Handy Hints

Organising your event

• Keep ideas simple
• Work out a timetable and stick to it
• Form a small committee and assign hands-on tasks e.g. finance, publicity
• Draw up a list of equipment/catering needs
• Create a contacts/address list
• Notify the press and inform residents via letters, flyers and posters

Setting a budget

• Set a budget and stick to it
• Estimate your income target
• Consider extra costs, e.g. if you’re sending invites, who will design and print them
• Ask suppliers if a charity discount is available
• Ask local companies to donate supplies or goods

Finding a venue

• Choose a venue that has good transport links/parking
• Check if disabled access is needed
• Make sure there is somewhere safe to store cash at the venue
• Seek permission from local authority/landowner for an outdoor event
• Check whether insurance is required e.g. public liability or household
• Check if licences are needed e.g. for alcohol
• Contact the Council’s Environmental Health Department if providing food for the general public or catering at a large event
• Inform emergency services and organise first aid cover

Collecting money

• There are regulations governing how people can collect or fundraise for charity, including public collections, lotteries and raffles. For details contact the Fundraising team
• Your company may run a matching scheme which will match your amount raised up to an agreed amount

Sponsored events

• Fill in sponsorship forms using clear capital letters
• If you are participating in the sponsored event, the form must have your full name and full home address plus your event name and date on it
• The full name and home address of each individual who makes a donation is needed for the hospital to claim Gift Aid
• You can also be sponsored online by setting up your own page at www.justgiving.com

Helpful websites

• Charity Commission 
• HM Revenue & Customs 
• Justgiving
• Ideas Fundraising