Together, we fundraise safely

Here at Doncaster & Bassetlaw Teaching Hosptails Charity, we’re so grateful for all those who choose to support us but it’s important that everything is safe and legal, for everyone involved.

This page covers the most important things you need to consider when organising an event or activity to make sure that your event meets legal requirements.

Please note that this is guidance and not formal advice. You can find more information and advice through the Institute of Fundraising and Fundraising Regulator.

Liability

Please make sure that it is clear that you are fundraising in aid of Doncaster & Bassetlaw Teaching Hospitals Charity and that your activities are not representing or organised by the charity. The charity cannot accept any responsibility for your event or anyone who participates in it. We advise that all fundraisers seek advice regarding public liability insurance if your event involves the general public. There are a range of companies available to provide this.

Cash Collections

All street collections or collections on public property will need to be registered with the local authority, who will issue a collection licence. Those on private property will require the permission of the property owner/manager. We will need to see a copy of this license/permission before issuing you with charity collection boxes or buckets. Under 16s are not permitted to collect money through public collections.

Please do not conduct any door to door requests for donations or sponsorship in aid of the charity. These require a license from local authorities and we do not support this activity.

Cash handling

Always have two people present to count any money raised and all donations collected should be sent to the charity within six weeks of collection.

Raffles and Lotteries

Whilst raffles and lotteries are a fantastic way of raising funds, there are strict laws relating to all lotteries and raffles so please ensure to follow these. You can find out more information on the Fundraising Regulator or Gambling Commission website.

Your event

Ensure your event is organised efficiently and safely by completing a risk assessment and considering what/ if insurance cover or any special licences are required. For example, a public entertainment licence, music licence or a licence to sell alcohol.

Promotion of alcohol through sponsorship, gift in kind of competitions should be conducted in a socially responsible manner and should not be targeted at people under 18.

All promotions of your event should clearly state whether all funds raised at the event will go to the charity or whether any money raised will be used to pay for any costs. For example: ‘ticket price of £20 for a gala dinner. Fundraising on the night via raffle and auction for Doncaster & Bassetlaw Teaching Hospitals Charity’

If you are selling food or hosting a bake sale, please contact the Environmental Health Department at your local council for advice.

Some events may require a temporary events notice. You can contact your local authority to check or find out more information on the government website: www.gov.uk/temporary-events-notice.

Working with Children

Extra care should be taken if your event involves children. This should include proper adult supervision and you should carry out background checks if adults or suppliers at your event are to have unsupervised access to children. Some other things to consider when fundraising with children include:

Children under the age of 16 are not allowed to purchase raffle tickets.
Children under the age of 18 are not allowed to take part in bucket collections. If children are photographed at your event, you should seek permission from their parent or guardian before doing so.

Third party data handling

As part of your fundraising, and or at your event you may come in to contact with personal data and information belonging to people involved in your activity, for example contact name and contact numbers on raffle tickets. You are responsible for ensuring that any paper or electronic data you hold complies with the Data Protection Act 2018.

As a rule of thumb, keep any data you have stored securely and safe from loss, damage or unauthorised access. Do not keep data any longer than you need it and do not share information about someone without their permission.

The use of our logo

Please use our ‘In support of’ logo can on fundraising materials. Alternatively to promote your events you can use the poster templates provided with this pack. If you are created new resources related to your event, please ensure to follow our brand guidelines. For support, please contact us on dbth.charity@nhs.net.

The official NHS letters, official logo or Doncaster & Bassetlaw Teaching Hospital logo should not be used for fundraising purposes or on fundraising materials.

Gift Aid

Gift Aid is an easy way to maximise your fundraising, however there are strict rules relating to it. Gift Ai cannot be claimed on ticket sales, raffle ticket sales, winning auction bids or anything other than an individual donation. Also, it cannot be claimed on behalf of a group or as part of a collection. More information can be found at www.gov.uk.donating-to-charity/gift-aid.

Please contact dbth.charity@nhs.net if you have any further questions on how to fundraise safely