Introduction
SSAFA volunteers often attend third party events to raise awareness or fundraise for the charity. These events are organised by external groups such as local councils, community clubs, or national organisations.
If you are new to attending or organising events or would simply like a sounding board for your plans speak to your Community Engagement Manager. They can offer practical advice, help you prepare, and support you to make the most of the opportunity, no matter your level of experience.
This guide provides an overview and initial planning advice for attending such events.
Choosing an Event
Branches attend events to:
- Raise awareness of SSAFA and the support available to serving personnel, veterans, and their families.
- Reach potential beneficiaries and volunteers through conversations and community visibility.
- Engage with the wider community, whether or not an event has a military focus.
Consider:
- Audience Are attendees likely to engage with SSAFA or the Armed Forces community
- Purpose What do you want to achieve (awareness, fundraising, recruitment)
- Cost consider cost alongside the benefits.
Awareness and engagement are valuable outcomes in their own right.
Choosing your space/booking space
Once you’ve selected an event, contact the organisers to secure a space. Ask if there are discounted or free spots for charities.
If you are able to choose location within the event:
- Prioritise high traffic areas like main walkways or corners.
- Look for spots near complementary exhibitors such as the military.
- If paying for a space, request a location that maximises visibility and engagement.
- Ask if free or discounted spaces are available for charities.
Event Organisers (at point of registration) may ask for:
- Risk Assessment
- Public Liability Insurance
Planning your Stall
Effective planning helps you make the most of your time at the event. Consider the following:
- Objectives: What do you want to achieve fundraising, awareness, volunteer recruitment?
- Layout: Ensure your space is accessible and welcoming. Avoid clutter or barriers.
- Signage: Use high-positioned, clear SSAFA branding. A branded gazebo or banner is ideal.
- Visual Impact: Use powerful imagery and concise messaging. Avoid long text short,engaging phrases work best.
- Positioning: Place key messages at eye level or above to remain visible even in a crowd.
- Volunteers: How many volunteers will it take to man the stall.
- Stock: Who collects the stock and equipment before the event.
See the How to set up a stand guide for more details.
How to set up a Stand | Events | SSAFA Volunteer Knowledgebase | ScreenSteps
Health and Safety
All SSAFA event activities must have a completed risk assessment.
While you’re responsible for your stall, overall safety is managed by the event organiser.
Ask for details on:
- Fire safety
- First aid
- Evacuation procedures
- Include this information in your team briefing so everyone knows what to do in an emergency.
Event Planning Resources:
For additional assistance always speak to your Community Engagement Manager who can offer practical support for any event you would like to do.
Meet your Community Engagement Managers | Branch Handbook | SSAFA Volunteer Knowledgebase