Organising events takes time! The more

notice people have of your event, the better

attended it will be. So, give yourself enough

time, 3- 6 months should do it.

Choosing a venue

For a pamper evening, your house or church

hall would be perfect. If you need a bigger

venue, more than one space, or license for

alcohol, a school, community hall or pub

may work. Play the charity card. If your

venue knows you are arranging the event for

charity they might offer you a discount.

Contact us if you need an authorisation

letter.

Recruit your friends and family to support you, they bring ideas, contacts and muscle! Take the lead. Make sure you give

everyone tasks, roles and responsibilities so that you’re not doing everything yourself and nothing gets missed.

Get in touch with our community team, we are here to support you. We can offer advice, contacts and help to publicise

your event.

Fundraising Guide

It is fun, raising money but it can seem intimidating when you first start. Here is our guide to

ensure you keep the fun in your fundraising and help you deliver the perfect event. We are

here to help, give advice and provide resources. You can meet the team on our website.

We are here to support you with your fundraising

Fundraising comes in all shapes and sizes,

from a small group of friends to large public

events. For the sporty to the social butterfly,

the young and the old! If you need some

inspiration, check out our A-Z of Fundraising

at the end of this guide! We also have a

team of fundraisers ready to help you deliver

the perfect event.

Step 1 Choose your event

Step 3 Location, date and time

Step 4 Build a good team around you

Knowing what you want to raise not only helps you plan, but sharing it

with your volunteers, sponsors and attendees let them know what they

are all working towards.

Keep careful track of money coming in and out so that you don’t spend

more than you make.

Try not to spend more than £1 for every £3 raised.

Think how you can optimise your donations and minimise your costs.

Getting event sponsors will also help cover costs. Remember the less

you spend the more profit you make for Pace.

Approach local businesses for raffle prizes or donations. You could offer

them some free publicity in return.

Be personable. Approach people individually, whether they are friends

or local businesses, or your employer. Let them know why you’re

raising funds, as well as how you plan to raise the money. Give them

information about Pace so they understand who they are helping, you

can request this information from our fundraising team. Don’t be afraid

to ask everybody you can think of for help and donations.

Don’t forget we’re here to help! Our community team can help you

with your target, how to get the best prices and give you ideas about

how to make the most of your income.

Many employers will match any fundraising done by their staff, so you

and your volunteers can ask your employer’s if they have a charity

matched-giving scheme. They could make a big difference to your total

by matching some of the money you raise, especially if you’re holding

your event at work

Make sure you understand gift aid, so that you can explain what it is,

who can gift aid their donations and what you need to collect. You can

achieve 25% more if your supporters gift aid their donations.

Step 2

Set a target

Once your plans are in place, you must tell as many people as you can! On your posters, adverts and social media posts

remember to always put:

the location | the date | the time | cost |the charity information

There are lots of ways to get the word out there. Think about your audience. Who do you think will attend and how’s best

to talk to them. Remember the more people who know about your fundraising, the more money you can raise!

How to market your fundraising or event:

Talks at church, school or work.

Get an audience with local community groups / your corporate supporters.

Posters (you can download poster templates from our website) in shops, notice boards, at work and in your

chosen venue.

Social media. Set up an event and invite people to join online. Writing posts, photos and updates keeps them

engaged. Encourage your friends to share, like and comment to help increase your reach.

Write an article for your parish newsletter.

Use local What’s On guides, both online, in newspapers and radio.

Contact your local newspaper and radio station to tell them what event you’re holding, when and where, and

your reasons for choosing to support our work.

Virgin Money Giving is a great way to fundraise. You can add photos, update it like a blog and share your progress

on social media.

Why not create a “footer” for your email so your event goes out with every email you send?

We want you and your friends and family to be safe. We don’t want you getting into trouble for your event, so here is a

guide to ensure you think about and mitigate any risks. Our community team is available to help you assess needed if you

need it so please get in touch if you are unsure or have any questions.

Advertising

On any posters, offline and online adverts, please make sure you clearly show you are raising money for Pace. Always use

our registered charity number 1011133.

Contact us for a marketing toolkit which include photo’s, hi-res logos and templates.

Collecting Cash

Are you collecting cash on the day? We have collection tins and bucket that are sealed. We can also give you a letter of

authorisation if needed. If you are planning to collect on private property you need the owner’s permission. If you want to

hold a street collection, you need a permit from your local authority. Please contact us for advice.

Always collect and count cash with two people so the collection is safe and verified.

Plan how you will collect, store and bank your money. Paying in slips are available on request.

Are you selling food?

Please check the food hygiene regulations to make sure you are serving food safely. You do not need a licence to sell food

at a one off public fundraising event.

Step 5 Spread the word

Step 6 Safe and legal

.

Are you selling alcohol?

If you are planning to sell alcohol, you will need to apply to your local authority for a temporary event notice/licence.

These cost around £25. More information can be found on you, local authority website.

Are you holding a raffle?

If your raffle is part of the event, you won’t have to register your raffle with your local authority. Tickets must be sold at

your venue during the event, and the draw must also be made at the event. As the event organiser, you can’t win any

prizes or have any personal gain from the draw.

Will there be children at your event?

Do not take or use photos of under 16s without a parent’s permission.

Under 16s must not:

- Sell raffle tickets

- Be photographed without parental consent

- Take part or volunteer for your event without parental consent

If you would like under 16s to be involved in a street collection, you need to check with your local authority.

How many people are you expecting?

You should inform your local authority and the police if you are expecting a large number of people.

Where can people park safely? Do you need parking attendants?

Is there limited space? Can you sell tickets to help manage the number of people who come?

Do you have a first aider? St John’s Ambulance and the Red Cross can provide first aid for a small charge, but you need to

book in advance.

Do you need insurance? Check with your venue to see if you are covered by their insurance.

Do you need a risk assessment? Most events, especially those held outdoors, with large numbers or electrical equipment

will require a risk assessment. Our community team is here to help.

Make sure you have more than one person counting and verifying your income.

You can send us your money by: Cheque: Community Fundraising, Pace, 156 Wendover Road, Aylesbury, HP22 5TE

Bank transfer: Please contact us for our account details

Please don’t send us cash through the post!

Online: If you have used justgiving.com or virginmoneygiving.com, we will receive your donations automatically when

your page closes – this could be 18 months after your event, so please let us know when you complete your fundraising.

There is a cost to us of 5% of your total funds raised.

Step 6 continued

Step 7 Count and Bank!