Fundraising with Horse Racing Games

Virtual horse racing nights have become one of the most effective fundraising events for charities, sports clubs, schools, and community organisations across the UK. They combine the excitement of race day with the social atmosphere of a party, creating an event people genuinely enjoy while contributing to a good cause.

This guide walks you through everything you need to know to run a successful fundraising race night, from planning and promotion to maximising your takings on the night.

Why Race Nights Work for Fundraising

Race nights succeed where other fundraising events often struggle because they offer genuine entertainment value. Guests are not just donating - they are participating in something fun.

• Multiple revenue streams: Horse sponsorship, betting, raffles, auctions, food, and drinks
• Broad appeal: Works for all ages and interests - you do not need to like real horse racing
• Social atmosphere: People come in groups, stay for hours, and spend freely
• Easy to organise: Less complex than dinners or balls, more engaging than simple collection events
• Repeatable: Successful race nights become annual traditions

Planning Your Race Night

Setting Goals

Start with clear objectives:

• How much do you want to raise?
• How many guests are you targeting?
• What is your venue capacity?
• What is your budget for setup costs?

Choosing a Venue

The right venue sets the tone. Consider:

• Capacity: Allow space for seating, a bar area, and clear sightlines to the screen
• Licensing: The venue needs an alcohol license if you are serving drinks
• AV equipment: Large screen or projector, good sound system
• Catering: Kitchen facilities or space for outside catering
• Parking: Important for venues outside town centres

Popular venue choices include: sports club halls, community centres, hotel function rooms, pub back rooms, and school halls.

Timing

Friday or Saturday evenings work best. Avoid clashing with major sporting events or local competing fundraisers. Allow 3-4 weeks minimum for promotion and ticket sales.

Revenue Streams Explained

The beauty of race nights is the multiple ways to generate funds. Here is how each works:

1. Horse Sponsorship

This is often your biggest earner. For each race, you sell the naming rights to horses. Sponsors pay to name a horse after themselves, their business, or someone they want to honour.

• Price: Typically 10-25 pounds per horse
• 8 races x 8 horses = 64 sponsorship opportunities
• Sponsors get their name read out and displayed on screen
• Winning sponsors might receive a small prize

2. Betting

Run a simplified betting system (not real gambling - this is for entertainment and fundraising):

• Win only: Pick the winner of each race
• Fixed odds: Pay out 2:1 for winners (keeping profit margin)
• Stake limits: Set maximum bets (e.g., 5 pounds per race)
• Sell betting slips before each race
• Keep 30-50% of betting takings as profit

3. Tote Board / Jackpot

Pool betting where all stakes go into a pot, split between winners:

• Easier to administer than fixed odds
• Guaranteed profit (take a percentage before payout)
• Creates excitement when the pot grows

4. Additional Fundraising

• Raffle: Sell tickets throughout the evening
• Auction: Live or silent auction of donated items
• Games: Higher-lower, heads or tails between races
• Food and drink: Profit from catering (or ask venue to donate a percentage)

Running the Event

Sample Race Night Schedule

On-the-Night Tips

• Create atmosphere: Racing-themed decorations, background music, dress code
• Have enough volunteers: You need people for betting, bars, food, and general help
• Use a good MC: The host keeps energy high and announces races
• Keep it moving: Dead time between races loses momentum
• Celebrate winners: Make a fuss when people win - it encourages more betting

Promotion and Ticket Sales

Getting the Word Out

• Personal networks: Committee members selling tickets to friends and colleagues
• Social media: Facebook events, Instagram posts, local community groups
• Local press: Free listings in community newsletters and websites
• Posters: In venues, shops, noticeboards around your area
• Partner organisations: Other clubs and groups who might bring members

Selling Horse Sponsorships Early

Start selling sponsorships 2-3 weeks before the event. Target:

• Local businesses (great advertising for them)
• Committee members and their employers
• People who cannot attend but want to support
• Groups who want to sponsor multiple horses

Legal Considerations

• Profits must go to the charitable or good cause (not individuals)
• There are limits on stakes and prizes
• No deductions can be made for expenses from gaming proceeds
• It must not be the main purpose of a members' club

Always check current regulations on the Gambling Commission website or consult with your local authority licensing team before your event.

After the Event

Follow-Up Actions

• Send thank-you messages to all sponsors and major donors
• Post photos and results on social media (with permission)
• Announce the total raised publicly
• Share where the funds will go
• Note what worked and what to improve for next time

Building on Success

A successful race night can become an annual tradition. Each year you will:

• Have returning sponsors who book early
• Build a reputation that attracts new guests
• Refine your processes for better results
• Create anticipation in your community

Where the Money Actually Comes From

A race night raises money from several places at once, and the app keeps track of all of them so nobody has to sit in the corner with a calculator:

• The tote. Racing splits the pool across first, second and third, prices everything in racecourse fractional odds, and shows the host exactly who to pay and how much. The share taken for your cause is set by you and shown on screen, so the room can see what it is.
• Race sponsorship. Each race can carry a sponsor name and logo on the big screen and on the results board, which gives you something concrete to sell to local businesses.
• Entry and tickets. Handled by you at the door, exactly as they are now.
• What you no longer spend. No race cards, no tote slips, no printed odds sheets. Nothing to order in, nothing left over, and every pound not spent on printing is a pound that reaches the cause.

One thing worth being plain about: no money moves through Let's Go Games. We do not process, hold or transfer any stake, entry fee or prize. The app works out the split and tells the host who to pay, and the cash stays entirely between you and your guests. Prize draws and race nights are regulated differently depending on where you are and how you run them, so check what applies to your event before you sell anything.

Getting Started

If you are considering a race night for your organisation, here are your next steps:

1. Form a small committee (3-5 people)
2. Set a target amount and date
3. Secure a venue
4. Create a sponsorship pack to send to potential sponsors
5. Set up your racing software and test it
6. Launch ticket sales and promotion

Need help planning your event? Our support team will talk you through setting up a race night and getting the tote right. Get in touch for advice tailored to your situation.