Information & Fundraising Tips
The tabs below provide more detailed information (if relevant) to your trip.
Fundraising Tips and Guidelines
We understand that the thought of raising your minimum sponsorship level can often be daunting. But by planning ahead and using a little imagination, the fundraising can be as rewarding and enjoyable as the expedition itself.
There is some initial advice here but your Charity is the expert! They are there to give you loads of support and advice.
Most of all make sure you have fun collecting your sponsorship – it doesn’t have to be a struggle. You will surprise yourself that once you get started, the fundraising will snowball.
The following information will hopefully help you get started.
Tell as many people as you can about what you are doing and why you are doing it.
Look to organising a hoodie or t shirts which include your challenge, the charity, your name and your online donation details. This may be something your charity will help you with so contact them to discuss.Once you have this, wear it ~ always and everywhere!
Approach your local newspaper, radio and television stations and tell them all about your challenge. Remember to tell them if you are doing it for a particular reason, i.e. to celebrate a specific birthday or to raise money for a charity close to your heart. If possible, try to find a unique take on your challenge because this will appeal more widely to the media.
We have known fundraisers to raise over £1500 in one hit! Get an event (or two) right and you can raise some serious money quickly.
Use your own areas of expertise rather than rely on someone else’s. You will be more comfortable that way.
Many people find it difficult to explain to potential sponsors that part of the money raised is paying for the trip. Sponsor can often question why they should pay for you to have a holiday!
The answer is simple. You will be working very hard on behalf of the charity to raise funds and awareness centred around a challenge. Without your dedication to fundraising on behalf of the charity for almost a year, they would not receive theses funds. Basically you are donating yourself, your time and your holiday allocation to be a voluntary fundraiser for the year. This will be hard work but extremely rewarding. The ‘holiday’ as they call it won’t be a beach holiday somewhere with a cocktail in your hand, but a personal and physical challenge in potentially extreme circumstances.
We advise all participants to include the following wording on any promotional material. This includes your online donation site. This ensures that should you not be able to complete the challenge, the charity can keep the money they have received:
“all sponsorship will be paid for the benefit of the charity and will not be refundable even if the event does not take place or you do not take part in it or you do not complete it.”
For the Minimum Sponsorship method where your trip is being paid for through fundraising, you must include the following wording:
“the cost of your participation in the event will be paid out of the money raised.”
If your trip is being paid through sponsorship funds it is classed as a benefit and therefore any connected party cannot Gift Aid their donation. For further details please refer to “Adventure fundraising Events’ at: www.hmrc.gov.uk or contact the charity for advice.
People will want to know why they should sponsor you. Communicate what you are doing and why you are doing it. Tell them who the charity is and how they will spend your funds and who will benefit. The more you know about the cause you are supporting, the more convincing you will be to potential sponsors. Remember to keep the charity informed of your efforts and ask them for any help you need. They may provide you with leaflets explaining what they do and how your sponsorship will be used. The charity will also be able to help with further fundraising ideas.
The charity is also there to offer you advice, every step of the way.
Your charity will provide you with sponsorship forms which should be used. They include all the required information and they should always be completed by the person sponsoring you and not by you. Forms which have been filled in by one person may prevent the charity reclaiming gift aid on eligible donated funds. Wherever possible, collect funds as you go and submit them to the charity. It is hard to go back and collect after the event. In addition, if your trip is being paid through sponsorship, those funds need to be with the charity as soon as possible.
The charity will happily provide you with a logo to include on any printed material you supply. You must also include the registered charity number on all documents.
Most charities have their own stickers and collection boxes. But there are certain rules.
- Collections must be licensed by the local council or its equivalent
- Collectors must be over 16
- Collectors must carry collection permits (ask charity)
- Collectors must wear an official badge (ask charity)
- Money must be collected in a sealed tin or envelope
- Boxes must be opened and money counted in the presence of two or more people
- A return must be made by the licensing authority
- Street collectors may not cause an obstruction or solicit activity for money (don’t rattle tins).
In certain circumstances, raffles require a license therefore please speak to the charity before holding such an event or visit www.gamblingcommission.gov.uk
Keep accurate records for yourself and the charity of where all your sponsorship funds come from.
Record all monies received on a sponsorship form, together with details of who made the donation and when.
The charity uses this information to boost the amount raised by collecting Gift Aid (a refund from the Inland Revenue).
Tax on charitable donations can be allocated to the charity, which increases sponsorship by 28%. Your charity will provide Gift Aid forms for your donors to sign. For more information about Gift Aid, speak to your charity or visit www.hmrc.gov.uk
Corporate sponsorship can provide a vital source of funding. To secure sponsorship you need to understand what sponsors are looking for and offer benefits and value that meet their needs. Sponsorship is a business relationship that does not end when you receive the money. You need to work hard to ensure that sponsors obtain the benefits they sought.
Never underestimate the value of volunteers and helpers. Many people will be proud of what you are trying to achieve and would like to help you achieve it. They could have hidden talents, and the ability to access untapped donors. Let your volunteers decide how they would like to help, so they feel comfortable being involved.
Some people or businesses may be willing to offer you their time or donate prizes as opposed to offering you financial sponsorship. Think about the wider picture and how this can help you run events which will produce greater funds.
- Supermarket Bag Pack
- No Uniform Day at school
- Car Boot Sales
- Wine Tasting evening
- Raffle – in conjunction with other events
- Number Sale
- Cake Sale
- Pub Quiz
- Master Chef Come Dine with Me
- Bake Off
- Pamper Evening
- 5-a-Side Football Tournaments
These are just a few ideas to get you started. If you are stuck for more options then just type in ‘fundraising ideas’ online and you will see a whole host of options to consider.