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Reg. Charity No. 515668
SUCCESSFUL FUNDRAISING
your ‘how to’ guide
Reg. Charity No. 515668
Successful fundraising...your ‘how to’ guide
Fundraising activity is vital to St Richard’s Hospice to enable us to continue providing free specialist care to local people. We’d like to make your fundraising as easy and fun as possible. This guide provides lots of ideas and tips on successful ways to raise money.
Whether you’re planning on fundraising alone, with friends or family, at school, at work or as part of a group, whatever you do:
Do it right!This pack will give you advice to help make your fundraising activity a success. From an A-Z of fundraising ideas through to legal issues, you will fi nd the information inside.
Have fun!Whatever you decide to do we wish you all the very best and don’t forget…
We’re here to help!If you have any questions, need help or resources such as posters, fl yers, buckets or tins, or just want someone to bounce your ideas off then get in touch.
Cover photos (left to right, top to bottom): Liz Swanson summiting Kilimanjaro, Cyclists in the SRH cycling jerseys and Premier Places dress down day,
Worcester Full & Half Marathon (courtesy of Worcester News)
When my beloved Alan died I was going to ask for donations in
his memory. When you are faced with the certainty of terminal
illness you realise just how important care, support, love and
understanding is for all concerned. St Richard’s Hospice certainly
provided us with that.
After his death I needed to focus on doing something worthwhile
in his memory so that he was never forgotten and to make us
all feel that something good could come out of this tragic time.
Challenges provided this focus – not only for me but for the
children, Alan’s siblings and our wonderful friends, who too, were
all feeling his loss. What a rewarding time we have had! Not only
doing the challenges but also the fundraising as we watched his
Forget Me Not Fund grow to an amazing amount. We have
been overwhelmed by the loyalty, determination, generosity
and dedication of our friends. Some of them have overcome
big obstacles to complete the challenges and their mantra
was often to think of Alan or those loved by them who too had
used the hospice…
The words of William Ward are of great encouragement
“Do more than belong: participate. Do more than care: help.”
“Opportunities are like sunrises – if you wait too long,
you miss them.”
So take the opportunity today to raise another penny or pound
to help someone.
Caroline Sutton, supporter and fundraiser
Fundraising events are not only great fun but also essential for the future of St Richard’s Hospice.
Reg. Charity No. 515668
Vicki Simper, Challenge fundraiser
St Richard’s Hospice provides free specialist palliative care for patients living with cancer and other life-threatening illnesses and supports their families. Each year the hospice team supports over 2,400 patients and family members in Worcestershire.
Patients are cared for in Day Hospice, the 17-bed In-patient Unit or in their own homes by a specialist professional team as well as many trained volunteers.
In-patient Unit specialist staff are on hand 24 hours a day to manage patients’ symptoms and where, if they so choose, patients may spend the last few days of life in comfort and dignity.
Over the next fi ve years the hospice plans to develop patient services to meet the specialist palliative and end of life care needs within the community including expanding Hospice at Home services.
St Richard’s need to raise over £6.7m this year to continue their work and are grateful for all donations.
For more information please visit www.strichards.org.uk
Like us on www.facebook.com/strichards
Follow us on @StRichardsHosp
How your fundraising will help us...
St Richards Hospice Annual Golf Tournament
Dancing at The Burns Night
Bowl Xtreme charity event
Reg. Charity No. 515668
Getting Started
Events fundraising: a plan of action
Choose your eventEnlist the help of family and friends and get brainstorming. Consider:
Your skills, interests and resources and keep it as simple as possible!
What event would you like to attend and how much would you be willing to pay?
How do you plan to raise money from your event? Charge an entrance fee, run a raffl e or ask for donations?
Decide on a location or venueWhen selecting your venue you should consider the following:
Your guests – is it easy access? Is parking required? Would it attract the target audience?
Your activity – is the venue suitable for this?
The price – the less you spend, the more money you raise. You may be able to get your venue for free or at a reduced rate if you mention you’re fundraising for St Richard’s – don’t be afraid to ask!
Consider marketingWho do you hope will attend and how you can attract those people? Consider how to publicise your event:
With posters and fl yers
Using social media
Asking friends and family to spread the word
With press releases
Consider the resources neededFor both on the day and before. Consider marketing materials such as banners, posters and fl yers as well as items you need on the day such as tables, refreshments, signposts, money for a fl oat, raffl e prizes etc. Make sure you budget for anything you’re not able to borrow.
Actions and timescalesDecide what needs doing and when and who is responsible for each task. Put this in writing and refer back regularly.
Get cracking and enjoy!Most fundraisers thoroughly enjoy their activity, but if the going gets tough remember why you’re doing it and the diff erence it will make to our patients and their families!
Set up an online fundraising pageYou may wish to set up your own fundraising page online via Just Giving. This allows you to collect donations from your sponsors quickly and easily. This money goes straight to the hospice bank account and gift aid is automatically claimed, where appropriate. You can send your personal link to family, friends and colleagues, seeking their support. You can also promote this on Facebook and Twitter. Raising funds online via JustGiving is effi cient and hassle free! To set up your online fundraising go to www.justgiving.com/strichards and follow the step by step instructions. Contact the Fundraising Team if any assistance is required.
Did you know you can also link your pages to create a team? Contact the Fundraising Team for more information.
Top Tips Make sure you personalise your page – add
photos and include what you’re doing and why.
Send the link to friends, family and colleagues and don’t be afraid to ask more than once. Often people get sidetracked and need a gentle reminder. Send updates on your fundraising and/or training and they’ll be happy to hear from you.
Be sure to thank all donors.
Choose your fundraising activityDecide on how you plan to raise money.
Take on a challenge and collect sponsorship
Organise an event
Do a supermarket bag pack
Or a combination of all three
When considering your activity it is important to consider what costs will be involved against potential income to decide whether your idea will be a successful fundraiser.
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Reg. Charity No. 515668
CateringCheck the catering policy at the venue as you might have to use their in-house caterers or approved caterers’ list. If you are hiring a professional catering service, ensure that they have adequate certifi cates and insurance and comply with food handling standards.
EntertainmentEntertainment is always a talking point so great entertainment that is suitable for your event is essential. Do your homework and always try to see them in action before you make a booking.
BudgetThe most important thing about organising a fundraising activity is managing the expenses. The objective is to raise as much money as possible for St Richard’s Hospice so preparing a budget and sticking to it is important.
Decide how much money you have to spend on the fundraiser and keep a record of all receipts and invoices as this will help you keep track. Getting quotes from diff erent suppliers could save you a lot of money and don’t be afraid to negotiate! The hospice may be able to negotiate on your behalf, or may have some contacts already. Just ask.
Sending your moneyAll funds collected from events should be sent to the charity within four weeks of the event. Sponsorship money must be returned within three months of the event. Please note, money donated on JustGiving is forwarded to us automatically.
When the event is over and you have collected all of the money raised there are a couple of options:
Send a cheque, made payable to ‘St Richard’s Hospice’ to Fundraising, St Richard’s Hospice, Wildwood Drive, Worcester, WR5 2QT
Bring cash or cheques to the hospice in person (please don’t send cash through the post)
Pay over the phone by a debit/credit card on 01905 763963
Pay online at www.strichards.org.uk
Arrange a representative to attend your cheque presentation
Things to consider:
It is important to keep a record of all documents, costs, receipts etc.
Reg. Charity No. 515668
Legal requirementsIt is important to abide by appropriate legal requirements.
LicencesThere are diff erent licences that need to be considered when organising a fundraising activity.
Public Entertainment LicenceMost venues will have an Entertainment Licence and will be constricted to days and times so make sure you check with the venue.
Sale of Alcohol LicenceIf you want to sell alcohol at your event and the venue is not already licensed you will need to obtain a licence.
Collection LicenceIt is illegal to collect funds on the street or public places without a licence. Licences for this type of activity are strictly limited so please liaise with the hospice
Check with the venue fi rst then contact the fundraising team for more details on licences. We can help obtain your licence for alcohol and entertainment from the appropriate local authority, if required.
Health and safetyTo ensure your event is safe and enjoyable for all involved you should consider:
Adequate insurance cover
Conducting a risk assessment
First aid provision
The boring but important stuff !
If you’re unsure of any legal requirements or need advice on health & safety
requirements, please contact the Fundraising Team on 01905 763963
or e-mail [email protected]
Paddle, Plod and Pedal
Reg. Charity No. 515668
Supervising
Children
If children are going to be present at your fundraising
activity you must ensure that adequate supervision is in
place. This includes:
Providing proper adult supervision
Checking that the child’s parent/guardian has
given their permission for their child to
take part/have photographs taken
Carrying out appropriate background checks if
adults are to have unsupervised access to children
If children are going to be present please contact
the fundraising team to discuss this
Olivia Phillips,
aged four years
CollectionsBucket collections can be an eff ective and easy way to fundraise, but legal guidelines must be followed.
Street collections: You need a licence from your local authority to collect funds on the street or in a public place or by going from house to house. We discourage doing these type of collections. It is illegal to collect funds in this way without a licence. St Richard’s Hospice organises its own collection days throughout the year so if you wish to fundraise in this way contact the Fundraising Team on 01905 763963 to fi nd out the dates of forthcoming collections.
Store collections: Collections on private property, such as supermarkets, pubs or sports venues require the permission from the landowner or person in charge. Make sure you contact them in advance to obtain permission.
Publicity materialThe Fundraising Team at St Richard’s Hospice can help you produce posters, fl yers and tickets for your fundraising activity.
If you are producing your own publicity material it must include the hospice logo and our registered charity number 515668. The St Richard’s Hospice logo and instructions for its use can be obtained from the Fundraising Team on 01905 763963 or e-mail [email protected]
Please let the Fundraising Team proof any publicity material before you go to print.
Raffl esRaffl es are now carefully regulated and the only type of raffl e that can be operated without a licence is one for which the tickets are sold and the prizes given on the same day. You cannot pre-sell tickets without a licence.
Certain venues are not licenced or do not permit raffl es, for example some church/church halls will not allow you to hold a raffl e. Please check with the venue when planning your activity that raffl es are allowed.
The boring stuff but important stuff ! (continued)
Black Pear Joggers, pyjama pub crawl
You must ensure that your fundraising activity is organised legally, effi ciently and safely.
Reg. Charity No. 515668
Getting more from your donations
Gift AidIf you are organising a sponsored event or are asking for donations please ask supporters to ‘Gift Aid’ their donation. This enables us to claim the tax back from the Government and increase the donation by at least 25%. It doesn’t cost your supporters any extra, all we need is their full name, home address, including postcode and signature.
Match fundingMany companies support their employees with their charity fundraising by off ering to match fund any money raised. Some bank employees are able to get Matchgiving if you are doing a raffl e at your event. Match funding is a great way to increase your donation and help raise even more money for St Richard’s Hospice. Speak to your employer and Rachel Jones [email protected] for more details for more details.
“...increase
the donation
by at least
25%...”
Reg. Charity No. 515668
How we can helpFundraising Resources
Charity representativeIf you would like a representative from the hospice to attend your event please let the Fundraising Team know as soon as possible, including any roles you want them to take, for example – sell raffl e tickets, make a speech or hand out prizes etc. Whilst it may not always be possible for someone to attend, we do our best to accomodate all requests.
Gift Aid envelopesIt may be appropriate to use Gift Aid envelopes at your event. Gift Aid envelopes are a great way to collect money and allow you to raise even more for the hospice. The donor simply pops their donation into the envelope and signs the gift aid declaration and we’ll do the rest! For example, a £10 donation, once gift aided, can earn St Richard’s an extra £2.50 under current guidelines. If you are unsure whether your event or activity is suitable for Gift Aid, contact the Fundraising Team.
Hospice informationTo help raise awareness of St Richard’s Hospice at your fundraiser, you may wish to have some publicity material available. This may be the latest edition of the newsletter or hospice service leafl ets. Just let the Fundraising Team know your requirements and it will be arranged for you.
Publicity materialThe Fundraising Team at St Richard’s can help with any promotional materials you may require such as posters, fl yers, leafl ets and tickets. Please complete the form on the last page with your requirements and we will send samples for your approval (allow up to 2 weeks for delivery of promotional materials).
Promotional supportIf your event will benefi t from publicity to a wider audience we may be able to help with press releases, arranging photo shoots, or by promoting the event on our website, social media sites or via our newsletters. Please contact the Fundraising Team as soon as possible to discuss your publicity requirements.
Promotional itemsYou may wish to have collection buckets or tins at your fundraiser to try to raise more money. Simply indicate this on the Fundraising Activity Form (at the back of the booklet) and the Fundraising Team will get them ready for collection. If stocks allow we may be able to provide you with promotional banners, sashes, tabards or t-shirts. Please indicate your requirements on the Fundraising Activity Form on the last page.
Letter of authorityIf you are holding a raffl e and/or auction and are going to contact local businesses for support they may ask you for a letter of authorisation from the charity. If you are asked for this please give the Fundraising Team a call and the letters can be arranged for you. The reasons why businesses ask for this letter is to make sure that the charity are aware of the event and that all prizes are to benefi t the cause. Please let the Fundraising Team know who you intend on approaching.
Celebrate and donate cardsMany people choose to request donations to the hospice in lieu of gifts for special occasions such as weddings, signifi cant birthdays or anniversaries. We can produce celebrate and donate cards which you can send out to your guests with your invitations. Please contact us for samples. 01905 763963 or e-mail [email protected]
For any of these resources complete the fundraising activity form on the back and return to the Fundraising Team who will get in touch.
Three generations of the Ager family doing the Santa Cycle
Panto Horse Race
Reg. Charity No. 515668
An A-Z of Fundraising Ideas... be inspired!
AAbseil, Aerobics, Afternoon Tea, Anniversaries, Arm Wrestling, Auction, Assault Course
BBake Off , Ball, Bike Ride, Barbeque, Barn Dance, Bingo, Birthdays, Book Sales, Boot Sales, Bring & Buy Sale
CCabaret Night, Cake Sales, Car Washing, Carol Singing, Celebrations, Challenges, Cheese and Wine Evening, Christmas Crafts, Coff ee Morning, Come Dine With Me Evening, Comedy Evening, Cycling
DDarts Night, Dancing, Disco, Dinner Party, Dress Down Day, Duck Race
EEaster Egg Hunt, Exotic Cookery
FFancy Dress, Fashion Show, Festivals and Fairs, Football, Fell Walking
GGarage Sale, Garden Party, Gift in your Will, Gig, Give it Up (e.g. Alcohol for 30 days), Go-Karting, Golf Days
HHaunted House Party, High Tea, Home-made Craft Sale
IIce Cream Night, In Memoriam, Ice Skating
JJazz Night, Jewellery Sale, Juggling, Jumble Sale
K Karaoke Night, Knitting
LLadies’ Night, Literary Evening, Lent Giving, Lunches, Ladies Lunch
MMidnight Walk, Marathon, Market Sale, Massage, Murder Mystery Meal, Music
NNight on the Tiles, Nearly New Sale
We are always amazed at how many original fundraising ideas people have! If you’re stuck for ideas though, here’s a few to get you thinking.
We rely on the support of the community to help us continue our work providing dignity, care and compassion
Reg. Charity No. 515668
OOpen Garden, Orienteering
P Paint Balling, Pamper Party, Pancake Race, Party, Photography, Picnic, Plant Sale, Poetry Reading, Polo, Pub Quiz, Pyjama Party
QQuiet night in, Quizzes
R Raffl e, Refreshments, Rowing Competition, Running
SSkydive, Sports Day, Second Hand Sale, Sponsored Shave, Slave Auction, Snooker, Sponsored events, Stalls, Stop Smoking, Summer Lunch, Supermarket Bag Pack, Swear Box, Swim-a-thon
T Tea Party, Ten Pin Bowling, Theatre Night, Themed Event, Treasure Hunt
UUnwanted Gifts Sale
VValentines, Victorian Evening, Virtual Race Night
W Walk, Wax, Weddings/Wedding Anniversary Parties, Wheelbarrow Racing, Wine Tasting, Workplace Collections
XXmas Events
Y Yoga, Yes/No Game, Yogelling or Yo Yo Competition!
ZZipwire, Zumbathon, Zest and energy for a lot of fun!
An A-Z of Fundraising Ideas... (continued)
Join our annual Skydive
Fundraising Event Registration
Name
Address
Post code
Telephone
Mobile
Event (brief description)
Event location
Event date
Event time
Contact name for event info tickets
Mobile
Estimated income £
Approx No. of Participants
Fundraising materialsWe can provide you with a limited selection of the following fundraising materials to help with your events. Subject to availability. If you require any of these items, please state how many of each you require:
Pull-up banners (indoor)
Banners (outdoor)
Collection buckets*
Collection tins*
Sashes/tabards
Gift Aid envelopes
Hospice information literature
Sponsorship forms**
T-shirts***
Posters
Flyers/Leafl ets
Tickets
Licence required alcohol and/or entertainment
(please state)
Please allow at least 2 weeks for delivery and production of event support materials
* NB: Tins, buckets, banners etc must be collected from and returned to the fundraising offi ce. For any queries please call the fundraising team on 01905 763963
**NB: To protect you and the hospice from accusations of fraud all sponsorships forms used AND unused must be returned for auditing purposes
***NB: Small cost may apply
Please take a few moments to tell us about yourself. You do not need to supply this information but it helps us to understand who our supporters are:
Have you / a relative / friend been helped by the hospice services? Yes name No
Is your fundraising in memory / for a Forget Me Not Fund? Yes name No
Forget Me Not Fund name
Please provide any further information that you feel is appropriate
After this event, we’d be delighted to keep you updated on events and developments within the hospice.
Please tick here if you do not want this.
Declaration:I agree to donate all of the proceeds from the above activities to St Richard’s Hospice within 4 weeks of the event. Under no circumstances, will I divert any money raised in this name to any other organisation or individual.
Signed
Date
Please fi ll in the following details as appropriate and return
Please return by email to the Fundraising Offi ce, [email protected] by post to St Richard’s Hospice, Wildwood Drive, Worcester, WR5 2QT to register your fundraising activities.
April 2014
