Introduction

The intention of this document is to provide a readily accessible guideline for people thinking of organising a Fundraising Event or Activity.

 

These guidelines do not seek to provide an exhaustive briefing, nor to be a substitute for proper legal advice, but to ensure that the reader is aware of the most important questions and how to go about getting the answers.

 

These guidelines should only be treated as a minimum checklist of issues to consider - there may well be other issues that are equally important to consider for a particular event.

We're here to help

Whether you are in the early planning stages or getting near to the day itself, we're here to answer your fundraising queries and give you any advice you need. Just contact the Fundraising Office on 01622 833833.

 

Please note that the Kent Air Ambulance is fortunate enough to be the beneficiary of approximately 4-5 events per week, every week of the year. For this very reason we are often unable to provide the level of service some event organisers expect.

 

We will always do our utmost to support everyone who is raising funds on our behalf and hope that the following guidelines will prove useful to you.

General advice:

Keep it legal!

Here are some legal points that may apply to the activity you're planning:

• If your fundraising involves collecting money or selling goods in a public place then you need to obtain permission and a licence from the local authority.

• Where events take place on private property you must obtain permission from the owner or manager.

• Please do not collect money door-to-door, as this is illegal without a licence.

• Small raffles are fine as long as they don't contain cash prizes and are part of a larger event. Other raffles may be unlawful so you must check with us before holding these.

• If you are planning to raise £5,000 or more, you must tell us in advance about how you plan to raise it.

• If you are holding a competition you should ask for a copy of our standard "Competition Terms and Conditions". This will ensure that you operate within the law.

Safety first:

It's important to make sure that everyone will be safe while they're having fun.
Here's how:

• You must comply with the Health and Safety at Work Act 1974 and all other relevant subordinate legislation.

• The Kent Air Ambulance cannot accept responsibility for accidents, so make sure that your event is safe for all concerned.

• If you are going to be carrying money around take care with personal security. Always use a safe route and always be accompanied and/or carry a personal alarm.

• Make sure that no-one is fundraising, working or spectating in an unsafe environment. Assess the risk involved and make sure that they are eliminated or minimized to an acceptable level, particularly in the case of children. For example, they must have suitable supervision and must only be allowed to use equipment that has been tested and maintained to the required safety standard. Remember that the Health and Safety Act applies to volunteers as well as employees. If you need further information on Health and Safety, visit the following website: www.hse.gov.uk

• With adventure activities - for example, abseiling, parachuting, white water rafting or any other hazardous event, particular care should be taken.

• Always ensure that you, or the owner of the land or building where the event will take place, have insurance for the event.

• If sub-contractors or facilities are used, make sure that they have the requisite experience and insurance facilities.

After the event:

• Please make sure that the money you raise or collect reaches the Kent Air Ambulance safely and as quickly as possible.

• Always make sure that all the money is counted by two people.

• Make cheques payable to 'Kent Air Ambulance' and send them to the address below, together with a brief description of where and how the money was raised.

            Kent Air Ambulance Trust,

            Wheelbarrow Park Estate,

            Pattenden Lane,

            Marden,

            Kent,

            TN12 9QJ

• Don't forget to include your name, address, postcode and details of the event with the amount raised so that we can say 'thank you'!

• If possible, please send us spare photos and any funny or unusual stories about the event. You could end up as headline news in your local newspaper!

Publicity:

We recommend that fundraisers contact their local radio/TV stations and newspapers directly. The Kent Air Ambulance Fundraising Office send out information to the media on a weekly basis, usually regarding operational and charity issues, and we find the media far more receptive to individual groups with regard to their attendance or promotion of events.

Ticket Sales:

Although the Fundraising staff will do their utmost to promote your event and contact the local community we are unable to sell tickets, whether these be event or raffle tickets.

Prizes:

The Kent Air Ambulance Office is happy to provide you with an official document that you can use to approach local businesses to provide raffle prizes etc. This is called an Authority to Fundraise form.

 

However the Fundraising staff are unable to source raffle prizes for individual events as we must maintain a neutral relationship with local businesses and suppliers. This applies to auctions lots as well.

Event insurance:

Kent Air Ambulance Trust is insured for Public and Employers Liability risks at all events which it organises itself.

However, many fundraising events are organised by other groups for the benefit of the Charity. In these cases, our insurers do not recognise Kent Air Ambulance Trust as being the promoter and as such it is incumbent upon the organiser/promoter to satisfy himself/herself that their own organisation has Liability Insurances for the event being planned and, if not, makes specific arrangements to cover that event.