Planning Your Event and Things to Consider
When planning your fundraising event there are a few useful things that you may want to consider……
- Find something that you’ll actually enjoy
- Think about when and where it will be best to hold your event – bear in mind any other events taking place within your local area
- Consider any safety and legal requirements – please see further detail below
- Could you join forces with an existing organised event e.g. Setting up an awareness stand at a local event
- Think about all your friends, relatives and colleagues that may help you. Draw up a checklist of everything that needs to be done beforehand, and allocate different jobs to different people.
- Think about how to promote your event – posters in your local areas and perhaps advertising in the local newspaper, local radio and social media.
- If you’re going to have guests, who are you going to invite, and how are you going to invite them? Can they help spread the word about your event?
- Think about all the different sources of money that you can generate at your event e.g. Raffles, auctions, games etc.
- Make it easy for everyone to donate, whether or not they can come on the day.
There are lots of ways to make donations. Please have a look at our ‘Donate’ page to get some ideas & remember about Gift Aid.
Make the most of your event by minimising costs and maximising income. It’s important to budget in advance for the event to ensure that you will make a profit
Work out in advance how much everything is going to cost – publicity, venue hire, catering, insurance, entertainment, any licensing costs etc
Do you know any local organisations or business people that could either sponsor your event, donate prizes or perhaps even the venue may let you use their facilities for free.
If you’re having entertainment, ask whether the performers are willing to perform for free or at a reduced cost.
Get as much as you can on loan, discounted or donated, where possible.
To thank your supporters for their contribution you can offer to mention them in your advertising and publicity material.
Then work out a realistic charge for tickets/entry – always ensuring that you are safely covering your costs and making a profit……
Safety and Legal Considerations…
There are a number of different things that you need to think about in order to ensure that your charity event runs smoothly and complies with various regulations. Please take into consideration the following and double check with your local authorities.
Ensure you have adequate cover for the size of your event. If in doubt, contact your local authority. For larger events, ask your local St John’s Ambulance crew for help.
Entertainment, Gala Days and Fun Days
If you are running a performance or a dance as part of the event you may need a Public Entertainment Licence. The same applies if you are having a gala day or a fun day. Many public venues will already have a Public Entertainment Licence. Check with your local authority to see if any special licences apply to your event.
Different local authorities in Scotland have different websites explaining Public Entertainment Licences. For example: Glasgow, East Lothian, and West Lothian.
Contact your local authority for food hygiene regulations or see www.food.gov.uk. Remember that you are responsible for any food you have prepared, even if you have given it away.
It is illegal to carry out house-to house or public street collections without a licence. Applications must be made at least six weeks in advance to your local authority. There can be limitations on the availability of licences, and the application process can be quite detailed.
If you are planning to sell alcohol at any event you will almost certainly need to be covered by an Occasional Licence. Different local authorities in Scotland have their own websites covering Occasional Licences.
As an alternative, you may be able to enlist the help of the holder of a premises licence. Technically, only the licensee is allowed to benefit directly from the sale of alcohol on their premises – but they are free to make a charitable donation from their takings at an event.
Gaming (including Bingo, Casino Nights and Race Nights)
The relevant legislation is the Gambling Act 2005. You may also wish to visit the Gambling Commission website.
Casino Nights and Race Nights: Non-commercial, charitable events do not need to be licensed under the Gambling Act 2005, so long as none of the money raised is used for private gain. Games such as bingo, poker and roulette are allowed, as well as betting. You will, however, need a Public Entertainment Licence if you charge for admission.
“Small Society Lotteries” do not need a licence or to register under the Gaming Act 2005.
Always check the references of entertainers, especially if there are to be children present. Also, it is advisable never to allow children to solicit money from strangers or collect money alone.
Always include the Charity’s name and Charity Registration Number on all promotional materials including posters, brochures and press releases. (“Pancreatic Cancer Scotland is Registered Scottish Charity No. SC041740.”) When producing information it is important to state exactly how much money is going to the Charity. For example, if all proceeds are to come to us, the written materials will need to state that the event is “being organised for Pancreatic Cancer Scotland.” If only the profits will go to our Charity, then you must say so. Use phrases such as “in support of” or “in aid of…” Alternatively, show how much is going to the Charity, for example, “for every ticket/item sold, £1 will go to Pancreatic Cancer Scotland.” This is now a legal requirement.
If you are running an event in a company, you must comply with the Health and Safety at Work Act 1974 and all other subordinate legislation. Note: the Health and Safety Act applies to volunteers as well as employees. Any equipment that is being used (e.g., bouncy castles) must have been maintained to the required safety levels. You may need additional insurance for such equipment.
It is your responsibility to ensure you have insurance to cover your liability. You are responsible for organising and managing any fundraising activity and we (Pancreatic Cancer Scotland) cannot accept any responsibility for any liability arising from such fundraising. Types of cover you may need include Public and Product Liability Cover, Pluvius Cover, All Risks, Money and Personal Assault Cover:
Public and Product Liability Cover
Make sure that you have valid cover for personal injury, plus damages to premises, food, drink and other goods supplied. The cost will depend on the perceived risk of the event.
This insures against rainfall for a given period before, during or after an event that causes its cancellation. This can be expensive, and it can be hard to make a claim. It can often be better to have a back-up plan to move the event undercover in event of rain.
All Risks, Money and Personal Assault Cover
This insures against theft of money and theft/damage to property associated with the event.
And After your Event….
Please send your donations to Pancreatic Cancer Scotland as soon as possible after your event.
It is possible to deposit cash or cheques straight into our bank account – please Connect with Us for details or post cheques direct to our address at the foot of the page.
Please share photos and stories from your event on social media and consider also contacting your local media – these are all great opportunities to continue raising awareness of the cause.