Organising a charity Christmas dinner

How to run a charity Christmas dinner or brunch: price per cover, tickets and tables, why there is no tax certificate and how to thank your guests.

In short A charity Christmas dinner or brunch rests on three things: a price per cover that includes your costs, tables you sell in advance and a thank-you moment that sticks. The cover is something you get in return, so it is not a deductible gift. Treat a gift on top of the cover separately, and plan at least 6 weeks ahead.

this article describes the rules in Belgium.

Why a Christmas dinner or brunch?

A dinner brings people together around your story, and that sells a cause better than a leaflet. A Sunday brunch works for families and older people, a Friday or Saturday dinner for companies and friends.

You do need more people than for an online campaign. Count on 5 to 10 volunteers for the hall, kitchen, welcome and service. With fewer helpers, look first at the decision tree with Christmas campaign ideas.

How do you set the price per cover?

First put all your costs on paper: hall hire, food, drinks, service, music, insurance and printing. Divide that total by the number of guests you realistically expect and add your target amount per guest. That is your price per cover (the price per seat, meal included).

An example, entirely made up for the sums: if the dinner costs you €30 per person and you want to keep €20 per guest, you charge €50 per cover. With 80 guests, €1,600 is left over. Round to an amount that is easy to remember.

  • Make a cheaper rate for children, for example half.
  • Ask sponsors to give food or drinks in return for a mention. Every euro you do not have to pay stays for your cause.
  • Add a 10% buffer for last-minute dropouts or extra guests.

Is the cover a deductible gift?

No. Whoever buys a cover gets a meal and an evening in return. According to the FOD Financiën (the Belgian Federal Public Service Finance), a gift for the tax reduction must be made without anything in return. A ticket or a cover therefore falls outside it, even if your costs are low.

Say so in advance, so nobody is disappointed. Put it in your invitation and on your ticket page: this ticket is participation and not a gift, and no tax certificate will be issued.

Can guests still make a gift with a certificate?

Only if your organisation is recognised by the Minister of Finance. Then the ordinary certificate regime applies: a 30% tax reduction, a minimum of €40 per year and per institution, and the national register number of the donor.

A gift can therefore exist on its own, next to the cover, with the donor receiving nothing for it. How to separate that neatly in your books if someone transfers a single amount could not be confirmed. Ask the FOD Financiën before you announce it. All the details are in our guide to the tax certificate for Christmas gifts.

How do you sell tickets and tables?

Sell in advance, never only at the door. That way you know up to 48 hours ahead how many people are coming and your kitchen can order correctly. Offer two kinds of tickets: an individual cover and a table of, say, 8 or 10 seats.

Tables are the smartest sale. One company or one family buys a whole table and invites people themselves. You reach new people without extra work, and you can thank a table host by name.

  • Open sales 5 to 6 weeks before the date.
  • Ask about dietary wishes and allergies with every ticket.
  • Have a table host send the names of their guests, so your seating plan is right.
  • Close sales 5 days ahead, so you know the final numbers.

Can you add a raffle or auction?

A raffle often brings in extra, but it has hard rules. Without a licence, an association recognised by the municipal authorities may hold one at most four times a year, with tickets of at most €5, no more than 1,000 tickets and prizes in kind worth up to €500. At least 70% of the proceeds go to the cause.

Want more, or selling tickets online? Then you need permission from the municipality or the Nationale Loterij (National Lottery). Always ask your municipality before you announce a raffle. A silent auction of donated items is an alternative, but check with your municipality there too.

Do you have to notify the municipality?

That depends on your location and what you do. A dinner in your own hall or a rented party hall is different from a stall at a Christmas market or a collection at the door. Collecting door to door requires permission from the municipality.

For other matters, such as using public space, a phone call to your municipality's events or local economy department is enough. Also ask whether you need a fire safety certificate or a licence to serve drinks. These rules differ per municipality and could not be confirmed here.

How to do it with WeGlow.world

On WeGlow.world you create an event with tickets and live totals. You set up the ticket page, and supporters can start their own campaign page to promote their table or ticket sales. You can start for free with an account via the sign-up page.

For people who cannot come, offer a gift instead of a cover. On your donation page someone can give once or monthly, also by phone. You set a thank-you text in advance.

The Christmas experiences fit here too, although they are still a concept until the official launch. On the Card Wall, envelopes hang on a string and every card becomes a stamp. Guests who cannot attend send a card along to the dinner that way. You can find more about all the experiences on the Christmas page.

How do you thank guests?

Thank them three times: on the evening itself, within 48 hours by e-mail and after a few weeks with a result. On the evening, say in your speech how much was raised and where it goes. Name the table hosts and sponsors too.

Send the e-mail within 48 hours, personal and with a photo of the evening. Set up a thank-you text for a gift before the dinner, so nobody has to wait. How to build the e-mails is in our Christmas e-mail examples.

What are the steps in your planning?

Work backwards from the date of the dinner. With 6 weeks you have enough time, with 3 weeks it gets tight. The full step-by-step plan is in the plan for a Christmas campaign.

  1. 6 weeks ahead: fix hall, date and budget, ask sponsors.
  2. 5 weeks ahead: open ticket sales and send invitations.
  3. 2 weeks ahead: finalise menu, volunteers and raffle or auction.
  4. 5 days ahead: close sales and make the seating plan.
  5. After the dinner: thank-you e-mail within 48 hours and share the result.

Frequently asked questions

Is a charity Christmas dinner tax deductible?

The cover is not, because it is something you get in return. A separate gift with nothing in return can qualify, if your organisation is recognised by the Minister of Finance and the donor gives at least €40 per year.

How much should I charge per cover?

Add up your full costs per guest and add your target amount per guest. Sponsors who donate food or drinks lower your costs and raise what is left over.

When do I start ticket sales?

About 5 to 6 weeks before the dinner. Close sales a few days ahead, so your kitchen and hall get the right numbers.

May I hold a raffle at the dinner?

Yes, but within limits: at most €5 per ticket, 1,000 tickets and prizes up to €500, for a recognised association. Ask your municipality first.

Do I have to thank guests who have paid?

Yes. They bought an evening, but they also support your cause. A personal thank-you e-mail within 48 hours makes the difference for next year.

Sources

Articles