organising a party of a budget of £0?

vikki_louise

Hello, I run an organisation (www.postpals.co.uk) and this summer marks 5 years since we helped our first child. I've decided to hold a BBQ where volunteers can meet each other as its remote volunteering most have never met anyone else involved face to face, also some of the families we support would like to come along.

Here comes the problem, because its primarily for volunteers we of course can't use any money Post Pals has which means we hve a grand budget of £0! My parents have offered to pay for some of it but for a great (and informal) party we will need some help. I thought about asking local businesses but don't know if a)they would be willing to help as the aim is a celebration rather than a fundraiser or for the sick kids b)what do i ask for, a spefic item ie ask the butcher to provide meet for the BBQ, or ask sommerfield for a voucher, and what about other things that could make the party great? Is it best to ask in person or to write, or to take a letter in by hand?

Does anyone have any expierence of doing this as I don't!

Thanks!

Chris25

I would find out the manager's name and send in a letter addressed to him/her, to all the local shops and businesses outlining exactly what you would like and what the event is.

For example, in the past, I have asked our local supermarkets if they would provide the tea/coffee and biscuits for a charity coffee morning and if they would provide wine, spices and mince pies for a carol service.

Also asked if they would provide any local produce for a playgroup event to help explain to the children where our food comes from. All were very obliging, luckily, and we ended up with locally milled flour, eggs, salad leaves, different vegetables, apples and some sort of dried herbs!

I know someone else who asked a local store for tin foil and greaseproof paper for a school baking event (and large tupperware-style boxes to store stuff in) - they also donated (without being asked) spices, margarine and flour.

It is useful to have a 'wish list' and you could even send that in with your letter and ask what from the list, if anything, they would be willing to donate. I've found that it's always best to be polite and not expect to actually get anything, after all most businesses are inundated with requests but have found that if it's for a worthy local cause (and I'm sure they would think it was), they usually can find something - even if it's a bottle of wine or a small raffle prize!

Good luck and hope all goes well. Hope you have decent weather too

jobbingmusician

You have a PM

scouser

Why not treat it as a fundraising event - that way you can use funds to pay for the event......

sillyvixen

its always worth asking local buisnesses- one year our junior church asked the supermarket up the road if they would consider letting us have a few diffrent types of bread for a session we were doing - they were only too pleased and gave us a whole box of different types - they also offered to make us a harvest loaf in their bakery- which was greatfully accepted.