Choose a charity and consult with them on all details of the event. Find a suitable location. Community centers often rent for little or no cost for charitable events. Local business owners may be willing to lend their space, as it promotes the business while helping raise money for a cause.
Determine a date and time for the event. Many extravaganzas begin around noon on Saturdays, allowing for optimum setup time and a large turnout.
Contact local artists and ask them to take part. Vary the type of artwork you solicit so you have a good mix of photography, ceramics, paintings, and textile or wearable art. Ask each artist to contribute as many pieces as possible and have each give you a list of what is being contributed along with the retail price for each item. From the list, you can make signs about each art piece's medium and its value.
Decide whether the art will be purchased in auction or direct sale format. If done auction style, it can be a silent auction with guests writing in bids on pads in front of the art, or you can have a live auction with an auctioneer, selling pieces one at a time. You can also opt to have patrons purchase art directly from the artist at a price set and negotiated between the two.
Ask a local restaurant or grocery store to donate food to the event, or contract with a local caterer.
Advertise the event. Create fliers that list the date and time, as well as the charity and participating artists and businesses who have contributed. Visit a local print shop, as they may be able to offer advertising help or even give a discount for a charity event. Place ads in prominent places throughout the town and in surrounding areas. Local newspapers and online sites usually list local events for free in calendar sections.
Have community members or participating artists create a banner for the event to be hung at the venue.
Ask all participating individuals to arrive at least three hours early to set up. Everything needs to be in place before the doors open. Assign volunteers tasks such as greeting, handling the cash register or money box, helping serve food, and talking to guests about the charity itself. Ask the charity to bring brochures about their work; the organization can have a separate table to solicit donations and hand out information.
Make announcements throughout the day, stating how much money has been raised for the charity. This keeps spirits high and serve as a reminder of the event's purpose.