Information 2018-05-04T16:50:14+00:00

Information & Fundraising Tips

The tabs below provide more detailed information (if relevant) to your trip.

Click this bar if you would like to know – HOW IT ALL WORKS – The process of signing up explained

General

As experienced travellers, we like to keep things simple:

  • There are airlines and airports we avoid using due to regular known problems that occur.
  • We avoid unnecessary indirect flights or connection times that are too short for a comfortable transfer. No one wants a stressful flight wondering if your luggage is going to make the transfer!
  • We use regional airports for clients if it’s possible and convenient.

Travel

Passport – specific requirements for your trip are contained on the relevant trip webpages (if in doubt ask). In general, when travelling, ideally your passport should have a min of 6 months validity on your date of departure and have 2 clear pages (available for stamping).

Flight tickets – paper tickets are rare these days; all e-tickets. All you really need to board your flight is your passport and PNR Reference No (which we provide you with). We either provide your Boarding Passes (by email) or you check in on line yourself (or at the airport).

Travel Insurance – make sure you have your travel insurance Emergency tel number to hand. Travel insurance is mandatory for our trips; we will ask for proof of cover.

British Airways Appointed Agent

Travel Health

Nothing will spoil your trip more than having health problems. Some careful thought is therefore recommended about what may happen. Knowledge of your own body should be sufficient for you to prepare a decent personal First Aid kit. You don’t have to be a Doctor or medical professional to be well prepared medically for an adventure trek, just a little thought.

Plan thoughtfully and ensure that you have:

  • Adequate travel insurance
  • A personal First Aid kit (see below)
  • Up to date and appropriate vaccinations for your trip (see below).
  • Considered having a dental check up prior to travel.

Food hygiene standards in third world countries are less than what you are used to. The change in diet and standard of hygiene is almost certainly going to lead to a change of bowel movement. The question is, to what degree! Travellers’ diarrhoea is very common, especially in hot countries. Be ready for it! Read more>>>

Vaccinations
UK citizens should have been given the NHS vaccination schedule from childhood, which includes Diphtheria, Tetanus and Polio. Some travel vaccinations can be obtained on the NHS FREE of charge and they include Hep A, Typhoid and Cholera.

For other travel related vaccinations such as Rabies and Yellow Fever, you should seek professional advice.

There are no vaccines for Malaria; tablets. Seek advice as what is prescribed very much depends on where you are going (and in some cases the region of that country). Preventative medicine for Malaria is constantly changing.

The following websites are excellent references:

FitforTravel – Vaccinations List (NHS)
Travel Doctor Vaccines (UK)

Personal First Aid Kit
This is a suggested list of what you might consider to carry. Build your own pack around your own known ailments. It is not exhaustive and you should adapt your kit to your own needs/wishes.

  • Zovirax, cold sores
  • Lip balm, preferably sun protective
  • Steristrips
  • Crepe bandage
  • Vaseline
  • Safety pins
  • Cold/Flu capsules
  • Imodium, diarrhoea
  • Strepsils or similar, throats
  • Ibuprofen, pain inflammation
  • Paracetamol, pain killer/headache
  • Asprin,  sore throat/various
  • Dioralyte, dehydration
  • Gaviscon, indigestion
  • Insect repellent
  • Zinc oxide tape, for blisters
  • Compede, for blisters
  • Melonin Pads for injuries
  • Diamox, related to high altitude (see High Altitude tab)

Useful Resources:
National Travel Health Network and Centre (NaTHNaC)
Fitfortravel

Avoid Theft
Keep any medical kits well hidden in your hold luggage when flying, especially on domestic flights. Officials may see them as valuable and they could be taken away from you; avoid the temptation.

Prescribed Drugs
If you want or need to take prescribed medicine out of the country, you should contact the appropriate authority in your home country for advice. In the UK, consult the Govt’s webpage https://www.gov.uk/travelling-controlled-drugs.

Fitness and Training

Fitness is subjective and the perception that you need or have to be super fit to complete some Challenges is simply not true.

Whilst this may appear an obvious statement, train for what you have taken on. Fitness centres and gyms are good places to increase your fitness but they cannot replicate much of what you do on the trip. Riding a bike on roads for example is far more beneficial and realistic than a bike machine in a gym unless the weather is absolutely rubbish! Similarly, treadmills will not replicate trekking up hills, on uneven ground with boots on and a 6kg daysack.

‘Breaking in’ clothing and equipment (such as a daysack) is as much a part of physical preparation as the body is.

The majority of people who exercise regularly in some form will be well on their way to being ready for most trips. It is a simple case of stating that your training should be relevant. The fitter and stronger you are when you go, the more likely you are to find it easier and therefore more enjoyable. No collapsing at the end of the day in a heap!

To provide a training programme for each individual is unrealistic given the infinite variety of starting fitness levels, experience, ages and ability. That said, by all means call us for advice. 01529 488159 or 07725 943108.

Interested in our Training Walks in the Peak District? They are FREE of charge.

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Our Kit Lists are distributed with Trip Confirmations but if you would like it beforehand just call – 01529 488159.

Tell us which trek, Kit Lists differ with the country!

Travel Insurance

Advice here is unbias – we do not sell travel insurance.

TIP! As soon as you book any trip, investigate, decide and buy your travel insurance.

Why? Because even half decent policies will cover you for cancellation of your trip from the date of purchase, not just the period of your cover.

Adequate travel insurance should be considered an integral part of your trip. It is mandatory on our trips (we do not sell it) and we will ask for proof of cover. It should never be a case of ‘you can’t afford it‘ but a case of ‘you can’t afford to be without it‘; accidents happen. Some of our personal experience Case Study facts.

To be adequate, your policy MUST cover you for:

  • Medical emergencies including rescue and repatriation to UK.
  • Trekking or trekking peaks or other appropriate activity and to the maximum altitude that you are trekking to even if you are only there for just a few minutes!

Some advice…

  • Make sure that your ‘missed departure’ section covers the cost of a one way flight home from your destination. If it doesn’t, consider increasing it, using a policy that does or be prepared to pay the extra!
  • Insurance companies are unlikely to send you money. Unless you are in hospital, they are likely to expect you to pay and claim. Therefore, make sure that you have the means to fund (or at least have access to funds), for example, a flight home. Credit cards are an obvious choice for this. Always carry one that has adequate funding capacity even if it is only for emergencies.
  • If you do have cause to make a claim, call your insurance company immediately (or as soon as possible; don’t delay). They will give you advice. Phone calls (even from a mobile) are generally a claimable cost. Keep all paperwork and receipts related to the claim, take photos if appropriate, videos/images of delayed flight information, etc…you are highly likely to need them to support any claim.
  • Purchase your insurance policy as soon as you can after booking a trip. Insurance usually covers you for cancellation of your trip prior to departure due to injury or illness. It starts as soon as you have purchased it, not just for the duration of your trip! The vast majority of travellers leave their insurance to the last minute!
  • Consider an annual policy if you intend to travel more than once in a calender year; cheaper.
  • Check policies you may have with banks or building societies; some are not geared for adventure travel.

Here are some companies that some of our previous clients have used before and found their cover to be adequate for their needs. Make sure that you check the policies yourself for what YOU want it for:

True Traveller
Easy site to use, set up by travellers and a good place to start.
Add sections onto the policy, step by step, and see the premium change as you do.
Adventure Pack and Extreme Adventure Pack cover just about anything you need for our trips.
The annual multi-trip policy is excellent value; worth a look if you’re likely to travel twice in a 12 month period.

British Mountaineering Council
5 levels of cover, right up to climbing Mt Everest!
Need to be a member of the BMC (additional cost).
Less flexible in its approach to what’s included but provides good cover.

Insure and Go
Another easy site to use. Different levels of cover with add on’s if you want/need them.
Removing the excess payments looks good value as does the Annual policy verses a single trip if relevant.
We would suggest the Silver cover as a minimum depending on where you’re going.

Trekking To High Altitude

Trekking to high altitude is hugely rewarding. If conducted responsibly, there is absolutely no reason why anyone should not trek safely to destinations such as EBC, Kilimanjaro and numerous trekking peaks over 6000m.

As experienced trekkers at high altitude (as our Guides are), our treks have tried and tested acclimatisation programmes. We aim to ensure that our clients are well versed in the effects, signs, symptoms and treatment of Acute Mountain Sickness (AMS). It can, and does in extreme circumstances kill, and by being aware you could easily save your own and/or someone else’s life by acting in the appropriate manner.

We highlight some information here but more importantly, link to several trusted resources that we encourage you to read and understand.

Essential reading: FitforTravel Altitude and Medex – travelling at high altitude.

If you are travelling to high altitude, make sure that your travel insurance covers you for medical evacuation/repatriation up to at least the max altitude you are travelling to.

Some general notes:

What is AMS?
Acute Mountain Sickness (AMS) is likely to occur to someone who is ascending without having fully acclimatised: in short, ascending too fast. AMS can strike anyone regardless of age, gender, fitness or experience. No-one is immune, not even those that were born and live/work at higher elevations such as the porters who work in the Everest region.

Can I train for altitude?
No. You can use a chamber to experience a reduced oxygen level but all it proves is that it is more difficult to breath with less oxygen! What it can’t do (in a single day at least) is to replicate the effects of being at altitude for a number of consecutive days.

What’s Acclimatisation?
It’s the process of allowing the body to get accustom to the thinner air. Everyone can acclimatise although some people take longer than others. The vast majority of people acclimatise well on tried and tested trek programmes. You won’t know until you do it.

In general, the altitude you sleep at in relation to the previous night should be no more than 300 – 400m higher and every 3rd day, rest (go no higher).

What are the effects of altitude?
When you ascend to altitude for a sustained period of time, your body undergoes some physiological changes. Feeling fatigued, vivid dreams, a loss of appetite (and possible nausea) and a change of bowel movement are all common experiences. These symptoms are not life threatening as such but should be treated as early signs.

If any of the above are accompanied by a headache, then it should be taken more seriously.

If you continue to ascend with the symptoms, there is a real risk that it will progress to either High Altitude Cerebral Oedema (HACE) or High Altitude Pulmonary Oedema (HAPE). Both are considered emergencies and any further delay in treatment could be fatal.

The most effective treatment (and probably quickest) is to descend. Rapid recovery is often experienced by descending just a few hundred metres in altitude.

Diamox (acetazolamide)
Diamox is a well known drug within the mountaineering/trekking fraternity to aid acclimatisation. It can be prescribed by your GP or Travel Clinic. It can be used to aid prevention or as a cure. It does have side effects (intense temporary pins and needles is the prime one) but affects different people in different ways. The Travel Doctor’s webpage is a good source of information to decide if it is for you.

Trek Itineraries
Our itineraries all have built in tried and tested acclimatisation programmes that will not be broken (shortened). They conform to the internationally recognised guidelines for safe ascent. Some trekking days may appear short when ascending. This is purely to stay within safe ascent guidelines.

Common Sense
Experiences at high altitude vary enormously. It is not an exact science and everyone is different. Guidelines are there to help you avoid putting yourself (and others) in danger. Summit Fever is a strong emotion but remember, the mountain will always be there. You may not if you continue to ascend when your body tells you not to. Common sense should always prevail.

Please trek to high altitude safely and responsibly

As Sir Ranulph Fiennes once said ‘there is no bad weather; only inappropriate clothing‘.

People fear the arctic simple because of the cold temperatures. Perhaps their real fear is that they would be ill equipped?

The arctic environment is beautiful, exciting and if embraced, a real adventure in wild, remote unspoilt terrain. Our expeditions are run within a safe infrastructure (invisible to the client) and yet certainly adventurous.

You will need to work as part of a team, be robust both mentally and physically and be willing to learn from the experts who will guide you.

If you have ever thought of heading for the North or South Pole, try our Arctic adventures. At 7 days long, they immerse you in this white wild space at a fraction of the cost!

The links are self explanatory:

FitforTravel – all things medical – http://www.fitfortravel.nhs.uk/home.aspx

Travel Doctor – alternative to FitforTravel – http://www.traveldoctor.co.uk/

Expedition Kit Hire – http://www.expeditionkithire.co.uk/index.html

Sleeping Bag Advice

Cotswold Outdoors – https://www.cotswoldoutdoor.com/the-knowledge/camping/sleeping-bag-buying-guide.html
Go Outdoors – http://www.gooutdoors.co.uk/expert-advice/sleeping-bag-guide

Clothing Layer System

Cotswold Outdoors – https://www.cotswoldoutdoor.com/the-knowledge/layering-system-guide.html
Go Outdoors – http://www.gooutdoors.co.uk/expert-advice/layering-system-guide

How To Choose a Daysack – http://www.gooutdoors.co.uk/expert-advice/rucksack-guide

Boots – How To Choose What’s Right For YOU – https://www.cotswoldoutdoor.com/the-knowledge/walking/top-tips-for-choosing-the-perfect-boot.html

Waterproofs – A Buying Guide – https://www.cotswoldoutdoor.com/the-knowledge/waterproof-buying-guide.html

More links to follow

Pricing Guarantee

The price you see and sign up to is what you pay – there are no hidden extra’s unless you specifically ask for additional services.

Each trip has a clear list of what is and isn’t included in the price. If in doubt, just ask us.

Trip Guarantee

Important – please read.

With any charity challenge with any company you should ensure that you are clear about the departure status of your chosen challenge before you sign up.

Why? – Because if the challenge has not reached its minimum number (and never does), it will probably be cancelled. The money you have been allowed to fundraise will go to the charity and you will likely be offered another trip on another set of future dates. How disappointing.

This is our Guarantee:

  • We will not issue you with confirmation until that min number has been met. As most of our trips will run with groups sizes as low as 2 people, that is likely to be pretty quick! No false hopes or promises. It is important for us to remove as much risk for you as possible from the moment you book and one such risk is being forced to cancel or change your planned holiday because minimum numbers were not met.
  • If you receive a confirmation letter from us – it’s guaranteed to depart. That’s it, confirmed, no cancellations, you’re on your way.
  • If you see our trip is ‘guaranteed‘ on the website, it means it will depart – simple.

You are financially protected against our insolvency.

Flight Inclusive Trips
Our ATOL Licence number is 10755. Check our ATOL Licence on the Civil Aviation Authority (CAA)’s website.

When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

If we, or the suppliers identified on your ATOL Certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. That agree that in return for such a payment of benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

Click here for Consumer Information on your ATOL protection.

Land Only Trips (if applicable)
Our Land Only trips are protected through International Passenger Protection (IPP). Click here for more information on what IPP does.

Consumer aware: Your booking is insured by IPP Ltd and its panel of insurers. This insurance is only valid for passengers who book and pay directly with/to Travel and Trek Limited.  If you have booked and/ or paid direct to a Travel Agent for a holiday with Travel and Trek Limited please request proof of how the booking is secured as this will not be covered by IPP Ltd in this instance.  For further information please go to www.ipplondon.co.uk

This Insurance has been arranged by International Passenger Protection Limited and underwritten by Insurers who are members of the Association of British Insurers & Lloyds Syndicates.

Claim procedures: download claim form from www.ipplondon.co.uk, any occurrence which may give rise to a claim should be advised within 14 days to: International Passenger Protection Limited, Claims Office, IPP House, 22-26 Station Road, West Wickham, Kent BR4 0PR, United Kingdom. Telephone: +44 (0) 208 7763752. Fax: +44 (0) 208 7763751. In order to deal promptly with any claims hereunder it is essential that you retain all bills, receipts and other documents relating to your travel arrangements. Claims forms must be submitted to IPP within six months of date of insolvency they cannot consider or pay claims received after this date.

Credit Card Protection

Under Section 75 of the Consumer Credit Act, if you pay for services (even part pay) using your credit card, the credit card company is jointly liable if things go wrong. For more information, go to the following website pages:

Which? Magazine – Section 75 of the Consumer Act
Money Saving Expert (Martin Lewis) – Section 75, Free protection

Who is responsible for Managing your Information?

This website is owned and maintained by Travel and Trek Limited (“Travel and Trek”, “we”, “us” or “our”). It is served by Temerity Media.

We are responsible for the collection and proper management of any personal information you submit. We will keep your personal details secure and use the information you provide in compliance with EU’s General Data Protection Regulations (GDPR) 2018.

GDPR is enforced in the UK by the Information Commissioner’s Office (ICO).

Our ICO Registration Number: ZA350836

By using our website you signify that you agree with the terms of our Privacy Policy (in conjunction with the Terms and Conditions of booking) as posted on our website.

How Do We Collect Your Data?

We will only collect personal information from you by specifically asking for it.

  • When you Book to take part in a Charity Challenge, Trip or activity provided by Travel and Trek, or when you purchase a product or service from us.
  • When you make an online enquiry.
  • When you subscribe to our newsletter.
  • When you speak to any of our team.
  • When we use cookies (see our cookie policy on our website).

What Information are we Collecting?

Online Enquiry:

In order to submit an enquiry online, we may ask for information such as your name and contact details. By entering your details in the fields requested, you enable us to provide you with the services you select. We will not subscribe you to our email newsletters unless you specifically opt-in. We will not share this data with any third parties.

Email Newsletter:

When you sign-up to our email newsletters on our website we may ask for personal information about you consisting of information such as your name and e-mail address. By entering your details in the fields requested, you enable us to provide you with the services you select. You will be able to up date and unsubscribe from our emails at any time using the update or unsubscribe link or by contacting our office. We will not share this data with any third parties

Booking:

When you book a trip or challenge with Travel and Trek there is a certain amount of information we require to fulfil your holiday. This can sometimes include:

The type of personal data that we may ask you to provide includes:

  • Full name as per your passport
  • Date of birth
  • Next of kin
  • Postal address
  • Telephone number
  • Email Address
  • Insurance details
  • Passport information
  • Special requirements such as those relating to any medical condition or disabilities which may affect the chosen challenge arrangements
  • Credit/debit card or other payment details (including card number, cardholder name and expiry date)

Why is It Being Collected?

This information is either to provide you with requested services such as email newsletters or brochures, or to complete your holiday booking.

When you book a trip with Travel and Trek this forms a contract. There is a certain amount of information we require to fulfil this contract and ensure your health and safety during a trip.

Some of the information we collect, such as your medical details, is classed as ‘special categories of personal data’ under GDPR.  We only collect this in order to cater to your needs or act in your interest and any data within this category will only be processed in order to fulfil our obligation to ensure your safety and wellbeing. This may include passing details to our overseas ground handlers for which we request your explicit consent. Should you not provide this consent, we may not be able to complete your booking arrangements if we consider that this non-disclosure could be harmful to yourself or other members of the group.

How do we use your Information?

Travel and Trek use your personal information for a number of uses including, but not exclusively, for the following:

  • Administrative purposes, which means that Travel and Trek may contact you for reasons related to the service you have requested e.g. extra information required for visas or required pre-trip paperwork.
  • We use financial information that you provide us with in order to process card payments or bank transfers in settlement of any monies due or owed, relating to your booking. Your financial information is not retained on a database or network and is only used where you have authorised us to do so in accordance with the booking conditions and in accordance with the GDPR 2018.
  • If any of the costs for your tip are being paid through Charitable Fundraising then we are obliged to forward your contact and challenge details to the charity for them to confirm their agreement to the payment option. They may wish to contact you direct to support you with your fundraising.
  • In order to complete your booking we may need to disclose some of your information to organisations who may also act as ‘joint data controllers’ or ‘data processors’. We only pass on your information to companies that undertake business functions on our behalf. The majority of these companies are located outside the UK/ European Economic Area (EEA).  Controls for data protection may not be as strong outside of the EEA however we will only pass relevant information on to persons/organisations that are responsible for part of your challenge arrangements.  If we are unable to pass this information on we may not be able to accept your booking.
  • We may disclose your information if required to by law or where such a request is made by a legal authority. We may also need to disclose our customer list including any personal information relating to you to a third party, who acquires, or attempts to acquire, all or substantially all of the asset/stock in our company.
  • We may email you with information relevant to your trip which we feel is of beneficial interest to you. This may include for example: available training walks, up-to-date travel advice, updated visa requirements, pre-departure tips and reminders.   
  • We will only send you information about special offers, brochures, new challenges, events and competitions if you have ‘opted in’ to receive news from Travel and Trek. If you do not wish to receive this information, you can use the ‘unsubscribe’ function at the bottom of any communication or let us know direct.

Please note that we do not disclose your personal information to third parties to enable them to send you direct marketing.

Who We Share Your information With?

If booking a holiday with Travel and Trek, we will need to share information with our ground handlers in the destination you are visiting. We request that our ground agents delete this information 30 days after your tour ends. We may also need to share your information with other providers involved in fulfilling the contract e.g. airlines, hotels or government agencies. A data transfer audit is available upon request.

How Long Will We Hold Your Information For?

If you have booked a holiday with Travel and Trek Limited, we will keep your information on record for three years after you return home, in case this information needs to be accessed in matters relating to your booking. This information will be deleted after three years.

For email newsletter sign ups, you can withdraw your consent at any time by using the ‘unsubscribe’ function at the bottom of any communication or by letting us know directly.

Promotional Material

In addition to information provided via our website Travel and Trek Limited reserves the right to use any photographs, images or video taken on a trip or trip-related occasion by its employees, or forwarded by any person on the trip or connected to the trip for use in any other relevant promotional material.  This could include on our website, social media pages or our charity partners promoting our challenges.  If you prefer not to be included in this, please let us know.

Security of Information

The transmission of information via the internet is never completely secure.  We exclude our liability for personal data lost in transmission to the website.

We take all reasonable precautions to keep your Personal Information secure.  All personally identifiable information is subject to restricted access to prevent unauthorised access, modification or misuse.

We will comply with all relevant Data Protection legislation in relation to the period for which we retain any information you disclose to us.

How Can You Access and Update Your Information?

In accordance with the GDPR 2018, you may ask us in writing for a copy of the information we hold about you or to update or complete any personal information we hold. We will respond to this within one month from the date of the request.

Does The Policy Apply to Linked Websites?

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookies Policy.

How do we Update this Privacy Policy?

We keep our privacy policy under regular review and we will place any updates on our webpage.

This privacy policy was last updated on 1 May 2018.

Who Can You Contact if You Have Any Queries About This Privacy Policy?

Please contact us if you have any questions about our privacy policy or information we hold about you.

By email: [email protected]

Or write to us at: Travel and Trek Limited, 10 Hampden Way, Greylees, Sleaford, NG34 8FS

Use of Cookies
This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [ http://www.google.com/privacy.html ].

Question? - Contact Us

If you prefer to email us with question, please use this form.

Mobile (preferred) or landline

Emails can go astray. Sometimes we will text to alert you of an email from us. We will not use it for marketing or pass to a 3rd party.

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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.

Trek4Life Information - Charity donations
Start planning your fundraising as soon as your place on the challenge is confirmed. Calculate how long you’ve got to raise the money and set yourself ambitious, but achievable goals. If your trip is being funded through your sponsorship, remember that you have target dates to meet. They are there to give you achievable goals and prevent you leaving a mountain to climb at the end.

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.

Some of your friends are bound to have done something like this before. Ask them what worked for them and perhaps what didn’t. They may even help you!

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.

Just a few well known ideas….

  • 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.

Set targets; it helps