Fundraising should be fun, but it’s important that everything is safe and legal. This page outlines some of the most important things you should consider to make sure your fundraising is safe for everyone involved and meets legal requirements.  

Please note that this is guidance and not formal advice.   

Risk assessment 

Carrying out a risk assessment will help you protect yourself and other people who could be harmed by activities that you are planning. It involves looking at what could cause harm and checking you have taken the necessary precautions to prevent this from happening. By completing a risk assessment, you will have reduced risk to everyone involved and have a clear record of the steps taken to control risk. 

The Health and Safety Executive (HSE) recommend these five steps to do a risk assessment: 

  • Step 1 – Identify the hazards
    This step allows you to work out how people could be harmed.
  • Step 2 – Decide who might be harmed and how
    For each hazard, be clear about who could be harmed so you can decide on the best way to manage the risk.
  • Step 3 - Evaluate the risk and decide on precautions
    You now must decide what to do about the hazards.
  • Step 4 – Record your findings and implement them
    Show that you’ve done a proper check to identity a full range of hazards and have dealt with all significant risks.
  • Step 5 – Review your assessment and update if necessary
    We know that sometimes plans can change so it’s a good idea to set a review date just before your fundraiser.

You can find more information about safety and risk on the Health and Safety Executive website.  

First aid  

You can get advice from professional medical companies like St Johns Ambulance or Red Cross about what type of first aid to have at you event or fundraiser.   

Here are some of the things you need to consider:  

  • The number of people
  • Type of event and risk involved
  • Type of people (e.g. age)
  • Location
  • How long the event lasts
  • What is the weather likely to be like
  • How near is it to local medical facilities
  • What experience you have of similar events
  • What welfare and first aid facilities are at the venue.  

Data protection 

Any information you collect for your fundraising should be kept safe and comply with the Data Protection Act and the General Data Protection Regulation (GDPR 25 May 2018). Further information can be found on the Information Commissioner's Officer website. 

You can find information about how we protect and use personal data in our privacy notice.   

Insurance and licences  

If your event involves the public, you will need to have Public Liability Insurance.  

Some aspects of your event may also require a licence, such as: alcohol or entertainment, recorded music, holding a raffle, lottery or auction, doing a public money collection, putting up banners or sign in public areas.   

If you are holding your event at a venue, check with the venue first as they may already have insurance and licences that covers your event. It is best to speak to your local authority to find out what licenses you need or whether a temporary event notice will suffice.   

Photos and media permission  

We always enjoy seeing photos of Trinity fundraisers, however, if you do plan to take photos, please make attendees or participants aware.   

Collecting and handling money 

If you are going to be accepting any money e.g. sponsorship on the day, here are some tips: 

  • You need two people present when money is being handled and counted. 
  • Use a secure container such as a lockable cash box or sealed container. 
  • It might be wise to provide receipts for payments received. 
  • Always use a safe route and always be with someone or carry a personal alarm. 
  • Bank the money as soon as possible. 
  • Stay safe! If you are confronted by someone demanding the money, hand it to them straight away. Do not put up a fight. Report the matter to the police.   

Food hygiene  

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

Children at your event 

Make sure children are properly looked after and have permission to take part from a parent or guardian. Adults looking after children should have carried out appropriate checks. See the Government's Disclosure and Barring Service (DBS) information for more guidance.    

Suppliers or contractors 

If you use external suppliers for equipment or services at your event, make sure you use a reputable company. Ask to see a copy of their Public Liability Insurance and risk assessment. If anything looks unsafe on the day, do not use the equipment or stop the activity.  

Use of our logo

If you would like to use the Royal Trinity Hospice logo then please let us know so we can ensure that you have the best logo to use. Get in touch with Hannah Lloyd in the Fundraising team on email: [email protected] or phone: 020 7787 3226.   

Terms and conditions 

You can read our Terms and conditions here. You may find them useful to read before putting on your fundraising event.   

Contact us

If you have any questions about your fundraising event then please get in touch - we're here to help!

Email us at [email protected] or call 020 7787 1000