How to run a race night

A few months before

Choose a date and time for your event and book your venue. Send out a 'save the date' notification to parents and any other relevant people.

Decide on food and drinks service:

• Will you serve food?
• Prepared on premises or delivered by local restaurant?
• Include in ticket price or pay on the night?
• Invite pre-orders with dietary requirements noted.

Recruit volunteers - you'll need:

• A commentator for the night.
• People to run the betting stand.
• Someone to serve food and drinks.
• Volunteers to sell raffle tickets.

Approach local businesses about sponsoring each race and donating prizes for the raffle. Explain the coverage race sponsors will receive for sponsoring a race:

• Announcements by the commentator.
• Name shown in the race.
• Details on race cards.
• Coverage in letters home to parents.

A few weeks before

Ensure you have everything you need for the event, including:

• Make sure you have a PA system, microphone, projector/screen and an internet connection.
• Confirm that you have enough tables and chairs.
• Spread the word using posters, letters and social media.
• Setup the races and creatures with any names and images from the sponsors you have received so far

Finalise any refreshments and food that you’re providing and agree who will be in charge of buying the stock and serving on the night. Any sale or supply of alcohol, even if included in the ticket price, might require permission from your local authority.

The big day

Pick up your cash floats and arrive early to set up your venue. If running a raffle or auction, encourage guests to buy tickets or place bids as they arrive, then announce the winners at the end.

Once guests have arrived, get your commentator to explain how the evening will work. Present prizes and cash winnings at the end of each race.

At the end of the night, draw the raffle, if running one, and encourage everyone to put betting slips and other rubbish in the bins provided and finally thank everyone for coming and giving you their money!

After the event

Send out a thank you letter to all the sponsors, volunteers and parents who helped make the event possible, noting how much they helped you raise and what the money will be used for.

Have a debrief with your team to discuss what worked well and what might need changing for future events.