Planning a Charity Event in Singapore: A Simple Guide That Actually Works
Hosting a charity event sounds noble—and it is—but it also takes real work. Between the good intentions and the big day, there’s a long to-do list that involves budgets, permits, marketing, and managing people.
But here’s the thing: planning a successful charity event doesn’t have to feel overwhelming. You just need a clear plan, a good team, and a few insider tips to help you avoid common mistakes.
Let's break it down.
Your Charity Event Checklist (Singapore Edition)
Step 1: Get Clear on Your “Why”
Before you even book a venue or think about what kind of balloons to get (we’ve got you covered there), you need to know what this event is really about.
- What is the cause?
Be specific. Is it for a children’s home? Animal rescue? Cancer research? The more focused, the easier it is to plan around it and get people involved. - What are you trying to achieve?
Are you raising money, creating awareness, collecting items, or recruiting volunteers? You can aim for more than one, but knowing the primary goal keeps things tight.
Pro Tip: Tie your goal to something measurable—like “raise $10,000 for XYZ by end of event” or “get 100 new sign-ups for our volunteer program.” It gives your event direction and makes it easier to evaluate success later.
Step 2: Decide on the Type of Event
Your cause matters, but how you present it can make all the difference. Not every charity event needs to be a black-tie gala. Choose a format that fits your audience, your cause, and your team’s capacity.
Here are some popular charity event formats in Singapore:
- Fundraising Dinner or Gala
Works well for corporate donors or high-net-worth guests. You’ll need a nice venue, formal seating, catering, entertainment, and probably a silent auction or pledge session. - Community Carnival or Fair
Family-friendly and vibrant. Ideal for attracting the public. Think game booths, performances, food stalls, and lots of colourful balloons. - Charity Walk/Run
Great for health-related causes. You’ll need permits, a route plan, registration system, water stations, and first-aid support. - Online Campaign with Live Stream Event
Especially useful if your audience is digital-first. You can run a donation campaign online and livestream the event on social media or YouTube. - Workshops or Talks
For causes that benefit from education or awareness (e.g., mental health, climate action). Invite speakers, panels, and have time for Q&A.
Match your event style with your audience—what would they actually show up for?
Step 3: Set a Realistic Budget
Money won’t run your event for you, but without it, nothing runs at all. Start by estimating how much you can spend and where the money will go. Here’s how to break it down:
- Venue rental will likely take up a big chunk—typically around 20% to 30% of your total budget.
- Food and drinks are next. If you’re catering meals or snacks, set aside 20% to 25%.
- Marketing and promotion, including posters, digital ads, or influencer outreach, may cost another 10% to 15%.
- Entertainment and activities like performances, speakers, or games should have about 10% to 15% allocated.
- Equipment and logistics, such as AV systems, tents, tables, and transport, can take another 10% to 15%.
- Permits and insurance are often forgotten, but you’ll need around 5% to 10% for those.
- Decorations, including balloons and event styling, usually require about 5% to 10%—a small portion that makes a big visual impact.
- Always add a contingency buffer, around 5% to 10%, for unexpected costs. Things pop up—literally and figuratively.
A clear budget keeps you from overspending and helps when approaching sponsors. And remember, every dollar saved on logistics is a dollar that can go to your cause.
Step 4: Assemble the Right Team
One person can’t do it all. You’ll need help, and that means building a reliable team or volunteer crew.
Suggested roles:
- Project Lead – Oversees everything.
- Finance/Logistics Lead – Manages the budget, vendors, and schedule.
- Marketing/Communications – Handles social media, posters, email invites, press releases.
- Sponsorship/Fundraising Lead – Approaches companies, manages donation platforms.
- Volunteer Coordinator – Recruits, trains, and assigns event-day helpers.
Use tools like Trello, Google Sheets, or Notion to keep everyone in sync. Hold regular check-ins, and set clear deadlines.
Step 5: Lock In the Essentials
Now it’s time to get serious. This is the part where you secure all the nuts and bolts.
1. Pick a Venue
Think about:
- Accessibility (especially by MRT/bus)
- Parking
- Facilities (toilets, AV systems, shelter in case of rain)
- Capacity (don’t over- or under-book)
2. Get the Permits
In Singapore, depending on your event type, you may need:
- Public Entertainment License (for performances)
- Temporary Fair Permit (for carnivals)
- Fundraising Permit (from Commissioner of Charities)
- Food Stall License (if selling food)
- Road closure approvals (for walkathons)
Check the GoBusiness portal or contact the relevant authorities.
3. Line Up Your Vendors
- Caterers
- Tentage and furniture rental
- Balloon decor and backdrops
- Sound and lighting
- Photographers/Videographers
- Emcee or performers
Don’t forget your backup plan—especially for outdoor events. Singapore weather doesn’t play nice sometimes.
Step 6: Market the Event
Even the most meaningful cause needs visibility. Marketing your event well is non-negotiable.
Channels to use:
- Social Media – Facebook, Instagram, LinkedIn, TikTok depending on your target crowd.
- Email Campaigns – Send invites to past donors, partners, and volunteers.
- Event Platforms – Eventbrite, Peatix, or even Facebook Events for RSVP management.
- PR Outreach – Contact local media or influencers willing to support charity events.
- Posters and Flyers – Especially in community centers, cafes, or schools.
Use clear, visual language. Include your goal (e.g., “Help us raise $20K for children’s therapy programs”) and make it easy to donate or RSVP.
Step 7: Secure Sponsorships and Partners
You don’t have to carry the full cost alone. Many businesses in Singapore are open to sponsoring charity events—especially if there’s visibility in return.
What you can offer sponsors:
- Logo on event materials
- Mentions on social media
- On-stage shoutouts or booths at the event
- A certificate of appreciation (they’ll love this for CSR reports)
Start with warm contacts or previous donors. Target companies whose values align with your cause. You can also approach printing companies, food vendors, entertainers, and yes—even balloon companies—for in-kind sponsorships.
Step 8: Think About Guest Experience
People remember how you made them feel. Plan the event from their perspective.
Ask yourself:
- Is it easy to get to the venue?
- Will guests know what’s going on when they arrive?
- Are there enough signs or staff to guide them?
- Is there something fun, inspiring, or memorable?
Decor goes a long way here. Use balloons, banners, photo booths, and colourful elements to make the space warm and engaging.
Also, keep your program tight. Avoid long speeches. Mix up serious messages with light, engaging moments. Have clear MC scripts and transitions.
Step 9: Handle Donations Properly
Whether you’re collecting cash, items, or pledges, make it easy and transparent.
- Use QR codes (PayNow is great in SG)
- Have volunteers stationed at donation points
- Print out your charity's UEN or bank details
- Display donation goals on a board or screen ("$8,000 raised so far!")
If you're giving out tax-deductible receipts, make sure you’re registered with the Commissioner of Charities and that your donation methods comply.
Step 10: Follow Up After the Event
This step is often skipped—but it’s crucial.
- Send thank-you messages to guests, sponsors, and volunteers.
- Post photos and videos on social media.
- Share how much was raised and what impact it will make.
- Tag and credit everyone who helped.
- Do a team debrief to note what went well and what to improve.
Keep the momentum going by updating supporters after the funds are used. People are more likely to donate again if they see real results.
Final Thoughts
Planning a charity event can be a lot—but it’s also one of the most fulfilling things you can do. When done right, it brings people together, creates real change, and leaves a lasting impression.
If you’re in Singapore and want to make your event stand out, don’t underestimate the power of great decor. At FunCo Events, we’ve helped transform charity runs, galas, and carnivals with custom event planning that add colour, joy, and a touch of magic to meaningful causes.
Want help creating that wow factor? Let’s make your event unforgettable.
