Konstantinos Stachtaris – HLT 7032

SUBJECT: ORGANIZATION OF A CHARITY EVENT

FOR ASSOCIATION OF PEOPLE WITH CYPRUS AUTISM

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Table of Contents
PROLOGUE...............................................................................................................................................2
DEFINITION OF THE EVENT......................................................................................................................2
FACTORS OF SUCCESS OF THE EVENT......................................................................................................2
Charity event.......................................................................................................................................2
PAN-CYPRUS ASSOCIATION OF PEOPLE WITH AUTISM...........................................................................3
GENERAL INFORMATION ABOUT THE EVENT..........................................................................................3
FACTORS OF SUCCESS OF THE EVENT......................................................................................................3
PAN-CYPRUS ASSOCIATION OF PEOPLE WITH AUTISM...........................................................................4
GENERAL INFORMATION ABOUT THE EVENT..........................................................................................4
EVENT COORDINATOR / VOLUNTEERS....................................................................................................5
EVENT ORGANIZATION............................................................................................................................5
SPACE......................................................................................................................................................6
REVENUE & EXPENDITURE BUDGET........................................................................................................7
Sponsors............................................................................................................................................10
MARKETING.......................................................................................................................................11
CELEBRITIES.......................................................................................................................................11
FINAL STRAIGHT....................................................................................................................................11
END OF THE EVENT................................................................................................................................11
References.............................................................................................................................................13

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PROLOGUE
The field of events and festivals has developed enormously on a global scale since the early 1990s. its
success factors.

Specifically, the organization of a charity event for the Association of People with Autism as well as the
history and activities of the Association are presented. Then all the steps followed by the Event
Coordinator for the organization and execution of the event as well as the conduct of a final report after
the end of the event are analyzed.

DEFINITION OF THE EVENT

The Event is defined as group events that are carefully designed to convey their purpose and influence
the opinion of a specific group of people. The various events differ in size, purpose and impact but have
in common the limited time they last. The success of the events is greater when the mechanisms of the
event are not visible but the influence they leave in the end is great. (Tiend, S., 2019)

FACTORS OF SUCCESS OF THE EVENT

As success factors of an event, which are analyzed in more detail in the following chapters of the study,
are considered all of the following:
• Planning, Organization and dedication to the goal of the event
• Budget
• Sponsors
• Human Resources / Volunteers and their tasks
• Marketing
• Report after the event

Charity event
This study analyzes all the stages of organizing a charity event. The purpose of this event is to raise
money for financial support of the Pancyprian Association of People with Autism as well as to promote
the concept of Acceptance of the "Diversity" of people with Autism and people with disabilities in
general. An additional purpose is to inform the public about the activities of the Association, the
assistance it provides to the families of children with autism and to attract volunteers and permanent
sponsors.

PAN-CYPRUS ASSOCIATION OF PEOPLE WITH AUTISM

The Association was founded in 1990 as a non-profit organization and belongs to AUTISMEUROPE and
WORLDAUTISMORGANIZATION. He is constantly working for the rights of people with Autism in lifelong
learning, their living and their integration into the Cypriot Society. He has managed to establish
Pancyprian4 Day Care Centers and Training for Adults with Autism and 1 Center for specialized

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treatments such as Occupational Therapy and Speech Therapy for children with Autism, under 18 years
old. 2 Living Homes are expected to open soon, where adults with Autism will live independently under
the 24-hour supervision of specialized staff. It should be noted that registered members of the
Association are 450 people of which 40% are parents of children with Autism.

GENERAL INFORMATION ABOUT THE EVENT

This charity event is mainly aimed at families with children up to 12 years old and therefore the
entertainment, food and space has been chosen according to their needs. The aim of the event is to
attract around 1500-2000 people / children where they can have fun with various skill games and
amusement park games. The event will take place in May for 2 reasons: a) due to good weather
conditions in the country b) calendar is close to the month of Autism which is considered April.
There will be various kiosks with construction and skill games, amusement park games and sports team
kiosks. In the Municipal Park there is an elevated space where it will be used as the venue of the
entertainment program such as short-term dance performances by local dance schools and magic tricks
by a professional entertainer.
In addition, the park has a small theater which will be used for puppet shows.
There will be kiosks selling food, drinks and sweets as well as a large area where tables and chairs will be
set up for the public to relax.

FACTORS OF SUCCESS OF THE EVENT

As success factors of an event, which are analyzed in more detail in the following chapters of the study,
are considered all of the following:

• Planning, Organization and dedication to the goal of the event

• Budget

• Sponsors

• Human Resources / Volunteers and their tasks

• Marketing

• Report after the event

charity event

This study analyzes all the stages of organizing a charity event. The purpose of this event is to raise
money for financial support of the Pancyprian Association of People with Autism as well as to promote
the concept of Acceptance of the "Diversity" of people with Autism and people with disabilities in
general. An additional purpose is to inform the public about the activities of the Association, the
assistance it provides to the families of children with autism and to attract volunteers and permanent
sponsors.

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PAN-CYPRUS ASSOCIATION OF PEOPLE WITH AUTISM

The Association was founded in 1990 as a non-profit organization and belongs to AUTISMEUROPE and
WORLDAUTISMORGANIZATION. He is constantly working for the rights of people with Autism in lifelong
learning, their living and their integration into the Cypriot Society. He has managed to establish
Pancyprian4 Day Care Centers and Training for Adults with Autism and 1 Center for specialized
treatments such as Occupational Therapy and Speech Therapy for children with Autism, under 18 years
old. 2 Living Homes are expected to open soon, where adults with Autism will live independently under
the 24-hour supervision of specialized staff. It should be noted that registered members of the
Association are 450 people of which 40% are parents of children with Autism.

GENERAL INFORMATION ABOUT THE EVENT

This charity event is mainly aimed at families with children up to 12 years old and therefore the
entertainment, food and space has been chosen according to their needs. The aim of the event is to
attract around 1500-2000 people / children where they can have fun with various skill games and
amusement park games. The event will take place in May for 2 reasons: a) due to good weather
conditions in the country b) calendar is close to the month of Autism which is considered April.

There will be various kiosks with construction and skill games, amusement park games and sports team
kiosks. In the Municipal Park there is an elevated space where it will be used as the venue of the
entertainment program such as short-term dance performances by local dance schools and magic tricks
by a professional entertainer.

In addition, the park has a small theater which will be used for puppet shows.

There will be kiosks selling food, drinks and sweets as well as a large area where tables and chairs will be
set up for the public to relax.

For better control of the receipts, a kiosk will be placed at the entrance of the park as a Fund, in which
the public will buy chips of similar value to use them in the various kiosks.

Finally, there will be a kiosk of the Association where information material will be offered for its action
and it will also be a First Aid station in case of an accident.

EVENT COORDINATOR / VOLUNTEERS

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The coordinator of the event will be determined by the Board of Directors of the Association and will be
selected based on his experience in organizing events, the success of these events and his leadership
skills so that he can inspire and guide the other volunteers who will participate . In addition, he will have
the jurisdiction to make decisions regarding the cost of the event, always following the guidelines given
to him by the Association.

The members of the Board of Directors, its permanent staff, the therapists-associates and the simple
members of the Association will be the volunteers of the event. An information meeting will be held to
determine the duties and hours of volunteer work before and during the event. All volunteers on the
day of the event will wear the same T-shirts to stand out in case of help or service to the crowd.

Some of the tasks of the volunteers will be: the point of sale of tickets, the various kiosks, the
coordination of dance and fairy tale events, their presence at the Association's kiosk and the solution of
any problems that may arise.

It is the responsibility of the Event Coordinator to provide support, animation and recognition of the
work of the volunteers, throughout the organization and implementation of the event. This will lead the
volunteers to work with diligence and dedication and thus contribute to the success of the event. (Tiend,
S., 2019)

EVENT ORGANIZATION
The event coordinator should do the following, 6 months before the event:

• Defining a work schedule

• Definition of volunteers and their duties before and after the event

• The report of the event after its end where will be analyzed any problems encountered and factors
that contributed to the success of the event.

The following should be done with the volunteers that will be identified:
• The preparation of the budget of the event

• Finding sponsors and Through Mass Media as communication sponsors

• Contact with companies for the supply of food, drinks, water, etc.

• To receive the relevant permits from the Municipality of Limassol for the organization of the event and
to agree on the date.

• To find people who will perform certain paid tasks such as e.g. space cleaning and private security.

• To determine the ways of advertising the event.

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• To communicate with large football teams for the presence of footballers at the event.

• Communication with various entertainment agencies such as e.g. dance schools, puppet shows and
entertainers for their participation and remuneration.

• Receive offers from companies for the printing of tickets, advertisements, the microphone and the
insurance costs of the event.

• Make a list of all the necessary equipment that the Association will need on the day of the event such
as. Umbrellas, Tables, chairs, awnings, stands.

• To agree with the owners, the rental of the 2 parking spaces located next to the Municipal Park.

• Determine ticket prices for food, beverages and toys.

SPACE
Taking into account the above, the selection of the site was made depending on the activities that will
be carried out and in addition the following were taken into account:

-Capacity

- Cost

- Availability Parking

- Facilities

-Accessibility

Therefore, the place that has been chosen is the Limassol Municipal Park where it is located in the
center of the city, next to the Limassol Zoo. This space can accommodate over 2000 people as it has
large green spaces, alleys, elevated stage and a small amphitheater.

The Municipality of Limassol has this space free of charge when it comes to charity events and charges
only the costs of electricity and water. Written approval will be required for the sale of food and
beverages if the park has its own cafeteria.

2 large empty plots next to the Municipal Park will be used as a parking lot and after consultation with
the owners they will be rented by the Association for the whole day, at a favorable price due to the
nature of the event. Special signs will be placed on the road where they will direct the public to the 2
specific spaces and there will be a volunteer in each parking lot where he will guide the public for the
empty parking lots.

The facilities provided by the Municipal Park are sufficient for the conduct of the event, such as drinking
water and electricity in the area where the kiosks, toilets and temporary storage space will be set up.

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In terms of accessibility, the Municipal Park is located on the coast of Limassol, very close to its historic
center, where it is visited daily by hundreds of tourists. Therefore, the event will attract local and foreign
tourists.

A very important part of the event is the preservation of the natural environment and the cleanliness of
all areas for this and 2 volunteers will be appointed for this supervision. In addition, in the area of the
toilets, there will be a person constantly supervising the cleanliness of the area and cleaning it at regular
intervals.

REVENUE & EXPENDITURE BUDGET

The success of the event in terms of the goal of accumulating money is the most important factor in the
decision by the Association to organize a similar event in the future.

As part of the review that will be carried out after the end of the event for the success rate it had, its
total cost will be taken into account as well as the ratio of income - expenses.

In order to achieve the goal of the event, a comprehensive list of expenses should be drawn up, which
will take into account all the expected and non-expected expenses for the event as well as the estimated
income that is expected to be collected. (Harrin, E., 2013)

The calculation of the income will be based on the promotion that will be given to the event through
advertising and the analysis of the income of previous events either of the Association itself or of other
charitable Associations.

The budget will be drafted after finding the main sponsors of the event. The aim of the event
coordinator is to keep the amount of expenses at a practically low level, which can be largely covered by
the sponsorships of the main sponsors.

It should be noted that an important part of maintaining the low cost of the event is the Public and
interpersonal relations of the Coordinator and the members of the Board so that the agreements that
will be reached with the partners and suppliers include a significant discount. In the present case of the
charity event to which the present study refers, the costs can be divided into the following categories:

• Space

Appropriate approval will be obtained from the Mayor of Limassol in order to pay a formal amount to
the Municipality regarding the costs of electricity and water supply in case it is a charity event. In
addition, the cost of renting the 2 parking spaces that belong to individuals will be paid. Regarding the
cleaning of the area, 2 people will be hired by a private cleaning company for 12 hours. It should be
noted that the Municipality of Limassol will also help with the cleaning after the end of the event.

• Equipment

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This category includes the costs of microphone, lighting, chairs, tables, kiosks, umbrellas and 2 First Aid
suitcases. Note that the chairs and tables will be rented by a Catering company while the rest will be
purchased to be used by the Association to meet other needs or for future use at similar events.

• Private Insurance Expenses and Liability & Accident Insurance

2 security guards will be hired by a Private Security company to guard the area and solve any problems
during the event.

In addition, Liability and Accident Insurance will be concluded to cover any accidents that may occur
during the event.

• Entertainment

This category is one of the most expensive since the whole organization of the event is based on
children's entertainment. An agreement will be concluded with a toy company Amusement Park for
renting 2 toys at a relatively low cost. The entertainment program will include a) magic shows by a
professional entertainer and b) puppet shows where the cost will be agreed in advance.

• Advertising

This category will include all expenses for promoting the event. These include the cost of printing tickets,
advertising banners, flyers to be delivered to various important points of the city and mail order
delivery. In addition, the event will be advertised on Mass Media, Facebook and Instagram. T-shirts with
the logo of the event will be printed, which will be worn by the volunteers before the event when they
will give leaflets and during the event. Advertising via radio or television will be donated by local
channels at no additional cost.

• Power supply

The event will offer food (sandwiches, hamburgers, pizzas), coffees, pastries and drinks. Well-known
food and coffee chains, ice cream and beverage companies will be contacted for their supply on the day
of the event after the cost has been agreed in advance taking into account a 10% discount after large
quantities will be ordered.

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Income €

Sponsors €7.000
Game Kiosks €5.000
Food Booths €5,000
Drink Booths €3.000
Sports Kiosks €3.000

Total €23.000

Expenses €

Municipality of Limassol €300

Cleaning Cost €150
Rental of parking spaces €300
Microphone €500
Awnings, Kiosks (30 kiosks) €300
Rental of tables and chairs (200 chairs and 50 tables) €200
Private insurance €150
Liability Insurance €700
Magician €150
Puppet show €150
Amusement Park Games (2 games) €1500
Banners (5) €350
Brochures (1000) €250
Advertising design €200
Advertising in MKD (for 10 days) €100
T-shirts (50 pieces) €225
Soft Drinks, Waters (2000 pieces) €1250
Ice cream (2000 pcs. * € 0.80) €1600
Pizzas, hamburgers, sandwiches €3.000
Total
€11.375

Revenue €23.000
Expenses €11. 375
Net €11.625

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 The above tables indicate the income and expenses of the event taking into
account the estimated market prices as they apply today and calculating a
relative discount in areas such as catering due to the large quantity to be
ordered.

SPONSORS
The selection of large companies as sponsors of the event, is an important factor of success and
fundraising for the charitable purpose of an event. (Freedman, H., Feldman, K. 2007)
Business sponsors include banks, large law firms and accounting firms. In addition, smaller local
sponsors include local supermarkets, local restaurants and cafes. Local TV and radio channels
will be approached as communication sponsors and depending on which of them will agree to
advertise the event for free, it will be the main communication sponsor.
From the business sponsors the sponsorship will be in the form of money as a donation, money
which will cover the cost of the event. Local sponsors in addition to donating money can donate
items or services.
It should be noted that the sponsors will be approached no later than 6 months before the
event and depending on the amount of donations that will be collected, there will be a
corresponding adjustment of its costs. The communication with them will be done either
through a written letter or through a telephone communication at the Marketing Department. It
will be emphasized to these companies that the size of the event will be large and the
advertising they will receive as sponsors will be significant. The names of the sponsors will be
displayed on all leaflets, banners and electronic media depending on the category to which they
belong, large or small sponsors.
It should be noted that after the event, a thank you letter and a public message will be sent via
Social Media to all sponsors as a token of appreciation for their offer.

MARKETING
There are many types of advertising for an event such as leaflets and banners, advertising
through the Media and Social Media and word of mouth. The advertisement will start 15 days
before the event regarding the brochures and accordingly will continue up to 1 day before.
Advertising banners will be placed in central parts of the city, the leaflets. They will also be sent
by post throughout the city and will be given to schools and dance schools that will participate
in the entertainment program of the event. Word of mouth will be encouraged by all volunteers
and members of the Association.
Advertising on Mass Media and Social Networking will continue until 1 day before the event.

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CELEBRITIES
The presence of important and famous people at the event contributes significantly to its
success and the achievement of its goal of raising money (Freedman, H., Feldman, K. 2007).
Actors, singers and footballers are considered important and famous people.
Regarding this charity event which aims to attract children, as celebrities who will be invited will
be footballers. All major teams will be contacted 6 months in advance to have one of their
players present for the day of the event and if they wish to own their own kiosk for the
sale of football jerseys. Each player will sign autographs or jerseys which will be
procured from the relevant kiosk of the team and it will be agreed in advance
that a percentage of the proceeds will be given to the Association.
Relevant advertisement for the participation of the football players will be made
on the pages of the teams on Social Media and through the advertisements of
the Association.

FINAL STRAIGHT

Arriving at the final stretch of the event, the facilitator and volunteers will need to make sure
that all the necessary procedures are completed. A schedule for the entertainment program
should be drawn up 2 weeks in advance and the people involved should be notified accordingly.
There will be a final meeting 2 days in advance, of the coordinator and the volunteers where a
final check will be made for the completion of their tasks before the event.
The catering companies will be contacted to confirm their quantities and delivery times as well
as the volunteer who will be the contact person. On the previous day of the event, the kiosks
will be set up and the corresponding electrical tests will be performed.

END OF THE EVENT

After the event the Coordinator will be informed by the volunteers about the following:
• Problems they encountered before and during the event regarding the advertising they
undertook, the venue and the people.
• Which activities were most popular, which could be skipped in the future and which new ones
could be added.
• If the who

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References

1. Vassiliadis, Ch. (2014). "Event and Event Marketing Management". Thessaloniki: University of
Macedonia Publications

2. Freedman, H., Feldman, K. (2007), «Black Tie Optional: A Complete Special Events Resource for
Nonprofit Organizations», eBook.

3. Getz, D. (2005). "Event Management and Event Tourism". New York: Cognizant.

4. Harrin, E., (2013) “Managing Project Budgets: Shortcut to Success”, Swindon: BCS, The Chartered
Institute for IT, eBook.

5. Tiend, S., (2019), “Professional Event Coordination”, Society Publishing, MLA 8th Edition.

6. www.autismsociety.org.cy

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