 2,250 or a banana at UCL which sold for £3K!

Possible items for auction could be:

• • • Canvasses

    • Prayer mats (to put in your institution’s prayer room)

    • Experiences e.g. paintballing, spa/pamper days, getaways, go karting

    • Sports items e.g. signed cricket balls/boxing gloves/football

    • Hamper baskets – these can include a variety of items

    • A virtual alternative to the traditional auction cake

    • Clothes – abaya/thobe/sponsor merchandise

    • Fun item e.g. banana (or any fruit), paperclip etc

    • ANYTHING – be creative and see what you can get your hands on!

Tell people in advance about the auction items so they can decide what they want to bid on and can start saving up/pooling money.

Think about creative ways to increase the price of items – for example creating a competition between the brothers and sisters to bid on a certain item. This can be done virtually by having a WhatsApp group for each group, to add up individual support to form collective bids.

Choosing who will conduct your auction is something to think about wisely, like your host they can either make or break the auction – think about having a funny confident person/duo and make sure they are prepared beforehand and know the auction items well.

Islamic Relief can provide you with experienced fundraisers – you will need to book early as there are a lot of dinners happening across the country and we will allocate on a first come first serve basis.

As bids come in, ensure the team keeps track of who wins each item so they can be followed up to donate.

The best way to collect donations is via online fundraising pages. You may create subpages for the event or even collective bidding items.

Make sure people know the deadline that they need to pay any pledges by, so that the pledge counts towards CW.

• Start the event with an opening Islamic / motivational reminder

• Share the vision of Charity Week, by playing a short video about Charity Week

• Ensure someone is keeping an eye on the chat box to build Interaction with the audience

• You may have sponsors who will pay to show an advertisement to your attendees during or at the end of the event

• Have virtual speaker gifts. A TOP TIP is to talk to local businesses for a gift or meal vouchers or experience vouchers that you can use.

• Ensure you’ve completed a trial run before the event

• Start the platform early, to solve on the day issues. But also time for people to join

• Have the team all ready

• If you’re hosting any guest speakers: ensure a reminder is sent for your event and confirm they are coming a few days before.

• Ensure you have sent clear joining instructions to all.

• Start and finish with dua. The team that prays together, stays together. Make sincere du’a that we all stay united and work together for His sake and are successful

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, issues with platform starting, people struggling to join.

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 to fulfill any pledges made and link in your donation page.

Send a special thank you to your organising team which made the event possible!

Thank the speakers and hosts personally – a nice gesture would be to send them a small gift e.g. chocolates as a sign of appreciation.

Have a team of volunteers ready to contact those who made any pledges or bid for items to ensure you are able to collect all donations on time.

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!