Once you’ve chosen your fundraising activity, prepare a plan and list jobs that need to be done, timescales and who is responsible. Please consider the suitability of the activity – don’t do anything to bring the name of the Hospice into disrepute. You must keep records of all documents, letters sent and received, costs, receipts etc. It’s important to keep all receipts as only expenses such as venue hire, catering, entertainment etc. can be paid for from the money you raise providing you have valid receipts. This will help you budget your event and should minimise problems.
Note: You are not entitled to take personal “out of pocket” expenses from the money you have raised.
You may not need to promote your activity, as it may be just for family and friends. If you are going to publicise it the best way is through the local media. You could send a press release to the News Editor at your local newspaper or radio station. Not everything the local press receive will be used, so make it as interesting as possible, focussing on the FUN element. Say why you are supporting St Benedict’s – is it for personal reasons? If you’d like help putting together a press release, simply contact us.
When choosing your venue consider things like public transport, ease of access, location, parking, disabled access and price.
Check the venue’s catering policy, as you may have to use their catering. Check certificates, Public Liability Insurance and food handling standards of any catering company you are using.
Great entertainment is essential! Try to see your chosen entertainment in action before you book them – in the end it could make or break your event in terms of the “enjoyment” factor.
This is the most important part of organising your fundraising activity – after all the reason you’re doing it is to make as much money as you can for St Benedict’s, so preparing and STICKING TO a budget is vital. Don’t be afraid to negotiate and get quotes from different suppliers.
If you’d like someone from the fundraising department to attend your event, please let us know as soon as possible. We’ll do our best to oblige, but during busy times, or if we have an event ourselves that day, it may not always be possible.
If you’d like collection buckets please indicate this on the form and we’ll arrange it for you.
Just let us know what you’d like (for example copies of our latest newsletter) and we’ll do our best to provide for your requirements.
You may be asked for one of these if you’re asking local businesses to donate raffle prizes etc. If you’re asked for a letter of authorisation just let us know and we’ll happily arrange this for you. Any unused prizes remain the property of the Hospice and must be given to the fundraising office as soon as possible after your event.
We’ll provide you with a T-shirt or running vest if, for example, you’re running a marathon or cycling the C2C (just let us know on the form, stating size). If you’d like a larger number of T-shirts (e.g. for your “team of helpers” to wear on the day of your event, or if you’re entering a team into an activity) let us know and we’ll try to arrange this (we may need a deposit, refundable on return of the T-shirts).