Plan Your Fundraiser
Turn Your Idea Into Something Brilliant
Thank you for choosing to fundraise for Amelia’s Light.
You might be planning a coffee morning, sponsored walk, quiz night or something completely different. Whatever your idea, we want you to have fun bringing people together.
Fundraising doesn’t need to be complicated. A good idea, some planning and the right permissions can go a long way.
This guide covers the practical things you should consider before getting started. You’ll find advice about safety, insurance, food, collections, raffles and handling personal information.
Once those things are covered, you can focus on making your fundraiser memorable.
Need some help along the way? Email info@ameliaslight.charity.
Start With Your Big Idea
Great fundraisers come in all shapes and sizes.
You could organise a bake sale at work, take on a personal challenge or host a community event. Schools might hold a non-uniform day, while businesses could organise competitions or team challenges.
Choose something that suits you and the people you hope will support it.
Then answer a few simple questions.
What are you doing? Where will it happen? When will it take place? Who will help you? How will you raise money?
Give yourself enough time to organise everything without creating unnecessary pressure.
Set a fundraising target too. It gives your supporters something to aim for and makes sharing your progress much more exciting.
Then you’re ready to get planning.
Find the Right Place
Your venue can make a huge difference to your fundraiser.
For smaller events, you might use your workplace, school, local community centre or garden.
Larger events may need a dedicated venue with toilets, accessible facilities and enough space for everyone attending.
Before booking somewhere, explain exactly what you’re planning.
Ask what’s included in the hire fee and whether the venue already has insurance.
You should also check whether it holds licences for music, entertainment or selling alcohol.
Never assume something is covered. A quick conversation with the venue can prevent problems later.
Keep Everyone Safe
Nobody expects you to become a health and safety expert.
You should, however, take reasonable steps to keep people safe.
Before your fundraiser, walk through what will happen from beginning to end.
Look for anything that could cause an accident.
Could someone trip over a cable? Could an entrance become overcrowded? Is equipment being used safely? Can people easily find emergency exits?
Outdoor events need some extra thought.
Check the weather forecast and decide what you’ll do if conditions become unsafe. Think about shelter, drinking water and slippery ground.
Take extra care when children or vulnerable people are attending.
Writing these points down creates a simple risk assessment and helps you spot problems early.
For detailed guidance, visit the Health and Safety Executive (HSE).
Check Your Insurance and Permissions
The insurance you need depends on your fundraiser.
Some venues already have Public Liability Insurance, while others may expect you to arrange your own cover.
Ask before booking.
Certain activities can also need licences or additional permission.
This could include selling alcohol, playing music, providing entertainment or holding an event in a public place.
Your venue and local council are good places to check what applies.
Sorting these details early means you won’t have to worry about them when your fundraiser gets closer.
Taking Your Fundraiser Into the Community
Want to grab a collection bucket and head into town?
Check the rules first.
Collecting money in streets and other public areas may require permission from your local council.
Private locations have different rules.
Supermarkets, railway stations, shopping centres and other businesses can decide whether collections are allowed on their property.
Contact them directly before making arrangements.
Some organisations may ask for identification, a charity support letter or evidence of insurance.
If you need confirmation that you’re fundraising for Amelia’s Light, email us. We can provide a supporting letter where appropriate.
When collecting cash, keep it somewhere secure.
At the end, ask two unrelated people to count the money together. Record the total so there’s a clear record of what was collected.
Fundraising at Work, School or Home
You don’t need a huge public event to make an impact.
Some of the best fundraising ideas happen in places people already spend their time.
Your workplace could run a dress-down day. A school could organise a sponsored activity. Friends could hold a garden party or afternoon tea.
For these events, speak to whoever manages the property first.
Schools and workplaces may have their own rules about fundraising, advertising and collecting money.
Once you have permission, you can start getting people involved.
Putting Food on the Menu
Food has a wonderful way of bringing people together.
That’s why bake sales, afternoon teas and community meals remain popular fundraising ideas.
If you’re serving food, make sure it’s prepared and stored safely.
Keep preparation areas clean and food covered. Anything needing refrigeration should stay at the correct temperature.
Allergens are especially important.
Make sure guests can find clear information about ingredients and common allergens.
If someone else prepares the food, ask them to provide accurate allergen information.
The Food Standards Agency (FSA) has useful guidance about preparing food for community and charity events.
A little preparation means everyone can enjoy what’s on offer safely.
Thinking About a Raffle?
A table full of prizes can create plenty of excitement.
Raffles can also raise a fantastic amount alongside your main event.
However, there are rules around lotteries and raffles in the UK.
The rules depend on where tickets are sold, when they’re sold and how winners are chosen.
Raffles held entirely during an event are often easier to manage. Selling tickets beforehand or online can involve additional requirements.
Check current Gambling Commission guidance before you start selling tickets.
Please also speak to us before putting the Amelia’s Light name or logo on raffle tickets.
It only takes a quick check and could save you from having to reprint anything later.
Respect People’s Personal Information
You may need to collect some personal details during your fundraiser.
For example, participants might provide their name, telephone number or email address.
Keep things simple.
Only ask for information you genuinely need and explain why you’re collecting it.
Store it somewhere secure and limit who can access it.
Don’t add people to marketing lists or share their information without permission.
Once you no longer need their details, delete them securely.
The Information Commissioner’s Office (ICO) provides further guidance about handling personal information correctly.
Tell Everyone Who You’re Supporting
Now comes the exciting part. Tell people what you’re doing.
Share your fundraiser with friends, family, colleagues and your local community.
Explain what you’ve planned, when it’s happening and why you’ve chosen Amelia’s Light.
You’re welcome to say you’re fundraising in aid of Amelia’s Light.
If you’d like to use our logo on posters, social media graphics or other materials, contact us first.
We’ll provide the correct version and help you represent the charity accurately.
Please don’t suggest Amelia’s Light is organising your fundraiser unless we’ve agreed to work with you directly.
Your fundraiser is your achievement, and we want you to take credit for making it happen.
Make Some Noise
Don’t wait until the day before your fundraiser to tell people about it.
Start sharing early and build some excitement.
Post updates as you prepare. Introduce the people taking part. Share your fundraising target and celebrate when you reach milestones.
On the day, take photos and videos where appropriate.
Remember to ask permission before sharing recognisable photographs of other people, particularly children.
Afterwards, tell everyone how much you raised.
People love seeing what they helped achieve.
Getting Your Fundraising to Amelia’s Light
The final total is always an exciting moment.
If you’ve used an online fundraising platform, your donations may already be transferred directly.
For cash collections or other payments, contact us and we’ll explain how to send your fundraising securely.
Keep a simple record of the money you’ve collected and any agreed expenses.
Then take a moment to appreciate what you’ve achieved.
Ready to Get Started?
Fundraising can begin with something incredibly simple.
An idea becomes a plan. A few people get involved. They tell their friends. Those friends tell someone else.
Before long, your idea has brought a whole group of people together.
That’s what makes community fundraising special.
You don’t need to raise thousands of pounds or organise a huge event.
Every fundraiser helps.
Every conversation introduces another person to Amelia’s Light.
Every supporter helps us build the practical support available to families during a child’s hospital stay.
So choose something you’ll enjoy, gather your people and give it a go.
And if you need us along the way, we’re here.
Email: info@ameliaslight.charity
Thank you for choosing Amelia’s Light.
Now, let’s make your fundraiser happen.