Follow up & the Law

Following up

Collect any outstanding sponsorship as soon as possible. The likelihood of securing donations tails off dramatically as soon as your run is over. Pay the money to your charity as soon as you can.

Thank people – this is really important as not only will you make your supporters feel good – but you might want to ask them to support you again in the future.

Hold your box party.

Please tell us how it went, what you found worked best and any lessons you learned that you think might help others in the future.

Law and best practice: please see the full guide for details.

It is good practice to let the charity or individual know you are fundraising for them, a quick phone-call will do, or drop them an e-mail. They may have useful resources and advice to offer. If you haven't yet decided, there lots of charity partners already involved in the Royal Parks Foundation Half Marathon who would love to hear from you.

Fundraising Materials and Publicity
All of your fundraising materials should make it clear where all the funds you raise will go, that you are fundraising in aid of the charity and that you do not represent the charity. If you are not fundraising for a registered charity, then you must not use the words ‘charity’ or ‘charitable’.

Handling money
Make sure you have a secure system for handling the donations.

Match funding
It is usually a good idea to ask your employer if they will match-fund your fundraising income, but remember to check that they will match-fund this activity before you start.

Gift Aid
Ask the charity you are fundraising for if they are registered for gift aid. If they are, please ask donors/sponsors to sign a gift aid declaration. This enables charities (and higher rate tax payers) to claim tax back from the Government and increases the overall value of your gift to the charity. You can incorporate this into your forms, or just include a declaration in the materials where people commit to make a donation. If you or anyone involved in your fundraising activity is receiving a benefit from taking part, be that through participation in an activity or the purchase of goods, certain rules apply and you need to check these out.

Collecting Funds
You need a licence from your local authority to collect funds on the street or in a public place or by going from house to house. It is illegal to collect funds in this way without a licence. To collect funds on private property, you need permission from the owner. There are special rules about collection buckets – check any bylaws with your local authority. Even where not covered by legislation, it is best practice to ensure the boxes are secure.

Obtaining licenses
If you need a licence to carry out an activity, then it will most likely be issued by your local authority. It is worth making a quick phone call to check whether you do need a licence.

Photography
It is a good idea to take pictures of your fundraising activity. Most charities will be really pleased to receive them for newsletters and other materials, but just check the photography and filming laws before you start, to reassure yourself.

Copyright
If you are producing your own materials for your fundraising activity, you must only use materials that you have a right to reproduce. Copyright law gives the creators of literary, dramatic, musical, artistic works, sound recordings, broadcasts, films and typographical arrangement of published editions rights to control the ways in which their material may be used. The safest option is to use material you have produced yourself, such as photos or drawings. Although some material is available without copyright restrictions on the internet, don’t assume that all materials are copyright free.

Data Protection
If you are collecting names and addresses then you need to comply with the Data Protection Act. The most common way of collecting data is through a sponsorship form and in this instance it is entirely acceptable for you to send the forms to the charity you are supporting. They are then responsible for complying with the Data Protection Act.

Handover packs
Don't let all you hard work go to waste if you are planning to run some fundraising activities. Have a plan B in case you are not available on the day, or shortly before. Keep good records, so that they can be used as a handover pack and find someone willing to take over should you be indisposed.

Codes of Fundraising Practice
The Institute of Fundraising has developed the Codes of Fundraising Practice to provide a guide to the law and best practice in relation to fundraising activity throughout the United Kingdom. Check to see whether your charity has committed to best practice by becoming members of the Fundraising Standards Board. You may find information in the following Codes useful:
Raffles and Lotteries
Handling of Cash Donations
Data Protection
Guidance for 'In Aid of' Volunteer Fundraisers
Volunteer Fundraising
Outdoor Fundraising in the UK

Find all the Codes of Best Practice on the Institute of Fundraising’s website.

Disclaimer
This information is based on a how2guide/know-how sheet produced by how2fundraise.org, an on-line service provided by The Institute of Fundraising. It is intended to provide general information only and should not be taken as a full statement of the law. Please bear in mind that the Institute does not give professional legal or accounting advice, and while care has been taken with this information, you should consider whether you need to seek advice before taking any actions or incurring costs. The information applies to England and Wales only.

The Institute does not endorse or recommend any third party services or products. If any third party services/products are listed within this information or on their website, it is for information purposes only. This how2guide/know-how sheet was last updated on 4 July 2008. To make sure that you have the most up to date information, please view the how2fundraise.org website regularly.