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May 2015
Fundraising for
Y Care International
How your YMCA can support our Tools for Recovery appeal and
help young people in Liberia rebuild their lives after Ebola.
02 www.ycareinternational.org
Thank you!
Thank you so much for choosing to support Y Care International. With the support
of amazing people like you, we create opportunities for vulnerable young people,
helping to unleash their potential and changing their lives for the better.
To help you raise money for Y Care International, we’ve written this handy guide.
It’s full of ideas, advice, and stories to help and inspire you.
There are loads of different ways you can support and raise money for Y Care
International. Whether it’s running a marathon, or holding an event at your work or
school. How you do it is really up to you! Whatever you do, our fundraising team
is on hand to support you every step of the way. If you have any questions about
what you have planned, or want to discuss your ideas, please get in touch. We’d
love to hear from you.
Thanks again.
The Fundraising Team at Y Care International
Contact our Fundraising Team
Call 020 7549 3175
Email fundraising@ycareinternational.org
Visit www.ycareinternational.org
A difference £10 can make
A donation of just £10 could
help provide vocational
training for a young person to work their way out of poverty.
“I did it! My first half marathon! I
gave it my all and finished in 1 hour
and 49 minutes. Thank you so much
to those who have sponsored me.”
Tim Fallon, CEO North London YMCA
who ran the 2014 Royal Parks Half
Marathon for Y Care International
03 www.ycareinternational.org
Contents
Who are Y Care International? ........................................................................ 4
Fundraising at your YMCA ............................................................................... 5
Planning a fundraising event ........................................................................... 9
Raising money online .................................................................................... 10
Challenge events .......................................................................................... 11
Gift Aid ....................................................................................................... 11
Y Care International branding and resources .................................................... 12
The legal stuff – and staying safe! .................................................................. 13
Let the people know ..................................................................................... 15
What to do after ........................................................................................... 16
A special opportunity to double your impact
This summer Y Care International is focused on raising money for our Tools for
Recovery appeal. The aftermath of Ebola in Liberia has been catastrophic. The
outbreak didn’t just result in the loss of friends, family and neighbours, but also
jobs, markets and opportunities. We are working with Liberia YMCA to help the
young people there rebuild their lives and livelihoods, by providing tools, training -
and hope.
As part of this appeal we are delighted that for a period of time (until August 2015)
every donation we receive from the public will be matched pound for pound by the
UK government, through UK Aid Match. This means that all the money you raise
will have twice as much impact on the lives of the young people we work with.
Please help us make the most of this opportunity by planning your
fundraising event today! Thank you.
04 www.ycareinternational.org
Who are Y Care International?
Y Care International is devoted to working with disadvantaged and vulnerable
young people through local YMCAs and other like-minded youth organisations. All
across the developing world, these partnerships help us support and inspire young
people trapped in a cycle of poverty, stigma and discrimination in more than 20
different countries.
We offer vocational training, counselling, confidence-building and other life skills to
help vulnerable young people reach their potential. Through training, employment
and enterprise, we strive to work with communities to build a more just world, free
from poverty, beginning with the young people that are their future.
We help the voices of young people get heard so they can influence decisions that
directly affect them, as well as teach them how to improve their health and
wellbeing.
Y Care International also responds to the needs of young people affected by
disasters and emergencies.
We are one of the few organisations that focus exclusively on young
people. Thank you for joining us in helping them to rebuild their lives.
“Before the carpentry training I had nothing in my life. I wasn’t going to school, I
was just going around and selling used clothes. I would go everywhere but no
business came. When my sisters and cousins got sick we couldn’t afford the
medicine. I wasn’t earning money and there was nobody to help me. Now, I am
learning and I can fix things and I’m looking after my family. Training in a skill
has been the best thing that ever happened to me.”
Ruben, 18, Liberia
05 www.ycareinternational.org
Fundraising at your YMCA
When it comes to fundraising, there are endless opportunities to make a real
difference. Fundraising is all about having fun while raising money for an important
cause. Being part of a YMCA means that there is a whole community who can
support you to raise funds.
Whether you’re taking part in an exciting challenge or being sponsored to do
something daring, we hope that you’ll have fun and inspire others to support young
people around the world. In this section there are loads of different ideas for
activities that you can run in your YMCA and community.
In the office or workplace
Staff in YMCAs are dedicated to young people. Asking them to fundraise for young
people around the world builds on their interests, builds team spirit and is fun! Be
creative and make it a day to remember. Could you get your clients, suppliers and
other departments involved too? Think big and you might just be surprised at how
much money you can raise.
Here are a few ideas
Bad tie day
Bring a pound to work
Caption competition
Coffee morning
Donate an hour’s/day’s wages
Dress-down day
Interdepartmental Sports Day
Jail break: get the farthest away from work in a
certain time without spending any money
Office Olympics: speed typing, chair races, etc.
Swear box
Sweepstake
Walk to work week
Wear the colour [colour of choice] for the day
The difference £25 can make
A donation of £25 could buy a
Cooks Kit – including pots,
pans, utensils and bowls to
help a young person start a
bakery business.
06 www.ycareinternational.org
Involving young people and other service users
Community activities at your YMCA can be a great
opportunity to bring people to your facility and get staff
involved. We hope that you will take part in our Join
Hands challenge on Saturday, 11 July (see separate
information) but you may have your own ideas too.
For example, maybe a group of residents could wash
cars in your car park one weekend. Or perhaps you
could have a BBQ and sell some tasty burgers! You could
ask staff members who run services for the public (e.g.
yoga classes) if you can work together to raise funds.
Here are some ideas on how your YMCA can be hotspot
for exciting and interesting fundraising activities!
YMCA car wash – Get out the buckets and sponges and offer to wash cars
during a weekend. If your YMCA has a car park and regular visitors then this is
for you. Note, best done in sunny weather!
Dress up funny for work – An old favourite: why not get YMCA staff to dress
up to raise money for the day. For example, everyone would love to see their
manager or support worker with their shirt on backwards for the day!
Cake sale – Baking cakes at home or in the YMCA can be a really fun thing to
do together and of course selling them to people is a great way to raise cash.
Tip – Why not brand the cakes with a ‘Y’ made of icing?
Football tournament – Football strips at the ready for 5-a-side tournament.
Maybe you could have a staff versus young people big match and ask spectators
to donate on the day.
Stay in for a night – People in Ebola affected countries weren’t leaving their
homes for fear of contamination. In solidarity, you and friends could stay in one
evening and donate the money you would have spent on a night out.
Music night – Use the talents of your YMCA or community to run a night of live
music and charge an entrance fee. Young local artists might love a chance of a
gig to get some exposure, so contact any budding musicians you know in your
area.
YMCA to YMCA journey– Contact another YMCAs in your region and see if you
can arrange a group to walk, run or cycle from your YMCA to theirs. You could
even arrange for them to greet you when you arrive. If the distance to the other
YMCA is a challenge then more people will be likely to sponsor you. Remember
to be safe when planning an activity like this (read pages 11-12 on health and
safety).
We hope that you find these ideas useful and that they will work for you in your
YMCA. But you might have your own ideas. If you do, why not let us know! We’d
love to hear about what you have planned.
“I can use my love
for music in a way
that lifts people’s
souls and also
helps fundraise for
worthwhile causes”
Eva Cohn,
YCI volunteer
fundraiser.
07 www.ycareinternational.org
Connecting with your local community
Fundraising in your local area is another fantastic way to raise money, have some
fun with friends and colleagues, and raise the profile of the YMCA movement. You
can involve many different places in your community, from your local place of
worship to shops, pubs or gyms.
It is always good to remember, that when
fundraising in your community, particularly on
public property, it’s important to get the
permission of your local council. As soon as you
have any idea of what you might like to do,
contact your local council to tell them what you
have planned. If in any doubt, please contact
our fundraising team for advice.
Once you’ve got your community involved, here
are a few ideas for activities you could run:
Car wash – charge money to wash people’s cars
Choir evening – hold a concert and charge an entry fee, or to take part. You
can also make money by selling refreshments during the interval.
Historical walk of your local town – if someone you know has a lot of local
historical knowledge, they could lead a guided walk and charge people to join
Local collection – You could hold a bucket collection, but always be sure to
follow the Institutes of Fundraising guidelines. If in any doubt, please contact
our fundraising team.
Music evening – as above, hold a convert and charge for entry and
refreshments.
Pub quiz – hold a pub quiz and charge people to enter
Set up a stall – and sell things like homemade jam, cakes or cards
Spring/Summer/Autumn/Winter fair – this can be a bigger event with
stalls, games and entertainment.
Supermarket Bag Packing – ask a local supermarket if you can pack bags for
their customers for a donation.
Theatre show – put on a show and charge for entry and refreshments.
Tip: Many local businesses and chain stores will happily donate goods or services in
exchange for acknowledgment/publicity on the day of an event.
The difference
£50 can make
Donations of £50 could help give
a young person the tools and
specialist equipment they need
to set up their own business.
08 www.ycareinternational.org
Getting local businesses involved
Think about who your friends and family work for.
Could their company sponsor you or donate a prize for
your raffle? Maybe they could promote your event in
the company newsletter. Could you ask them to put up
posters around their office asking people to
sponsor you?
Many companies offer a ‘matched giving’ scheme
where they ‘match’ the amount you raise. Why not
ask your YMCA to match what you raise or give a one-
off donation? It’s always worth asking, it could be an
easy way of doubling your donation!
Do you have links with a local school or university? Many will nominate a local and
a global charity to support? Could you nominate Y Care International to be their
global charity? We would love to be involved; contact us if you have any queries or
questions.
Call 020 7549 3175
Email fundraising@ycareinternational.org
Visit www.ycareinternational.org
“The YMCA has really
changed my life. I
didn’t know how to use
a computer, but now I
know how to type and
have good job
experience”
Augustine, Liberia.
09 www.ycareinternational.org
Planning a fundraising event
Once you’ve decided what you want to do, the next step is organising your event.
Putting on a fundraising event, large or small, is great fun. All it takes is a little
planning and you’ll be on your way to helping us support some of the world’s
poorest and most disadvantaged young people. Here are some tips to success:
Plan
Planning your event is very important, especially if you want to hold it in a public
space. Think about how much money you want to raise and how big your event
needs to be. Who else will help? Will anyone else be involved? Remember, we’re
here to help. Let us know what you’ve got planned and ask for any resources you
might need.
Budget
There may be costs involved in holding an event and it’s important to keep track of
these. A good rule of thumb is to raise around three times as much as you spend.
Think about how much you’d like to raise and work out an estimate of any costs
involved. Remember, every penny of profit makes an important difference.
Choose a date
Give yourself enough time to organise
everything and then set a date (Large events
can take three to six months to organise).
Make sure you don’t clash with any other major
fundraising or sporting event. Remember, it
helps to plan your event before deciding on a
date. (Remember that the Join Hands
challenge is on Saturday, 11th July!)
Find a venue
It’s crucial to raise as much money as you can, so try and get a venue for free. The
first place to start would be your YMCA but if this isn’t possible you can look at
other options. By offering publicity and/or profit for a venue, depending on the type
of event you are holding you can sometimes get venues at no cost. You could ask
to use your local school or community village hall (don’t forget to get permission
from the owner). Remember to consider disabled access. If the event is outside,
you’ll have to be prepared for all sorts of weather!
Promote your event
Publicising your event is one of the best ways to get people involved. The more
people that hear about your event, the more who are likely to attend! Contact your
local radio station and newspaper. Your enthusiasm for your event will spread and
that’s key to success. Put up posters in your local shops and on community notice
boards, and ask your friends and family to do the same. See page 15 for more tips
on promotion.
“For the first time in my life I
am thinking about the future.
So many services were
completely devastated by
Ebola. I have a young
daughter to support and like
any other parent. I am
concerned for her health and
her future.”
Selina, 23, West Africa.
10 www.ycareinternational.org
Remember to keep it safe and legal
Your event needs to comply with all health and safety laws. Make sure you read all
the information on pages 13 – 14.
For every £1 donated:
84 pence goes directly to supporting young people in emergencies, in
developing their skills and their communities and improving their health, and
helping young people campaign for change.
15 pence is invested to generate future revenue and on support costs
1 penny is spent on ensuring the organisation is robust and well-managed
Raising money online
Fundraising online is easy and effective. It takes just a few minutes to set up a
fundraising page and you can personalise it with photos and a few sentences
describing your event and tell people why it’s important. We recommend either
Virgin Money Giving (www.virginmoneygiving.com), or
Justgiving (www.justgiving.com).
Don’t forget to add a link to your fundraising page on your email signature.
If you’re on Facebook, set up an event explaining what you’re doing with a link to
your fundraising page and invite all your friends. Or if you’re a Twitter user, you
can set up a series of scheduled tweets to remind your followers about your event
with minimal effort.
11 www.ycareinternational.org
Challenge events
Join an organised event and work up a sweat for us! We have places in a number
of runs and sport challenge events. They’re a lot of fun and a great way to raise
money for Y Care international. We currently have places available on the Vitality
British 10k London Run. If you want to volunteer at the events, that’s great too!
Contact us, and we’ll tell you how you can help.
You may also want to take part in one of the many challenge events around the
country, we’re not yet involved with. If you do, and would like to get sponsorship
to support Y Care International, please contact us and we might be able to help you
get a place.
Gift Aid
Every penny and pound you raise is important to our work with young people. You
can make your donation worth even more by asking all your sponsors (if they are
UK taxpayers) to Gift Aid their donation. All they need to do is tick the Gift Aid box
on your sponsorship form or online fundraising page and fill in their name and
address.
Gift Aid is a scheme run by the UK Government that allows charities to claim back
the tax from HMRC on donations. For every pound that is donated to us, we can
claim back an extra 25p. That makes it hugely important to us. It won’t cost you
anything, but it means we can provide even more support to young people who
need us.
Top Fundraising Tips
Online fundraising can also be used to raise money on your birthday or
anniversary. Or in memory/honour of someone close to you
Set yourself a personal target so you have something to aim for
If you can, make sure the first donation on your sponsorship form is high to
encourage others to follow suit
Be enthusiastic and thank everyone who supports you
Tell everyone you meet about your fundraising activity
Carry your sponsorship form everywhere you go
Ask your supporters to Gift Aid their donations if possible
12 www.ycareinternational.org
Y Care International branding and resources
The Y Care International brand
If you are going to use the Y Care international logo, please make sure you get our
permission first. Just contact our fundraising team to discuss where you’d like to
use the logo and for a copy of our brand guidelines. Our registered charity number
needs to appear on any fundraising materials as “Registered charity in England and
Wales, No. 1109789.”
Please remember that you are representing the charity and that you should use the
logo appropriately. Please only use the logo on a white background. If you resize
it make sure stays in proportion. Try and leave space around logo to give it the
greatest effect. Finally, please use our full name – Y Care International – on all
materials and always state that you are raising money in support of Y Care
International.
UK Aid Match
If you are raising money this summer, please
remember any donations we receive can be
matched by the UK government through UK Aid
Match. This is an extra special reason to give
people to donate right now. If you do, please
make sure it is stated very clearly that you are
fundraising for our “Tools for Recovery” appeal
that will support young people in Liberia rebuild
their lives and livelihoods after the devastating
effects from Ebola. If in any doubt, please
contact our fundraising team for advice.
Fundraising Materials
We can also help by providing you with fundraising materials. There are posters
you can download from our website and add your own event details and targets. A
shoe box makes for a great collection box and you can decorate it to match your
fundraising theme.
Please get in touch as we are here to help you to make your fundraising for us a
success!
Contact our Fundraising Team
Call 020 7549 3175
Email fundraising@ycareinternational.org
Visit www.ycareinternational.org
“When I graduate, I’ll start
my own business selling
bread. I’ll be able to finish my
house, care for my baby and
pay for him to go to school.”
Dabieh, West Africa
13 www.ycareinternational.org
The legal stuff – and staying safe!
Legal, health and safety
Fundraising is all about raising money and having fun, but safety matters too – and
must always come first. There are rules and regulations around certain types of
fundraising. To make it simple, we’ve given you some guidelines.
Please remember that Y Care International cannot take responsibility for any injury,
loss or damage caused or sustained as a result of fundraising events or activities
held in aid of Y Care International. It’s the responsibility of the event’s organiser to
comply with legal and safety regulations. All events must comply with the Health
and Safety Act 1974 and all other relevant fundraising acts.
If in any doubt about what you need to do, please do not hesitate to contact us.
We’re here to help!
Risk Assessment
Writing a risk assessment is a great place to start. This can cover all aspects of
health and safety relevant to your event. Think about hazards, things that could go
wrong, the safety of participants and possible weather conditions. Visit the
governments Health and Safety Executive website for further information:
www.hse.gov.uk
Collection law
If you want to hold a collection in a public area, you’ll need to get permission.
But from whom? That depends on where you’re collecting. If it’s a street
collection, you’ll need permission from your local council or, if you’re collecting in
London, the Metropolitan Police. If the collection is on or outside a private property
(e.g. a supermarket) you’ll need permission from the manager.
Don’t be put off though! We are here to help, so do contact us for further guidance
on collection law. Always make sure there are two people present when opening the
tin and counting the money. Please pay the amount raised into your bank account
and then write a cheque (made payable to Y Care International) and send it to us.
Please do not put cash in the post as it is likely to go missing.
Raffle and lotteries
There are strict laws around raffle and lotteries, especially larger ones. Please do
not hold a raffle or lottery without contacting us first.
Handling money
Please ensure that there are two people present when you count money raised at
an event. This is to ensure that the money is not miscounted or lost. Log everything
that has been raised. Make sure it’s stored in a secure money tin and take it to the
bank to be cashed as soon as possible.
14 www.ycareinternational.org
First Aid
If your event is going to involve lots of people, you should have someone on site
qualified to provide first aid. Contact St John Ambulance or the Red Cross for
further information.
Food Hygiene
You need to be careful when handling, selling or making food for events. Safe
preparation is key and you should follow the guidelines on www.food.gov.uk
Data protection
All events should comply with the Data Protection Act 1998. As a rule, please do
not store the contact details of people taking part in your event any longer than
necessary. Make sure all documents are safely and securely discarded and do not
share data with anyone else without permission. You should also ask the
permission of anyone who gives you information about themselves (e.g. their
address, or contact details) whether you can share this information with Y Care
International.
Fundraising with children
Check that proper adult supervision is in place and that parents/guardians have
given permission for their children to be involved.
Insurance
In your event involves others, you may need to take out public liability insurance.
Please note that your event cannot be covered by Y Care International insurance.
However, your event may be covered by your YMCA’s insurance. In the first
instance, please check with your YMCA office.
Photographs
If you are holding an event, please make sure you take lots of photos! We love to
see what you have been doing. And we’d love the opportunity to share them on
our website, in our magazine and on other fundraising materials to help inspire
others. Please email any photos to us at: fundraising@ycareinternational.org
Company approaches
Local businesses can be a great source of help. They’re often happy to help with
local fundraising events, providing raffle prizes, for example. If you want to
approach larger national or international companies for sponsorship, prizes or
auction items, please do let us know in advance, as we may already be working
with them.
Licences
If you plan to sell alcohol at your event, you will need to obtain a liquor licence.
Please contact your local council for further information.
15 www.ycareinternational.org
Let the people know
Don’t miss an opportunity to shout about your event! The more people who know
about your event or challenge, the more money you are likely to raise.
The Media
Press coverage is a great way to gain publicity for Y Care International and your
efforts to support us. Your YMCA will probably have contacts with your local paper
and radio stations. If your YMCA has a media team or press officer they may be
able to help you get some coverage.
Here are some top tips for getting into the public eye
Give your event / challenge a catchy title
Make sure you include the key information – what, where, why, when,
who and how
Use photographs and colourful images where possible
Ask for the news desk when you contact local papers. Check with staff at your
YMCA, as they may already have a relationship with the local press.
Tell a story; keep it brief but make it personal. For local media, make sure
there’s a local connection
Provide contact details (including your online fundraising page) so that the
media team can contact you to find out more and also include our charity
contact details too
Invite the media to attend your event and /or make yourself available for
interviews
If you’re not sure how to write a press release, we can send you a template for you
to customise. Remember, if the press do want to interview you, try and think
about what you’d like to say beforehand. It’s nothing to be nervous about, but
having some prepared notes will really help you make an impact.
Online
Sharing your event on social media is a great way to get a wide range of people
involved. Using your personal Facebook and Twitter account, as well as your
YMCAs, will get you a wider reach. Remember to ‘tag’ Y Care International (Twitter
@YCareInt / Facebook Y Care International) and we will like, share and retweet
your posts.
Other ways to spread the word
Other ways to promote your event include putting up posters in local community
areas such as supermarket notice boards, churches, pubs and village halls. Ask all
your friends to email their friends and spread the word!
16 www.ycareinternational.org
What to do after
We’d love to hear all about it! Email our fundraising team with details and photos of
your event!
Offline fundraising
After your event is over, you need to collect
your sponsorship money together, pay it into
your bank account and then write a cheque for
the amount raised. Cheques need to be made
payable to Y Care International and return to us
with your sponsorship forms to:
The Fundraising Team
Y Care International
3rd floor, 67-69 Cowcross Street
London
EC1M 6BP
Please include a note clearly stating your name, the event name and the amount
raised. Please do not send cash in the post as it is likely to go missing.
Online fundraising
If you raised money online via Virgin Money Giving or Justgiving you don’t need to
do anything. Just let us know how your event went and send us any photos. We’ll
send you a thank you letter to acknowledge how much was raised.
A difference £1000 can make
£1000 could help provide a
group of young people with
tools and training they need
to reduce the impact of
disasters and help them make
their communities safer.
17 www.ycareinternational.org
“Time and time again, the generosity and support of Y Care International supporters has been instrumental in bringing hope to so many young people in need all over the world. It is only by giving them the tools to help themselves, and work towards a better life, can they hope to break the cycle of poverty for good.”
Terry Waite CBE, Founder and President of Y Care International
THANK YOU, THANK YOU, THANK YOU!
We are very grateful for your support and for the money you can help raise for Y
Care International. If we can help at any time, with advice or materials, please do
not hesitate to contact us. We’d love to hear from you!
We’ll also be very happy to send you a thank you letter and certificate for the
money you raise.
Contact our Fundraising Team
Call 020 7549 3175
Email fundraising@ycareinternational.org
Visit www.ycareinternational.org
Thank you!
Y Care International creates opportunities for vulnerable young people to unleash their potential and change their lives for the better. As part of the global YMCA movement, inspired by Christian values and working with people of all faiths and none, we are the international development and relief agency for YMCAs in the UK and Ireland.
Registered as a charity in England and Wales number 1109789 Company reg. no. 3997006
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