Events are an ideal way of bringing together potential funding and showing local people how your out of school club / school or playscheme is an asset to the community.
Many clubs have organised small fundraising events of some kind, serving a variety of different purposes. Everyone can get involved, they are fun and, most importantly, you can make much needed revenue from them. Any funds raised will be ‘free’ money, as it will not be earmarked to a particular project. Identify upfront if there is a potential funder or matched funder for an event you may want to hold. If there is, they might even get involved with generating ideas for out of school events from jumble sales to auctions and fetes. When you are considering potential events, try to keep in mind the following points:
Small local events can be very rewarding and are a great opportunity to become involved in your local community. Think about what is suitable for you and your team to manage. Do you just want to organise one big event or would it be better to hold a number of smaller events throughout the year? Research what other people have done in the past and what people are planning to do in the future. Maybe you could organise a stall at someone else’s event and raise funds through face painting? Or perhaps you would find it easier to run a raffle at Christmas. Don’t be afraid to get parents and users involved. Planning is an essential part to any event you may decide to run.
With any event – always make sure you work out how much the event is going to cost you and how much you envisage you will be able to raise. Take into account everybody’s time; will you make enough profit? How could you improve things and bring your costs down? Can you use volunteers? Avoid putting a maximum effort in for a minimum return.
There is more information about the various events you can run in the A-Z of Fundraising Ideas (also downloadable from this website).
In England and Wales, premises on which the event will be held must have a current premises licence under the Licensing Act 2003. Under this act certain short-term, small-scale events may be held, provided the organiser’s send a Temporary Event Notice to the local licensing authority and police ten working days in advance of the event. Licences cover the supply and sale of alcohol, the performance of various types of regulated entertainment (including live or recorded music), and the supply of hot food and drink late at night. Guidance is available from the Department of Culture, Media and Sport. Depending on the type of event you are running, you may also need to contact your local authority, the police or local ambulance service.
Health and Safety
It is important to carry out a risk assessment before organising an event. This will help you foresee any potential problems and how they can be avoided. Volunteering England provide some helpful information about risk assessments. You will also need to think about accessibility. Is the venue fully accessible to all? It is important to make sure that you address any concerns before opening the event to the public. It is generally the responsibility of the venue to complete an access assessment and to take ‘reasonable’ steps to prevent discrimination but there is no fixed definition of ‘reasonable’.
Food and Drink
If you wish to have food and drink at your event, there are additional requirements that you need to meet. Any food that is being supplied must comply with the Food Safety Act 1990, the Food Safety (General Food Hygiene) Regulations 1995 and other regulations applying to specific types of food. In general, the Food Hygiene and Labelling Regulations don’t apply to food that isn’t prepared as part of a business. So, most food sold for charity won’t need to be labelled, including food sold at one-off events. However, with food that is regularly packaged and sold for charity (e.g. jars of jam or boxed cakes), regulations may apply even when there is no profit. Even if there is no legal requirement to label the food, it can be done voluntarily. Ideally, give the product name, a list of ingredients and details about ingredients that could cause an allergic reaction, such as nuts. Ensure the information is accurate.
Public Liability Insurance is not mandatory, but it may be prudent to get if your event is open to the public. If hiring equipment or a service, you will also need to check that the provider has full insurance before signing the contract.