Events, functions and fundraising activities
Karaoke is an awesome event where singers can compete for prizes or simply utilise the karaoke machine as a relaxing and entertaining way for members to get together and have a laugh and raise some money at the same time.
It can become a great social event on the club calendar and is fun and entertaining allowing those who want to get up and perform the opportunity, while those who don’t want to be on stage a very entertaining night!
Karaoke nights are always popular and a low stress event to setup and run.
This is a super fun fundraiser to engage your members and to grow excitement and atmosphere around the club.
It is important to be aware that this fundraiser does call on your club community to donate and doesn’t give an opportunity for fundraising dollars to be made from external sources.
When should I hold this fundraiser?
A Karaoke event can be held at any time of the year. Usually an indoor event due to sound, weather is not usually a factor.
It could be great as a key activity during a larger social event or could be put in the calendar as one of the major, yearly social events at the club.
These are the tasks you will need to consider assign to volunteers at our club:
Before the Day
- Decide a date for the Karaoke fundraiser and if it will be part of a larger event.
- Promote the fundraiser and ensure all advertising for any larger event also includes the Karaoke fundraiser.
- Organise the Karaoke Machine, microphones and speakers.
- Organise volunteers to help.
- Organise any food and beverages that will be for sale.
- Organise any raffles or auctions that might run at the same time.
- Sell tickets.
On the Day
- Ensure the room and equipment is set up and ready to go.
- Ensure your MC runs the night smoothly.
- Brief volunteers of their roles.
- Monitor the event.
- HAVE FUN
- Take lots of photos.
- Announce the winner (if there is one!)
After the day
- Publicly thank everyone involved
- Announce the amount of money raised in club newsletters, on social media, website and around the club.
Who can help?
It is important to engage your members to help in the running of your fundraiser.
For a Karaoke event you could approach them to help:
- Promote and sell the tickets
- Secure prizes
- Source Karaoke machine, microphones and speakers.
- Help logistically on the day
You could also approach current club Sponsors for prizes.
Recruiting your people
It is important to create a culture of volunteering at your club to help not only with fundraising but also across the day to day running of your club. For more on how to create this at your club, click here.
Using technology to make it easier
You may like to consider using technology to reduce the workload on your volunteers and increase your fundraising dollars.
You may like to sell tickets for your Karaoke event online. An example of a website that allows clubs to do this is trybooking.com. This takes care of a great deal of the work usually left to volunteers and automates the ticket selling process. It also allows tickets to be purchased at any time of the day or night.
Selling tickets online means the event can be easily shared online by your members and supporters.
Your club may then also like to use social media, email newsletters and your club website to promote the event.
You may like to live stream some of the event on social media for anyone who can’t be there on the day.
Usually the most expensive part of this fundraiser is the Karaoke machine, microphones and speaker setup. These can be hired or you may find if you ask around that someone at the club has one at home.
Upfront entrance fees are a great way to build fundraising dollars and further charges to enter the competition could also be factored in. If your club is lucky enough to have bar and food facilities then you can expect an increase in sales too. Raffles, auctions and betting on outcomes are all further ways to raise revenue from the night. Attempting to have prizes donated will also help your efforts.
It is important to create a budget for the event and identify how much cash you will need before the day. For a Karaoke event there could be deposits required for the equipment you are hiring and the purchasing of prizes (if not already donated).
Promote the event utilising social media and club resources such as the website and newsletter. Don’t forget to place posters around the club and you could also create flyers to be left at strategic places like the canteen and dressing rooms. All the above can be achieved at very little cost.
With a Karaoke fundraiser being such a fun and engaging social event don’t forget to ask your members to share the event and build excitement at the club.
As a Karaoke event may also double as a social event at your club, you can use social media to build excitement. Use social media to sell tickets and countdown to the day.
You can also live stream the event on the day so that those in your community that can’t attend can be part of the event.
Social, Moral and Ethical Considerations
Supply of Alcohol
It is important to consider whether your club will allow the sale of alcohol at club events. Events can be alcohol free or limits or restrictions set in advance. Clubs need to consider how they will manage the risks of binge drinking as well as the Responsible Service of Alcohol.
What can go wrong? (Risk Management)
There are obvious financial risks if enough tickets aren’t sold and the prizes and setup costs more than is made.
The health and wellbeing of those who attend your event should be a focus at all times. It is important that your club takes time to consider all possible risks and how to minimise these.
Licenses and Permits
If food and alcohol are to be served then all licences and permits need to be in place. If you are unsure then please check with your local council by explaining your event and asking for guidance. The authorities are there to help, not to avoid.
Clubs need to check with their state or territory regulatory body to make sure they have all the required permissions to run a Karaoke fundraiser.
Additional Factors to consider
The main aim of Karaoke is to have fun and changing things up a little with some twists like a theme can be awesome! You can theme your Karaoke night many ways including popular TV shows, dressing up from a certain era or as past singers.
It is essential to be organised. Think about the flow of the night, how many shots each entrant will get, how long each person gets to perform, order of performers etc. Prepare a running sheet so everyone knows what’s happening when. And make sure there are enough song books to go round.
A solid MC is required to ensure everyone enjoys that night, but most importantly so that the evening runs smoothly. The MC should have significant people management skills so they can encourage participation as well as deal with any entrants who are super keen to stay on stage for the rest of the night.
Obviously the big technical consideration (and also the most important), is the Karaoke machine with microphones and speakers. Lighting and stage settings can also be included into the set up for the evening.
Additional Revenue Opportunities
Clubs may look to have the Karaoke fundraiser as a key activity at a larger event.
This links to other pages that have fundraising ideas that can run simultaneously, should the club like to.
Any specific suppliers or links for this particular fundraiser. Could be used for 3rd party advertising in the future.
This procedure should be treated as a guide only. Your club should seek advice specific to the needs of your club and event. Seek further details from authorities and service providers; especially in regards to insurance, licences, permits, spectator and participant safety.
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