The price of free(dom) events

The thing about running more is I have more headspace to mull things over and to draft things in my head... So, as people know I do a fair amount behind the scenes for a number of charities, not just the heart ones most people associate me with – and this isn’t a humble brag.  When Jiminy Cricket says she’s a charity widow its only half in jest. 

Anyway, one of the things that always gets on my wick and therefore I will get off my chest is the concept of a “free event”.  There is quite simply no such thing in charity world, probably in no world, but I’ll stick to the charity world for a reason. 

At its easiest a free event costs look like this:

1)   Time to take the call/email about the offer of tickets etc.
2)   Time to check that this is legitimate, that it meets the charities aims and objectives, that it’s something you want to be associated with and to agree how its going to be advertised.
3)   Time to confirm all this with the organisers.
4)   Time to set up how you’re going to advertise things.
5)   Time to advertise, take bookings and distribute tickets (ideally e-tickets).
6)   Time to evaluate the event.
7)   Time to thank the organisers (because they may have more tickets in the future). 

That’s the simple version, other bits that may need doing:

1)   Bid for the tickets in the first place – some events have a charity allocation you can apply for.
2)   Confirm the specifics of who can get the tickets – I’ve walked away from free tickets for a charity thing where they wanted “sick looking kids for the photos” – the PR person may never have heard the language I used that day.
3)   Sort the admin and fill in the paperwork.
4)   Organise transport.
5)   Organise volunteers to support attendees at the event.
6)   If paper tickets organise volunteers to hand over the tickets to attendees.
7)   Write a formal report on the event, and what your attendees got out of it, for the organisers – sometimes so they can justify giving you tickets next time.
8)   Provide photos to event organisers for their publicity material.
9)   Provide quotes for promotional material and the press.

And most importantly

10) The charity may be buying the tickets, possibly at a discount, because they feel it’d be a good event to be at. 

And there’s probably many things I’m forgetting… 

For the charities that have staff, paid staff, this all costs money – the money you and I donate, raise through events and others give willingly.  For those who are just run on a voluntary basis; its evenings, lunch hours, time with loved ones (sorry Jiminy) and family. 

Which why my plea is that if you sign up for free event you attend, or if you can’t attend (and I know kids can get ill, shit happens and Thanos might click his fingers at any moment) you let people know in good time.  Sometimes you’ll have got the tickets others wanted… 

So be free – and remember there’s no such thing as a free charity event.


TTFN

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