Fundraising toolkit

Think about how long your event will last, the type of event and what the weather may be like on the day.

You must also make sure your chosen venue:

• is accessible to everyone
• meets legal health and safety requirements
• has enough space for the number of people attending.

Ask the venue for copies of their:

• fire evacuation procedures
• risk assessments
• public liability insurance certificate
• any other relevant documents for your files.

You must keep to the Countryside Code in England and Wales. Also check whether you need permission from any land owners for the activity you have chosen.

You’ll need to know what first aid facilities your chosen venue has. Find out where the nearest medical facilities are and what they include.

Think about:

• how many people will attend
• who will attend – their ages and specific needs
• the type of event and any associated risk
• where your event will take place
• if you have any experience from similar events.

St John’s Ambulance can provide first aid cover for your event.

• Put procedures in place to avoid congestion, for example if you need to do an emergency evacuation.
• Make sure any marshals and stewards have relevant experience.
• Do a final check to make sure everything’s in place, including access to fire exits, first aid and equipment.

If your event involves the public, you must have public liability insurance. Your venue may already have insurance that covers your event. Ask them before you book or hire the venue.

Our charity’s insurance policy will not cover your fundraising activities

A risk assessment includes anything that may cause you or your participants harm. It helps you to check you have taken all the necessary precautions to stop this from happening.

Read our guide on how to complete a risk assessment for your fundraising event, and keep a record of the risks for your event by using our risk assessment template.

• Risk assessment guide
• Risk assessment template (PDF 1.1 MB)

You’ll need a licence for things like:

• alcohol or entertainment, including playing recorded music
• holding a raffle, lottery or auction
• doing a money collection in a public place
• putting up banners or signs in public areas.

Your local authority can give you more information about any licences you might need.

Remember, if you’re selling or providing alcohol, you must stick to any age limits. It’s illegal to sell alcohol to anyone under the age of 18.

Make sure that any suppliers you use have a good reputation. Ask for, and keep, copies of their public liability insurance and risk assessments.

If anything looks unsafe on the day, do not use the equipment or stop the activity immediately.

If you need a caterer, make sure they have a food hygiene certificate and public liability insurance.

The Food Standards Agency provides guidelines for preparing, handling and cooking food. Any supplied food must meet hygiene regulations (the Food Hygiene (England) Regulations 2006).

For more details, contact the environmental health department of the relevant local authority.

You must make arrangements to look after any children taking part in the event.

You’ll also need permission from each child’s parent or guardian before they can take part.

You might need to do appropriate checks on any adults looking after children.

You can use posters, flyers, social media, word of mouth and email. Send an email to local media to tell them about your event. Ask your volunteers to help promote across their networks too.

If you’re making any graphics for things like flyers or social media, you’ll need permission to use our logo.

Find out more about using the Charitable Fund’s logo

You need permission to collect money in a public space:

• Street collections require a licence from your local authority and you must follow certain rules.
• Door-to-door collections are illegal without a licence and there are specific rules you must follow. Contact your local authority to apply for a licence and find out more.
• If you’re collecting money on private property, for example a shopping centre, you’ll need permission from the owner.

The majority of our supporters set up fundraising pages through JustGiving, which is safe and simple to use. All money donated through your page will then come directly to the charity.

• Contact us for collection boxes, buckets or envelopes
• Gift Aid declaration form (PDF 155 KB)

  For individual donors
• Charity sponsorship collection form (PDF 200 KB)

  For people sponsoring you or others taking part in your event
• Charity collection form (PDF 759 KB)

  For collecting donations door to door or at an event

• Risk assessment guide
• Risk assessment template (PDF 1.1 MB)

You’ll need permission to use our logo on any materials you produce. There are also some guidelines you’ll need to stick to when you use our logo.

Please read our use of charitable funds logo guidelines and then email us at bht.charity@nhs.net to tell us where you’d like to use it.  We’ll use your email as your agreement to the terms and conditions of use.