Women's Race

Keep Your Event Safe, Legal and Fun

Things to consider for larger fundraising events

Keep Your Event Safe, Legal and Fun

Practical information to help you plan a safe, legal and successful fundraising event.

Keeping Everyone Safe

Medical advice from St John’s Ambulance or the Red Cross about what type of First Aid to consider at your event is a great first stop. You will need to consider things such as:

  • type of event and any risk associated

  • ​number of people attending the event

  • type of people, including their ages and any disabilities

  • type of venue and its location

  • event times

  • distance to the closest medical facility

  • what welfare and first aid facilities are at the venue

  • level of experience you or your team have of holding similar events

  • the weather forecast

The legal Bits

Public Liability Insurance - if your event involves the public, you will likely need this insurance. It is a good idea to check with the venue first, as they may already have insurance that covers your event.

 

Licences - some events will require a licence, such as, but not limited to:

  • holding a raffle, lottery or auction

  • doing a public money collection

  • putting up banners or signs in public spaces

  • alcohol or entertainment, including recorded music

Its best to contact your local authority to check which licences you will need.

 

Food hygiene - the Food Standards Agency provides guidelines for preparing, handling and cooking food. If you are using a caterer you will need to make sure they have a Food Hygiene Certificate and Public Liability Insurance.

 

Collecting Money

  • to collect money in a public place, such as a high street, you need permission and a licence from the local authority. Each authority is likely to have its own individual rules for your collection

  • door-to-door collections are illegal without a licence. Speak to your local authority to apply for one

  • to collect on private property, such as a shopping centre, you need permission from the landlord.

Handling Cash and Keeping Safe

Top tips for handling money at fundraising events:

  • where possible, have two people present when money is being handled and counted

  • use a secure container to collect cash and for holding change 

  • when carrying money, take great care and always try to be with someone and/or carry a personal alarm

  • pay the cash into the bank as soon as possible.

  • if you are confronted by someone asking for the money, give it to them straight away and under no circumstances put up a fight. Report the incident to the police at your earliest possible convenience.

The Little Ones

Make sure children have permission to take part in your event from a parent or guardian. Any adults on your team looking after children, should have carried out the appropriate checks. Please see the Government's Disclosure and Barring Service (DBS) information for more guidance. 

Suppliers or Contractors

Only use reputable companies when external suppliers for equipment or services are required at your event. Always ask to see a copy of their Public Liability Insurance and risk assessment. 

Risk Assessment Guidance

Risk assessments are an important aspect of any event. For this, you need to consider what could cause you or your participants, harm and making sure that you have taken the necessary precautions to prevent this from happening.

 

It's a good idea to keep a record of the risks for your event. Please see examples of our risk assessment template and guide.

Fundraising Ideas

Promoting Your Fundrasier