Health and safety

You are responsible for making sure that the event or activity you are planning is carried out safely.

You must ensure that you carry out appropriate risk assessments for your fundraising activity. A risk assessment is intended to help you identify the risks involved in your event or activity, assess the likelihood of the risk arising, find ways in which you might eliminate or reduce the risk, and then reassess what level of risk is involved, so that you can consider whether or not to go ahead.

There is a useful summary of how you might approach a risk assessment on the Health and Safety Executive website.

In addition to carrying out a risk assessment, you should also think about the following:

• If your event/activity involves providing food, ensure you have someone with a Food Safety certificate and check the HSE website guidelines for catering and hospitality.
• Think too about different dietary requirements, and make sure food is clearly labelled with information about contents.

Insurance

Teenage Cancer Trust will not be responsible for arranging insurance.

You must make sure that you have an appropriate level of insurance in place for the activity or event you are carrying out. Check whether the venue or organiser has their own insurance which will cover what you are planning – they will in any case want to know what you have in mind. As a minimum, you need to ensure that you have public liability insurance for any event in which members of the public will participate.

Licences and permissions

There are a number of activities for which you will need a licence, and you should check carefully on the relevant websites when you are planning an event to make sure you have covered the licensing requirements. Licences or permissions will be required, for example, for:

• particular types of lotteries. See Gambling Commission
• collecting funds on the street (Teenage Cancer Trust does not carry out door-to-door collections and asks that you do not do so on its behalf);
• selling alcohol;
• public entertainment;

For all of the above you will need to find your local authority

You can find a list of all local authorities here

• playing copyrighted music - see PRS
• adventurous activities involving under-18s – you will need to go through a recognised and licensed organisation to carry out this type of activity;

Obviously the venue provider or organisation you are working with to carry out the event or activity may already have the relevant licence – if so, ask to see it or get confirmation in writing.

Minimising risk

The following are examples of things that might go wrong and suggestions of how you can minimise the risk to your fundraising event.

Financial risk - event makes a loss

Budgeting, maximise sponsorship, cost control, good promotion. It may be possible to arrange insurance.

High costs

Seek sponsorship for specific costs, budget realistically at the outset, check cancellation clause in contract with venue/organiser

Low attendance (e.g. poor sale of tickets)

Work with a committee to spread information about event more widely, brainstorm sales opportunities together, obtain publicity in local media, run innovative ideas to promote.

Reputational risk - undermines value of Teenage Cancer Trust

Efficient running and control of event, appropriate delegation and monitoring of tasks around committee, use reputable organisers, suppliers and sponsors (check with Teenage Cancer Trust if you are in any doubt e.g. sponsorship offered by tobacco company)

Operational risk

Competition – other charity organises similar event/on same day
Research competition (e.g. in local press and websites of local events), keep good contacts with other local groups, ask through networks (e.g. school, work, social groups)

Natural phenomena – adverse weather

Ensure there is a wet weather alternative/back-up plan, advise people to bring appropriate clothing/supplies, try to ensure access routes are not slippery/icy

Venue hazards e.g. trips

Visit venue/area – with someone else if possible, check it against Health and Safety Executive advice/checklists