Event Planning: Charity Event

This guide provides information on planning a charity event, including the purpose, format, target audience, organization, budget, delivery, and other details. It also includes a bibliography. The event is being hosted for underprivileged children in and around Auckland.

Running head: EVENT PLANNING: CHARITY EVENT
EVENT PLANNING: CHARITY EVENT
Name of the Student
Name of the University
Author Note

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EVENT NAME Charity Sale Event at Otago Polytechnic Auckland
International Campus
GROUP NAME The Charity group
CONTACT DETAILS:
TEL., EMAIL
PURPOSE OF THE EVENT
Event aim:  To organize the charity sale
in order to gather funds for
the benefit of
underprivileged children
 To sell handcrafted items
and generate acceptability
for traditional New
Zealand handicrafts among
the students and faculties
of the Otago Polytechnic
in Auckland
 To generate enough sales to
gather enough money to
cater towards the various
wellness programs for
underprivileged children
 To develop the future

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prospects for such sales to
be held in or around the
campus of the institution
with the successful
management and
development of the event
 To promote the values
associated with the OPAIC
through the successful
hosting of the event
Event format: Day 1- Opening day, opening
speech, traditional music, dance
and art presentation by students,
group lunch in the campus
Day 2- Special traditional
handcrafts exhibition day
Day 3- Special traditional
handcrafts sale
Day 4- Traditional mini-sculpture
exhibition and sale
Day 5- Last day of sale
Day 6- Closing day speech and
traditional dance performance

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Target audience: The event will be open to all
students, faculty members and
other workers within the Auckland
premises of the Otago Polytechnic
Auckland campus only. The event
is being hosted for
underprivileged children in and
around Auckland. The special
invitees will be the most important
senior faculty members of the
Otago Polytechnic Auckland
International Campus. Each
student will however, get a chance
to bring any one of their friends or
family from outside the OPAIC.
The target audience will be the
various charities that take part in
events such as these.
ORGANISATION – Event Organizers
Parties involved The event will be organized by the
Otago Polytechnic Auckland

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International campus students and
some of the members of the
Alumni association.
Budget source Internal expenses of the OPAIC,
funds provided by the students of
OPAIC, Funds provided by the
members of the Alumni
association
Budget estimate The estimated budget for the event
is 85,000 New Zealand Dollars.
For the promotion of the event
5000 New Zealand dollars will be
required. For organizing the other
programs 10,000 New Zealand
dollars have been considered. The
rest of the event will be funded by
the remaining amount.
DELIVERY
Proposed event dates The event will be held from the
11th December 2018 to 16th

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December 2018.
Location The venue will be completely
inside the University campus. The
exact venue will be the Otago
Polytechnic Auckland
International Campus. The charity
sale event will be held on the 8th
level of the campus building, 350
queen street. The campus will be
chosen as this event will
essentially an intra-institutional
events, where only people that are
related to the institution may
participate.
Invitation Invitation will be provided to the
management personnel of the
institution. Moreover, there will
be invitations printed for the
senior faculty members of the
OPAIC. The students will be
given 1 invite passes each with
which they can be able to bring
only one of their family or friends

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from outside.
The invitations will be sent by
special teams that will be vested
with the responsibility of
effectively coordinate with the
special invitees. The special ticket
teams will be given the
responsibility to provide special
tickets to the students through
which the students will be able to
bring their acquaintances from
outside. The team will also be
responsible for checking the
people that come as guests invited
through the student passes.
Poster for the event The poster of the event will be
unveiled a week before the actual
event. The poster will be focused
towards bringing out the actual
reason for holding the event. The
various arts and crafts that will be
displayed will also be showcased
through the poster. A total of 10

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posters will be created. This is
because the various aspects of the
events will need to be covered.
Hand outs will be provided to the
various people associated with the
organization a few days prior to
the event with the details of the
program schedule and the various
things being sold at the event with
average price ranges.
Advertisement / awareness Awareness video will be created
in order to make clear the aims
and objectives of the event.
Other content Dance performances by traditional
artists from New Zealand, Music
performances from the students
Dress code There will be no dress code for the
events, some traditional
performing artists will be required
to wear traditional clothing for the
event. The volunteers will need to

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dress in white shirts and black
trousers.
Catering requirements The first day of the event will
consist of team lunches other than
other events. The menu will
consist of both traditional food
items and the normal everyday
continental diets. The menu will
be healthy with focus on a
balanced diet. Junk foods will be
avoided and the focus will be
towards providing food with good
nutritional values. The menu will
reflect the main traditional values
that will be form the essential
basis of the event.
Security issues if applicable The event will be held inside the
campus. Hence, security
requirements will be internal. The
event security will be organized
by the internal security team of the
institution. The security team will
be supported by some student

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volunteers that will keep track of
the people visiting the event.
Hence, the security of the event
will be arranged by the members
of the organizing team and the
institution.
Authorisation and sign-off The approval process for the
various activities concerning the
event will be provided by the
management authority of the
OPAIC. The organizing team
directors will also provide
valuable authorization for the
various activities to take place.

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Bibliography
Müller, M. (2015). The mega-event syndrome: Why so much goes wrong in mega-event
planning and what to do about it. Journal of the American Planning Association, 81(1), 6-17.
Ickman, S., Cheng, L., MacLaurin, M. B., Colando, C. J., Anderson, E. S., & Raskino, D. A.
(2016). U.S. Patent No. 9,253,615. Washington, DC: U.S. Patent and Trademark Office.
Ickman, S., Cheng, L., MacLaurin, M. B., Colando, C. J., Anderson, E. S., & Raskino, D. A.
(2016). U.S. Patent No. 9,432,826. Washington, DC: U.S. Patent and Trademark Office.
Koolwal, A. B., Smith, D. W., de Mello Maia, E., Spencer, C. W., Deeter, K., Lafferty, K., &
Ederle, J. R. (2018). U.S. Patent No. 9,992,150. Washington, DC: U.S. Patent and Trademark
Office.
Urmy, M. B., Sexton, J. A., & Curtis, J. A. (2015). U.S. Patent No. 9,064,015. Washington, DC:
U.S. Patent and Trademark Office.
Akrotirianakis, I., Chakraborty, A., & Liu, J. (2017). U.S. Patent Application No. 14/849,649.
Tng, C. W. (2015). U.S. Patent Application No. 14/584,421.