© 2019 Princess Alice Hospice. Registered charity no. 1010930 and a company limited by guarantee in England and Wales no. 1599796

pah.org.uk

Sounds for Pounds

Strike a chord

Your event, your way

In this guide you’ll find tips and tools that will help you every beat of the way. From planning and preparing to playing and promoting; your event, your way!

For all types of music and events...Gigs, choirs, concerts and bands

This is your guide to help you design, organise and promote your own Sounds for Pounds (S4P) event. Whether this gig is to remember a loved one through the music they enjoyed or if you’re a music fan looking for experience in organising events, or just want to support a local cause - this guide will provide you with all the information you need to help you plan your own very special S4P event.

Welcome

Why we need youWe hope that you’ll raise as much money as possible to help fund our care and help us be there for patients, families and carers when they need us the most.

Here are some examples of what your money could help pay for:£34 could pay for a family to attend a Dovetail bereavement session £78 could enable a nurse to visit a patient at home£474 could provide carers with a much needed break by paying for a night nurse visit£1,164 could provide 3 overnight sessions of night nursing care for a patient at home

Princess Alice Hospice provides a comprehensive range of services that respond to the individual needs of patients, their families and carers, so that they can live life to the full, create memories, share special moments and when the time comes, support them through, before and after the death of a loved one.

It costs £10.3 million each year to provide free, high quality specialist end of life care to tens of thousands of people with life threatening illnesses. We rely on wonderful supporters like you to help us to generate thousands of pounds through fundraising events like this.

Steps to take - The Five Ps

PlanningNow is the time to decide on what type of music event you would like to put on. What venue, what genre and who is your audience? Is it a gig at a pub, concert at a theatre, classical music outside or in the garden, or a battle of the bands in your workplace? There are so many options. You need to think about the reason you are organising this S4P event to ensure your plans all stick to one theme and complement the music, venue and audience.

One of the most important things to do is to ask for help. Friends, colleagues or family can be a great support when organising a large event. You can put on this S4P alone but it is always more fun with help from family and friends. You could recruit:

• Fundraising volunteer – someone who can help create a buzz about your event before the day. They could organise promotional fundraisers both before and on the day of your event to increase the amount of money you raise.

• Promotion volunteer – someone who can promote the event near and far, using social media platforms, production of flyers and posters, writing press releases, contacting local newspapers to write stories or attend your event and getting shout outs on local radio stations.

• Production volunteer - someone who can be in charge of finding the PA, lights and equipment. They will be the one who knows what bands and performers need on the day.

Planning

Preparing Your Event

Promoting

Performance

Post Event

Use this to you help planMusic genre and theme ideas (what will your event look like?)

Fundraising ideas (think up varied ideas for fundraisers in the lead up to your event and/or on the day to raise money)

Venue ideas (don’t go too big, a full venue is better than a half empty one)

Team / volunteer ideas (who can help you?)

By organising a few fundraisers in the lead up to your event you can raise even more money for Princess Alice Hospice.

Here are just a few fundraising ideas you can do in the run up to your event to help promote it and raise money:

• Quiz - hold a music themed quiz night• Buskathon – busk in your local area• Office gig – get your work colleagues involved in the fun• Sponsored to do something – learn a new song?• Cake sale – everyone loves cake!

Plus, don’t forget to maximise your fundraising on the night itself! Here are some ideas:

• Hold a raffle• Paid cloakroom• Split the bar takings or suggest a branded cocktail where all

profits go to Princess Alice Hospice• Sell some extras e.g. lollies, glow sticks, face painter/glitter,

merchandise, set up a photo booth area and charge for polaroids• Virtual juke box - charge for a request!

Fundraising ideas

Don’t forget to check the legal bit at the back of this guide to ensure you are sticking to fundraising regulator guidelines when planning your fundraising events.

Make a plan! Use the pull out planner (enclosed in this guide) to plan what needs to be done, by who and set time bound targets.

Name your event Choose a name that will make your event stand out from the crowd and catch people’s attention! Ensure you refer to Sounds for Pounds when promoting your event and choose a name that reflects the type of event it will be.

It’s for CHARITY Don’t be afraid to ask for freebies, if you are running a raffle why not contact local businesses to ask for items to donate. We can provide a letter of authority. Ask people to loan or share their equipment on the night. Always mention that you are raising money for Princess Alice Hospice, you will be surprised how many people have heard of us. If they haven’t, please tell them about the great work we do and remember there is no harm in asking.

Prepare your event

© 2019 Princess Alice Hospice. Registered charity no. 1010930 and a company limited by guarantee in England and Wales no. 1599796

pah.org.uk

Sounds for Pounds

Rock 4 Rob7TH AUGUST, 8PM

Princess Alice Hospice groundsWest End Lane, Esher, KT10 8NAPurchase tickets at www.pah.org.uk/R4R

© 2019 Princess Alice Hospice. Registered charity no. 1010930 and a company limited by guarantee in England and Wales no. 1599796

pah.org.uk

Sounds for Pounds

Rock 4 Rob7TH AUGUST, 8PM

Princess Alice Hospice grounds

West End Lane, Esher, KT10 8NA

Purchase tickets at

www.pah.org.uk/R4R

Don’t be afraid to ask for freebies, the more money saved is more money raised.

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© 2019 Princess Alice Hospice. Registered charity no. 1010930 and a company limited by guarantee in England and Wales no. 1599796

pah.org.uk

Sounds for Pounds

Make sure you ask each performing act for all their information and share important information with them.

Questions

1. Are you available on date?

2. This is a fundraising event. We are requesting all acts play for free.

3. Do you know the venue (share parking information, will there be a sound check, where can they store equipment)?

4. Can you provide all your own equipment on the day? Yes No

5. Are you willing to share the use of your equipment with other bands if required? Yes No

6. Will you promote this event to your fans?

7. Please share a link to your music online (YouTube, sound cloud, Facebook)

8. Please share your social media information here:

Instagram Facebook Twitter

9. Name of main contact

Email address of main contact

Phone number of main contact

Prepare

Ensure they know that it is a charity event and that all money raised from this event will go to Princess Alice Hospice.

Things to think about

Use the below table below to ask yourself questions such as; are your acts going to be appropriate for your audience? Do your acts fit your theme?

WHAT YOU WANT WHAT YOU DON’T WANT

• Music acts with a large local following

• Music acts that reflect your theme / style

• Use your contacts, if you have friends in the scene use them - even if it is to help with promotion

• If the event is in memory of someone’s favorite music make sure you remember this when you book the acts

• Don’t approach artists who want to charge a fee (all artists must play for free as it is a fundraising event)

• Don’t pick acts that won’t suit your theme / audience or work on the same bill

• Don’t assume your music tastes are what everyone likes

• Don’t over/under book – ensure each act has enough time on stage to perform

Venue InformationAlso don’t forget to think about and ask the venue;

• Are any nights more popular than others for music events at this venue?• Is the date you had in mind available?• Can you have the venue for free?• Will the venue give you a portion of bar takings – or allow you to sell a cocktail? • Will you be required to pay for security if it is required? • Will they allow you to run fundraising events at the event?• Are you able to keep the entire entry / ticket fee?• Will the venue help promote your event? • Do they have a PA or other equipment you can use for free? • Do they have a music licence?• What age restrictions do they have?• Can you have flyers and posters advertising your event in the venue?• What is the venue capacity? • Check they have public liability insurance.

Prepare

Spread the wordWe’ll help dress it up

To help your event look the part, we have a whole range of Princess Alice Hospice materials for you to order or borrow, including:

• Posters to advertise your event (template on page 8)• Princess Alice Hospice ‘Who we are’ leaflets• Princess Alice Hospice logo• Balloons, collection tins or buckets• Princess Alice Hospice t-shirts and flags

Please let us know when you have confirmed the details of your Sounds for Pounds event by calling us on 01372 461808 or emailing supportercare@pah.org.uk. You can request any of the items above by calling or emailing our Supporter Care Team. Please give us as much notice as possible and return borrowed items afterwards so other supporters can use them. We’d love to hear from you!

Get social

One of the best methods to promote your event is word of mouth. So go to your local pubs and chat to people about your event, create your own buzz and others will come. If you choose to print posters or flyers get them out and about in your local area. Make a Facebook event page and invite everyone you know and don’t forget to share it in local Facebook groups.

You can use other social media platforms such as Twitter and Instagram to share information about your event and updates on how the organisation is going. Make sure you get press releases out to local newspapers. If you have a promotion volunteer, they can help you with all of this. Get people to re-tweet your event or share your event / posts on Facebook.

• If you choose to set up a JustGiving page (see info over the page) make sure you share your page on Facebook, Twitter and Instagram to encourage people to sponsor your event.

• Tag us on social media @PAHospice and use the hashtag #Sounds4Pounds. We can’t wait to read your posts and see your pictures.

Selling tickets

Consider offering a cheaper price in advance - you want commitment and people are much more likely to turn up if they have paid in advance. You don’t want your band to be playing to an empty room! You can do so by setting up an online account with Eventbrite or Brown Paper Tickets. These platforms can help you sell tickets and print out a guest list of those who have purchased them to have on the door. Although on the door ticket sales work just as well, just be sure to remind people to bring enough cash to pay for their tickets as lots of people generally assume everyone can provide card payment options.

Raising extra funds through JustGiving

You can set up an online fundraising page with JustGiving* at www.justgiving.com/princessalice which is a way to raise awareness and collect donations for the Hospice. You cannot use this platform as a method to ‘sell’ tickets, just to encourage donations. This can be a good way for people to donate if they can’t come to your event, or if they do come and had such fun they want to donate more afterwards. The most successful online donation pages feature photos and your personal motivation for supporting Princess Alice Hospice. Remember to email the link to all your friends, family and colleagues so they can start donating and promoting your page and therefore your event.

Helpful tips

• Make your JustGiving web address memorable and fun so people remember it.

• Remember to add photos and posts to tell your story – e.g. ‘I am organising a gig in aid of Princess Alice Hospice, please donate and share this page to help reach our fundraising target’.

• Around 20% of donations through JustGiving are received after people finish their event, so keep fundraising once the event is over. It’s a good chance to email an update about how you did, add some new photos from the event and a final appeal for donations.

*Our preferred partner.

On the day of the event make sure you:

• Arrive early and give yourself time to get set up. Have at least one person on hand to help you.

• Make sure you have your volunteers’ contact details and they have yours.

• Meet the acts as they arrive, they are doing you a huge favour in playing for free so make sure you acknowledge and thank them as they arrive (you may be too busy later on).

• If you have a production person, make sure they arrive with you to help answer bands technical questions, and to ask the bands if they have everything they need.

• Brand the venue; make sure you use the banner and posters provided to paste S4P all over the venue, this way everyone who comes along will know this S4P event is in aid of Princess Alice Hospice. Make sure the banner is displayed on the stage behind the acts so it will show up in all photos.

On the day check list

• Meet the venue manager and talk through final details of the event, confirm how any monies promised from bar takings will be provided

• Ensure all acts have your contact details and are told to contact you if anything arises on the day • Make a list of all bands names, social media handles and phone numbers to keep on you at the

gig, give a copy to production volunteer and promotion volunteer• Have a copy of venue managers contact details • Ensure one person is in charge of collecting and safely storing all money raised. Sometimes

venues will let you use their safe during the event. Make sure the money person is sober and has a safe method of transport home with the cash.

• Make sure your volunteers / team members know their roles and what they are in charge of doing before the day

• Put up posters and banner with S4P PRINCESS ALICE HOSPICE branding • Organise a cash float for ticket sales - take along a stamp/pen to mark who has paid the entry fee• Ensure you have your extra fundraisers organised and a volunteer to run them. This can be

selling raffle tickets, glow sticks, guessing the sweets in a jar, facepaint or photobooth • Check PA and equipment is working prior to acts coming on the day • Utilize help to do sound check, either the venue team or your production volunteer• Make sure sound engineer is happy and equipment is set up • Ensure all acts, sound engineer and any DJ’s are given set timings and are told when the music

must stop• Ensure acts know about parking and access

Performance

Congratulations on hosting your event and we hope it was a massive success!

Don’t forget to thank everyone who has helped you organise and pull off your event. Thank the bands, your volunteers, the venue and the audience for coming along to spend their money at your event. Please return any borrowed items to us and put your feet up for a well-deserved rest! Make sure you share the success of your event online, everyone loves to know how much the grand total is, so be sure to share this as soon as you know.

Post event

Ways to pay in your sponsorship money to us After your event, you need to get the money to us so we can put it to work!A motto we like to live by is - money raised today is spent tomorrow.

DONATEWebsite If you raised money offline you can pay it in via our website www.pah.org.uk/donate using the single donation button. Send an email to supportercare@pah.org.uk to let us know as well.

ChequesMake them out to Princess Alice Hospice and send to the address above. Always include your name, address and how you raised the funds on the back.

Telephone The Supporter Care Team can take card donations on over the phone. Simply call 01372 461808 and our team would be happy to help.

Cash

Bring it in – we love meeting our fundraisers! The Hospice is based in Esher and we are open weekdays from 9am-5pm.

Online If supporters donate using your online JustGiving (or any fundraising) page, the money will be transferred to Princess Alice Hospice automatically. It’s safe and secure.

Creating your page

We are sure you have got lots of great ideas on how to maximise the money to be raised at your event. Please make sure you stay within legal parameters and stick to advice given here.

Make sure you are legal from the get go – Princess Alice Hospice will not accept liability for events run in aid of Princess Alice Hospice, you are responsible for ensuring that your event complies with the law. As you start searching for venues or acts be sure to make it clear that you are organising an in aid of a Princess Alice Hospice event and are not an agent of Princess Alice Hospice.

• Check with your local council for relevant permissions, licensing, health and safety issues, trading standards etc. Contact the local police if your event is going to be in a public space and / or may cause traffic issues.

• Insurance – check that your venue has public liability insurance, if they don’t you can get it from insurance companies.

• Money – make sure the person taking the money away at the end of the event is aware of personal security. Always use safe transportation, a safe route and be accompanied or carry a personal alarm.

• Busking, street collections and collection tins. We can provide you with collection tins a letter of authority and all you need to set up a street collection. You will need to apply to the local council for a license and allow at least 8 weeks to get one. If you want to fundraise on private property you need written permission from the owner/manager. All collection tins and buckets must be sealed and you must adhere to collection guidelines which will be provided if you contact us to ask for tins or buckets.

• Raffles and Lottery. Raffles are a fabulous extra to have at an event, they do have very strict laws that you must adhere to, so always check before planning one; www.institute-of-fundraising.org.uk or www.gamblingcommission.gov.uk have lots of information.

• Licenses – check that your venue has appropriate licenses for music and alcohol. You can see which ones are required here – www.direct.gov.uk.

• Mandatory text – please include the following sentence on all fundraising / promotional materials “S4P is a volunteer run fundraiser in aid of PRINCESS ALICE HOSPICE (registered charity 1010930) All profits from individual S4P events go to PRINCESS ALICE HOSPICE.

• Safety – Princess Alice Hospice cannot accept responsibility for any accidents or incidents before, during or after your event. Check your venues public liability insurance and ask the venue about H&S information such as where the first aid boxes are – you can find out more here www.hse.gov.uk – if you are planning a big event maybe think about contacting St Johns ambulance for advice.

• Temporary Events Notice – you won’t need this at a venue that often has music but if your venue does not check with your local council about a Temporary Events Notice.

• Eco – please organise recycling for your event and don’t add to our already out of control plastic pollution issue with more plastic waste if you can help it. Clean up after your event and return any unused marketing material to the Hospice so we can send it on to be used at another fundraising event.

The legal bit

Thank you for supporting us!

Please send us some photos!

We can’t thank you enough for organising a Sounds for Pounds event and supporting Princess Alice Hospice. We are so grateful for your support. If you would like any more information about fundraising or our work please call the Supporter Care Team on 01372 461808 or email supportercare@pah.org.uk we would be delighted to hear from you.