Use online options- Social networking sites are a great way to raise .... Most donors, whether they are big trusts, majo
Join the iScout Team and get fit, achieve personal goals and travel the world! You will be giving vital support and helping us to provide fun and adventure to the 40,000 eager young people on the Scouts waiting list. We have places reserved for Scout fundraisers in flagship running events, cycling races and overseas adventures; take a look at the links below to start your next adventure!
All running and cycling events can be found at Scouts.org.uk/challenge.
List of training schedules
List of training schedules
List of events and link to Discover Adventure
If you've already managed to secure a place for a challenge event and would like to raise funds for UK Scouting, then we'd love to hear from you at
[email protected] We’ll be able to provide you with support and advice to help you reach your fundraising goal. Plus we'll give you your own Scout T-shirt to wear at your event.
Add your personal story- This gives your friends and family and opportunity to see what Scouting means to you and how passionate you are. Make sure your fundraising page is compelling and explains your motivation.
Visit your local Scout group- This is a fantastic opportunity to let people who understand the cause know what you are doing. Use online options- Social networking sites are a great way to raise awareness amongst your friends about what you are doing. Make sure you customise your fundraising pages to maximise your donations, and try adding your fundraising page’s link to your signature in your emails! Take advantage of our brand centre- generate your own posters, flyers, invitations and banners customised to your event at our brand centre allowing you to make personalised fundraising materials in a matter of minutes- giving you more time to fundraise.
Match Your Fundraised Amount— Some workplaces will match the amount of money you raise so be sure to check. Ask your local business— Lots of opportunities to engage local businesses. For example, hold a pub quiz at your local pub, and get all your friends to come along. Or try a spot of bag-packing at your local supermarket. Get Your Work Mates Involved— For example hold a dress down day, have a cake sale, put out a fundraising pot or have a work picnic. Gift Aid It- Ask your sponsors to tick the Gift Aid box on your sponsor from. It allows us to claim at least 25p from the government for every £1 donated. Write a Blog to document your experiences of training and fundraising through a blog— If you write about your challenge journey, we will be happy to publish your story, and link your fundraising page to the article to make sure your efforts get as much attention as possible. One of our Marathon runners, Colin Ratcliffe took part in 2014 wrote an excellent blog and was very successful in his fundraising. Fundraising deadlines? Keep Going!— If you are struggling to raise funds and get sponsorships, don't stop fundraising once you've finished the race. Once you've finished your event then people don't have an excuse not to sponsor you anymore. It can make a huge difference for us. Research shows that around 20% of donations are collected after the marathon is finished so be sure to tell everyone how it went, put a photo of you crossing the finishing line on your page, update your blog, let everyone know the nasty recovery stories!
The easiest way to collect sponsorship is by creating a fundraising page. See Online Fundraising Page on scouts.org.uk for further details. Make sure you share your page on Facebook and Twitter and email it to your friends and family. You could set up the race as an event, group or fan page and then invite your friends to join it. Ensure that you update your page regularly with information about your training and key fundraising milestones you have reached. Adding a video, photo or a powerful message will encourage people to support you.
Successful Scouting requires sufficient funds - to run camps, purchase equipment, provide badges and so on. However there are times when leaders find themselves running a fundraising programme, rather than an activity led programme purely to survive. Indeed the Association’s own Policy, Organisation and Rules (POR) document stipulates that Groups are expected to generate their own funds to carry out their activities. Once this becomes a burden though the essence of Scouting is lost and all involved can become extremely despondent. Before you undertake any Fundraising Activity it is important that you refer to the Association’s Policy, Organisation and Rules. All those engaged in fundraising must ensure they inform others of their plans. For your fundraising activities to be successful it is important you do not work in isolation. Failure to work with other groups, your district or county may result in a very poor response and confused messages to your donors. The relevant PORs can be found here. The relevant passages are listed below: Groups
Rule 3.55 to Rule 3.61
Districts Rule 4.67 to Rule 4.73 Counties Rule 5.55 to Rule 5.61 Fundraising is not easy. However there are some simple plans that can be put into place that will ensure effort is focussed and targets are achieved. This fundraising pack aims to provide practical support, along with useful tips that may help you in your fundraising.
What do you need money for? Before you start anything you need to think very carefully about:
What you want to do
Why you want to do it
What you need the money for
What the benefits will be
It is far easier to raise money for something specific than to appeal for administrative costs or general funds. Donors prefer to feel that their money is going to fund something they are genuinely interested in, whether it is saving local woodland or buying play equipment for disabled children to use. Thinking of what you do in project terms and designing projects that will attract support is the basis of successful fundraising. This simply means focusing each time on a particular activity or piece of work rather than on your organisation as a whole. A fundable project should be:
Specific, an identifiable item of expenditure or aspect of your work
Important, both to your group/district/county and to the need it is meeting – long-term impact is an added bonus Realistic and achievable, giving the funder confidence that you will be able to deliver the intended targets and outcomes
Good value, so that it stands out in a competitive funding environment
Topical, looking at current issues and concerns
Relevant to the donor, meeting their known interests and priorities
A manageable size, so that it won’t overload the organisation
To cost a project properly, you need to include all the direct and indirect costs that can reasonably be attributed to the running of the project: an appropriate percentage of management salaries, the cost of occupying the building, using the phone, doing the photocopying and so on. Some funders say that they will not fund these core costs, but you will have to get them paid for somehow. If you are going to be responsible for raising funds, you need to have agreed with your committee and relevant commissioners how you are going to present your work as fundable projects.
Most donors, whether they are big trusts, major companies or individual members of the public, receive thousands of requests each year. How are you going to construct your case so that it stands out from the crowd? Before you start to fundraise, you need to ask yourself:
What are the specific reasons why different types of donor (individuals, trusts, companies, government) would want to support our work?
What is so important about what we are planning to do?
Try out your answers to these key questions on a couple of friends who know nothing about your area of work. Are they convinced? Now you are ready to fill in the detail of your case with answers to the following questions. Who are you? In other words, are you reliable and respectable, with a strong track record of good work successfully completed? What is the need that you intend to meet? This should not simply be an emotive statement, but should include factual evidence about, for example, whether the situation is local or national; how many people it affects; why is it urgent. What is the solution that you offer? This is where you can describe what you intend to do, the results you expect to obtain and how these will be measured. You may want to use examples of how similar projects have worked. What do you hope to achieve and how many people will it benefit? What will be the end result, how long will it take, how many different types of people it will impact on. It’s important in this area to think outside of the norm. i.e., training grants for adults, benefits are for adults and young people, for next 10 years, number of young people trained 10 x number in group now. Why should you do it? This is where you establish your credibility. What other work have you done? Have you had good publicity for this? Do you involve volunteers and/or beneficiaries in your work? Do you have a track record in attracting funding? How much do you need? You need to have a clear ides of the total, who you intend to approach for the money, and how the total could be broken down for donors who want to contribute but could not possibly fund the whole thing. What future do you have? If you can show that you have thought ahead and attempted to achieve long-term stability, funders will be more inclined to support you. Once you have answers to these key questions, you will be able to use them in your fundraising, when you write an application to trust or company, or when you speak to potential donors.
Now you know what you want to raise money for and have your agreed case statement you can make a start on looking for funds. Before you start looking outside Scouting, ask the following for assistance first:
Your Group Treasurer
Your District Executive Committee
Your County Executive Committee
The Development Grants Board at UK HQ
Very often there are funds available but you have to ask to get them. Remember, donors always like to see that effort has been made to find the money internally. Any amount found will show donors how serious you are about your project. Go on ask, you might be surprised with the answer. For further details of grants and loans available from UK HQ please call the Info Centre: 020 8433 7100
Once you have exhausted all internal routes, it’s time to look outside Scouting. There are basically four approaches to take: 1.
You can ask individuals to support you.
2.
You can ask local businesses to assist with funds or materials/equipment (gift in kind)
3.
You can organise some sort of fundraising event.
4.
You can approach grant making bodies.
It is far easier to build on a base of existing supporters than to start from scratch. An existing donor is ten times more likely to support you again than someone who has never given. Write a list of all the people you know. What do they do? Where do they work? Are they currently supporting you? Have you ever asked them? What sort of records do you keep? Does anyone know if they have supported in the past?
You could ask existing supporters to help by recruiting a friend, a colleague or a family member.
Raising support and income from local business is often a new and untried task for voluntary organisations or community groups. However, many small groups do have good relationships with individual local business. You will be aware of the employers of those involved in your voluntary organisation or community group. The personal contact you have with them will make these the easiest to approach. You will know the businesses in your area. Note phone numbers and phone them to find out who it is you will want to meet with. Also think about: Rotary, Lions, Round Table and similar groups Women’s groups – Townswomen’s Guild, Housewife’s Register, WI Trades Unions and Trades Clubs Student Union Religious bodies Works’ Social Clubs Pubs and clubs
Many local businesses like to help the community where they operate. Businesses often help according to the personal inclination of managers and owners. Anyone can ask. There are no rules.
Most local businesses have no formal policy and will help according to the merit of the cause and the personal relationship with those asking for help. They may be able to be flexible in their giving and be very generous.
Make a personal approach. In order of preference:
Make an appointment to see someone in person.
Have a telephone conversation.
Write a personalised letter.
Send a general email.
Local businesses will vary considering in the amount they can afford to give. They may be more inclined to help in non-monetary ways. They might give goods and services. They might encourage staff to help, using professional skills. They might allow you to use their equipment e.g. use of minibus or van, photocopier, or premises for an event. Be appropriate in what you ask for. Asking for too much shows a lack of understanding of their business. Asking for too little means you have to ask more businesses.
Stores often support community projects through giving cash, services or goods, allowing collections in store, encouraging staff support. If you cannot find information, ask at your local store. The manager is often the best first contact.
This varies. Some stores have organised and structured application procedures however most are less formal. Most like to fund things of local interest. If in doubt ask at
your local store. Some support chosen national charities. Information on their policy is usually found on websites under corporate/company information or community pages.
Many stores don't have published donation policies. Mostly they cover a wide range of good causes, or attempt to deal with each appeal on its own merits. There may be informal ways they can help or they may hold small pots of money to support the community that they hold that are not widely advertised.
Personal contact can help. Find out about the store and what they offer either through looking at their website or by phone. Applications are usually made in writing. Use a personal letter. Find out who you need to write to by name.
Stores vary considerably in the amount they will give. Some provide core funding of hundreds of thousands of pounds to national high profile charities and so avoid helping locally. Others only give small donations to projects in the communities where they have a presence. It is useful to know their giving patterns so you can avoid asking for an inappropriate amount. If it is not clear, ask.
Giving is just part of what they now term 'Corporate Responsibility'. This also covers their impact on the environment and on the communities where they operate, their terms and conditions for suppliers and the working conditions for their workers. Many stores are becoming pro-active in their support for good causes - setting their priorities well in advance and pro-actively choosing the causes they will support, rather than simply responding to requests.
As you see stores do not just give money, they give support in a variety of other ways. They also support their employees and their community interests.
Apart from organised funding, shops and stores may offer help such as: Donations Regular giving from staff salary Gifts in kind - DIY stores may give materials for repairing a community centre Support for volunteers - community clean up events, painting the village hall Staff involvement - paid time for staff to give to voluntary work/projects Sponsorship of local events Providing premises for collections Giving surplus stock
Corporate image is very important. Shops and stores do not like to court controversy. They like to be associated with causes that are simple to understand and universally popular. Sport for children is more likely to be supported than drug rehabilitation. They will probably avoid giving to animal rights organisations or for political ends. It is worth considering where you fit in the popularity stakes before you start. Unpopular causes may be better placed when applying to trusts and foundations.
Potential supporters may be attracted to an event where they have the opportunity to visit an exclusive venue, hear a well-known speaker or participate in an entertaining evening. Once there they might well be receptive to hearing more about the cause that the event is to benefit. Once a donor has been recruited the aim is to keep them involved so that they continue to give and, hopefully, develop their relationship with your organisation in other ways.
A successful and repeatable fundraising event can be extremely valuable for you. It brings all kinds of direct and indirect benefits. However, for every successful event that attracts new supporters, another could fall flat, get rained off or have the sponsor pull out at the last moment. You must always evaluate the fundraising potential against the risk of losing money. A well run event can make money, take your message out to a wider public, involve existing supporters and bring in new supporters. But many absorb a great deal of energy for very small returns.
If you decide to hold a fundraising event you must be very clear what you want it to achieve. Is it mainly to raise money or to interest new people in your organisation? Set a clear primary objective for the event. This will help define it and create measurable targets for what you want to get out it. Events can be of any size and complexity. The main idea is to offer an enjoyable experience in return for the participants’ money. Both elements are important. It is not just about generating as much money as possible; if people enjoy themselves they will be happy to participate on another occasion.
It’s so important to make sure you can maximise your fundraising—you can do this by making sure you are promoting your efforts. There are all sorts of ways that you can promote your activities:
Set up a fundraising page letting your sponsors and supporters see your progress.
Make posters to let people know what you are fundraising for. Public buildings such as libraries and others will often have somewhere to display posters or leave leaflets. Local businesses and branches of stores may also help you by displaying posters and information. You can find templates—here!
Use a Facebook or Twitter page for your Scout Group to promote your work. Let people know your objective, why it is necessary and what activities or fundraising ideas you have planned to reach your goal.
You can also use Instagram to document your fundraising with pictures.
Network with your family and friends by sending emails—you never know who might have useful links to organisations that might be able to give you some support.
Some local papers and magazines will advertise community events for free, so do check with them.
Similarly, local radio stations might provide you with promotion should you ask if they would interview you.
The internet is great for promoting your activities! When using the internet for fundraising and promoting, make sure you share everything! Share as much with your supporters, co-workers, friends and family as possible! Just make sure that you don’t spam people’s inboxes—be careful and considerate with how often you contact them.
It is so important to publicise your activities and your successes while fundraising. Not only does it encourage your supporters to give again in future, but it will encourage them to give more. It makes it clear that you are putting in a lot of work, and potential supporters and donors will really respond to that.
The print centre is a service available to adult Scouting members to create branded and personalised materials to use for Scout Groups. To access, log into https://www.n2printcentre.com/. You can use this resource to create fundraising materials.
Public collections can be a great way for you and your group to raise funds. Anyone collecting money or selling articles on behalf of your Group, District or County, in a place where the public have unrestricted access, must have a license issued by your Local Authority. It is an offence to collect money without a valid permit. The rules regarding public collections may vary between different local authorities so it is very important you contact yours to find out the rules and restrictions, for instance the age of the collector. The Institute of Fundraising has provided very detailed guidance for the use of public collections; you will be able to get all of the information you need from their website: http://www.institute-of-fundraising.org.uk/guidance/code-of-fundraising-practice/publiccollections/ It is advisable to contact your Local Authority as soon as you have a rough outline of what you want to do, where and when. They will be able to guide you as to the type of licence/permit you require and all of their requirements.
Street collectors can be defined as people standing in a street or public place with a collecting tin, hoping that the public will donate to their charity. The Legislations covering Street Collections are:
Local Government (Miscellaneous Provisions) Act 1972 / Police Factories etc Act 1916 Charitable Collections (Transitional Provisions) Order 1974
House-to-house collectors can be defined as people calling at houses asking for donations at the door, sometimes leaving an envelope to be collected later. They sometimes collect clothes or other articles for charity. Carol singing at people’s doors is house-to-house collecting. The legislation covering house-to-house collections is:
House to House Collections Act 1939 Anyone collecting from house-to-house (or pub-to-pub) must have a permit from the Local Authority or a Home Office exemption order issued to large charities. Charities Act (1992) Section 60 part 2
Before approaching the Local Authority for a licence/permit you first need to have an idea of what you want to do. Do you want to have a stand in your local high street or do you intend to knock on doors in your local village during Halloween? These ideas need to be presented to your Local Authority well in advance of the formal application so as to ascertain whether or not you will be able to do it, and also that you will be able to do it when you want to. Popular times such as Christmas or Saturdays will book up quickly. The Local Authority will also be able to give you further guidance on all reporting and collection requirements. Once your permit has been granted it is imperative that you follow all the instructions and guidance on it.
The Local Authority makes sure there are not too many public collections going on at the same time in the same place. In theory, you can organise as many collections as you like on private property, but there are changes to what is defined as ‘public’ and ‘private’. For example, ‘public places’ now include privately owned land, such as railway station ticket halls and supermarket forecourts. Think about when you are planning to hold the collection and what else is going on around that time. You may want to team up with another event, or make sure it does not clash with something that will be taking everyone away from your planned area. Your local tourist information centre should have details about dates of other events. Your Local Authority may also have details about what times are better, from their previous experience Depending on the place you are holding the collection, sometimes may be busier than others. For example, a carnival may build momentum during the day, while a farmers market on a Saturday may be busiest in the morning.
Public Collections are great opportunities to show off Scouting skills to your local community. If you are collecting on a busy Saturday for example you want to make sure that you stand out and get noticed. Think about things you may be able to do that will not only enable you to collect money, but also show off Scouting.
If you believe it will strengthen your case you can get permission to display information about your Group/District/County you are fundraising for. Does someone in your Group juggle, walk on stilts or sing opera? Feel free to work in people’s talents for your fundraising. You could get some music playing, but you may also need a Public Entertainments Licence for this – check it out with your Local Authority before confirming your plans.
All of your fundraising materials should make it clear who/what you are raising money for. If your Group/District/County is registered with the Charity Commission remember to include your registered charity number on your fundraising materials. If you are in need of any materials, these can be found in the print centre. See Promoting your Fundraising on scouts.org.uk for more details.
When making plans with volunteers bear in mind how many you may need. If you want to collect as much money as possible, more volunteers may help with this. However this will require more management of people, so plan carefully. Create a simple rota so that everyone is collecting for one or two hours at a time on the day. Even the most dedicated helper will find it tiring and will start to flag after a while, especially if it is cold, wet or windy. Remember to allow time for getting set up, clearing away and counting the money. You may want to consider making sure each collector is stationed somewhere they are able to keep sight of another collector, so they can work as a team and make sure everyone stays safe and well, although there may be restrictions in the permit on the distance between collectors. Perhaps some collectors could work in pairs. It can be a lonely activity, which is more sociable if people are able to have a couple of minutes chat every so often. You may split the helpers into teams, if you have a large number, and then you could identify a leader for each team who will help to coordinate that shift.
Brief them on what you would like them to do at what time and what to do if things do not go to plan (including health and safety procedure), and make them aware of the guidelines about not following people or coercing them.
Get the collection boxes ready in advance, ensuring they are:
sealed;
clearly show the name of the Group/District/County the money is going to;
are numbered; and
make a note of which helper has which numbered collection box. That way you can let them know how much they personally contributed to the total once the money has been counted.
It is useful to have a base for the collection. This could be a trestle table within walking distance of the collection or the boot of someone’s car. Helpers can then pick up and drop off collection boxes at the start and finish of their shift. They could also leave bags, coats or other clothing if they needed to. It may be helpful for the base to also have some light refreshments available to keep helpers going. Confirm with helpers that they know where to go and at what time to avoid confusion on the day.
Have a plan for what you will do with the money collected during the day and at the end, making sure it is always safe. The Local Authority should be able to assist you with their expectations on how the money is to be stored, and all donations recorded. Please ensure you also record any legitimate expenses, such as the cost of collection boxes. Decide who will help you to count the money and where, being aware that this may take several hours if you have a lot of collectors and it needs to be a secure place to count. Money should be counted by at least two people, who can check each other’s counting and record it as soon as possible after the event.
Once you have finished planning, go back through your rota and identify what could go wrong during the day and the risks associated with each aspect. Then write a straight forward risk assessment, deciding how these could be prevented, dealt with, and what you will do in the worst case scenario. If helpers can see each other, they can look out for each other and identify potential problems sooner.
Get the base set up with collection boxes ready to give out to collectors, with any promotional materials for your Group/District/County that you may have.
Keep the rota handy and remember to have the permit available for inspection in case anyone asks to see it.
Follow the information you have been given by the Local Authority including restrictions on the permit.
Make sure everyone is where they are supposed to be at the right time and follow up if this is not the case.
Smile – it may be a long day, especially if you are coordinating the collection, but people are more likely to give if you look happy.
Follow your plan for keeping the money raised safe during the day and at the end of the collection. Count the money in a secure place, with at least one helper, as soon as you can, and process it as soon as possible.
Remember to thank each and every collector, ideally at the start and end of their shift. Think about how you can say thank you – it does not have to be expensive. Have something prepared in advance, tucked away ready at the base to present before they leave. You would be amazed at how few people remember to say thank you properly and how pleased collectors are when you do.
Get in touch with helpers, either in person or by sending them a card, to thank them again for their efforts and to let them know how much they raised and how much was raised in total. People like to know how the overall event went and their contribution to it. If they feel you appreciate their hard work, they are more likely to help you again in the future. You can promote your Group/District/County further by having collectors do an official hand over of the final total. Make an event of it by asking the bank to produce a giant cheque that you can present to the Group/District/County, while giving you the opportunity to officially thank all your helpers and all of those who donated. Ask the local press along to write an article and take photos. You can use this as another opportunity to inform the local community about your Group/District/County.
Lotteries include any kind of draw or raffle. The general rule is that all lotteries and most forms of gambling are unlawful unless conducted as specified in various Statutes (see below). The Scout Association policy is that modest lotteries and gaming may be run for fundraising purposes provided they are both legal and acceptable to the local community in which they take place. Before planning any event or campaign which involves any kind of betting, gaming or lottery, you must first of all consult POR related to this. The relevant passages are: Groups Districts Counties
Rule 3.58 Rule 4.70 Rule 5.58
This type of event must also be approved by your District Commissioner and District Chairman. For general information and frequently asked questions please see here: Gambling Commission- FAQ’s Institute of Fundraising- Guidance
The legislation which covers lotteries and gaming is: The Gambling Act 2005 (covers all of Great Britain, and Scotland with some slight differences) Betting, Gaming, Lotteries and Amusements (NI) Order 1994 If you are licensed by the Gambling Commission you will also need to be familiar with the License Conditions and Codes of Practice found here
A lottery is a type of gambling which has three key ingredients: -
You have to pay to enter the game There is always at least one prize
-
Prizes are awarded solely by chance (or, where the selection process involves more than one stage, the first stage must rely completely by chance)
For more information about the definition of a lottery, please see here
Yes! The Gambling Commission has created this simple guide to the different types of lottery and the basic rules surrounding each type. For more detail regarding specific types of lotteries, please see here Although the Gambling Commission mostly covers the regulation of lotteries and gaming, there may be instances in which you require a license from your local authority. If you wish to undertake any type of lottery or gaming it is best to contact your Local Authority’s licensing department in the first instance, they will be able to advise you of the best course of action. Some lotteries do not need a license, please see here
All information relating to prize competitions and free draws can be found here
The Scout Association recommends you contact the Gambling Commission or HMRC to determine any potential tax related issues. You may wish to take professional advice on this subject.
For more information about gaming and lotteries, please contact your local authority and the Gambling Commission. Gambling Commission Victoria Square House Victoria Square Birmingham B2 4BP Fax: 0121 230 6720 Email:
[email protected] Telephone: 0121 230 6666
Have you ever considered raising money through a Matched Giving scheme? Simply put—when an employee of an organisation with the scheme donates their money or time, their employers will then match that donation. It’s a fantastic way of raising money as it encourages corporations to look into charitable causes and also to give to a wider variety of charitable organisations. It can be used in a number of ways, such as:
Matching the Give As You Earn scheme (Give As You Earn is a payroll giving scheme and lets employees donate a small percentage of their pay to a charity, monthly). Matching individual and team fundraising efforts. Matching individual and team volunteering efforts. Matching personal employee donations to a charity.
A huge amount of companies and organisations offer Matched Giving. If you are unsure if your own employer provides the same service, don’t hesitate to ask! A lot of organisations and corporations incorporate Matched Giving, such as Boots, Lloyds, HSBC, Barclays, Sainsbury’s, Tesco and WHSmith. Make sure fundraisers ask their employers if they run their own Matched Giving schemes!
Taking part in an activity abroad is an incredible opportunity; no one should be excluded from an international experience or the adventure that comes with them because of the cost of the trip. With a strong fundraising plan everyone can have an easier time in starting their next international adventure. It is vital that a realistic budget is set out, and it is good practice to have a contingency fund available in case things don’t quite work out to plan.
Ensure that you fundraise only within your own Group, District or County/Region. District and County/Regional Commissioners must be kept fully informed of any fundraising taking place and of approaches to local companies, individuals or organisations. Approaches to national companies or organisations should only be made with the help Fundraising Staff at Gilwell Park. It is important when raising money or obtaining gifts in kind that we do not upset existing arrangements for the support of local Scouting, and therefore close liaison should be maintained with your District and/or County/Regional Commissioner.
A number of specialist trusts and charities have grants available for specific types of international projects. It is important to spread the net of your fundraising efforts as widely as possible!
Your Scout District or County may administer a fund of their own from which money may be available. The HQ International Fund, a grant-giving fund to enable adults and young people in hardship to travel abroad and access activities to support the global programme within Scouting. The International Fund is made up of donations and bequests from our corporate partners and other sources of funding. Both adults and young people are eligible for this fund. The International Team promote adventurous, innovative, high-quality visits abroad. The International Fund ensures that cost is not a barrier to young people and leaders in accessing these transformational projects. Some Local Education Authorities are able to help, and local trusts such as Rotary and Lions Clubs can also be approached. Often such funding leads to requests for a presentation after the event, which can be excellent for public relations.
Local Chambers of Commerce should provide lists of local firms and companies which may be prepared to give support for an individual participant or provide sponsorship for a particular item of equipment. Larger companies may even sponsor the children of employees. There are other International funding opportunities, such as Erasmus, who can work in partnership with, and connect, other National Scout Associations to our own. The Milly Apthorp Fund is available to both Scouts and Guides to support a range of international experiences; these can be National Jamborees overseas, Community Development Projects or international camps. There are grants available each year to Scouts to experience the opportunities that International trips have to offer. The Milly Apthorp fund awards grants of up to 50% of the cost of the trip (capped at £200).
When support has been provided for an international adventure, the funder should always be thanked straight away. Remember that it is best to give them a short report and to thank them once more once the trip is over.
Lots of Scout Groups/Districts do this and over the years have raised thousands of pounds. However you decide to spend the money, delivering the Christmas Post is not only a great money maker, but also highlights to the local community that Scouting is out there, doing things that help others.
Charities can deliver Christmas cards during the period 25 November to 1 January and make a small charge for this service. According to Section 68 of The British Telecommunications Bills, mail can only be carried 'for the purposes of raising funds for charitable purposes'. A 'Christmas card' is defined as 'a document which conveys a greeting appropriate to the seasons of Christmas and the New Year (or either of them) and no other communication', and a 'Charity' is defined as 'any body of persons or trust established for charitable purposes only'.
Money is raised by the sale of stamps. The more stamps you sell, the more money you make. Every Group/District involved should get some percentage of the money raised less all costs. Ensure you plan your budget, and work out all of the expected costs and know what you need to raise to recoup those costs. After, all of the monies raised should be split between those taking part. NOTE: In some areas the lead Group/District is allocated a fixed percentage as they do all the planning, purchasing and organising. The other Groups/Districts receive a percentage share of the remaining with the split depending on the number of Groups/Districts involved. Whatever you decide to do, make sure everyone is signed up to and in total agreement before you go ahead.
As with any Scout event planning pays dividends. Outline planning should begin in the late summer to ensure that an efficient and successful scheme is run. To help you plan your scheme you will need to make decisions about the following areas.
It is very important to clearly specify the area over which your postal service will deliver. To say it covers a certain Scout District would not be understood by the public. A village or small town clearly defined by roads or similar boundaries is relatively easy to administer. At the other end of the scale, complete geographical areas could be covered by schemes involving many Groups and Districts working together.
Legally the scheme is able to operate between 25 November and 1 January. Many Groups/Districts decide to operate just the one delivery after all of the cards have been collected. Others choose to deliver once a week in the period allowed. Whatever you decide you must ensure it is manageable. In a large catchment area you could be dealing with thousands of cards and you need to ensure you will have enough volunteers and deliveries to cope with your commitments. Once you have agreed your scheme the details can be used in your advertising of the scheme. It is imperative that your customers know when and where collections and deliveries are to be made. Remember - sorting the post will always take longer than you think. If you have not run a scheme before it might be best to start small with one delivery date. This will take some of the pressure off and help you to gauge whether or not you could do more.
If your scheme is going to cover a large geographical area, with many Groups or Districts involved it is imperative that those involved know well in advance the area they are responsible for. Each of these Groups/Districts can also be involved in advertising the scheme prior to its launch. Remember that delivering in rural areas may be more time consuming than a town area. Numbers of collectors need to be allocated accordingly. Delivering mail is a responsible act. Mistakes and disappointment must be avoided at all costs. NOTE: Beaver Scouts, Cub Scouts and Scouts must only deliver Christmas Post under adult supervision and only during daylight hours.
As a general rule the size of a posting box should be governed by the size of the catchment area. Please bear in mind that the bigger the posting box the more difficult it will be to find a shop willing to accept it.
Posting boxes need to be situated in places where people will readily see them. Many schemes have found newsagents and businesses where people routinely call for daily or weekly shopping, libraries, old people's homes, community centres and church porches to be ideal. Some schemes may involve manning boxes in shopping areas on Saturday mornings. Whatever system is used the posting boxes must be secure, clearly labelled and emptied on a regular basis. You cannot expect the shopkeeper to empty the posting box for you.
Delivery rounds must be agreed upon and clear maps and lists of street names and numbers should be produced to make the sorting simple. You will need plenty of space and a number of cardboard boxes, a "raid" on a local supermarket or shoe shop should provide you with the latter. Depending upon the size of the scheme the sort will be in three or four stages:
Stage 1: Sort the post into Group areas Stage 2: Frank the cards Stage 3: Sort the Group areas into delivery rounds Stage 4: Sort each round by street name and numbers NOTE: Small schemes operated by a single Group need only complete stages 2-4.
During a sort you may come across cards that do not fall within your delivery area. These must either be passed to the Scout post team for the relevant area or consigned to the official postal authorities by affixing a second class stamp. Incomplete and incorrect addresses will inevitably occur. Telephone directories and local information may help to redirect these cards. It is much quicker for Explorer Scouts and adults to do the sorting. Beaver Scouts, Cub Scouts and Scouts may be perfectly able, but time constraints normally make it impractical until the final delivery sort (stage 4).
No, but there must be an indicator on the envelope that shows the postee has paid for the service. This can be a stamp, or a postmark with a suitable distinguishing mark. You may decide to operate a 'trust' scheme'. This is where the cards and the charge are placed in the 'post box' together. If you choose to operate this type of scheme than it is only necessary to have a rubber stamp manufactured.
Designs should be clear, show stamp value and have some obvious indication of scouting A local printer would be able to advise on the best and most economical methods of producing your designs Many Groups find it more economical to produce two years stock of stamps in one go
Printed perforated stamps - A local printer who can fully perforate may not be easy to find, but it is worth ringing round. This can be quite an expensive route depending on print and paper qualities, but it is definitely worth getting a quote. These types of stamps do look really professional and customers can buy more than they need, and possibly save some, or give them to collectors.
Use a photocopier and gummed paper or self-adhesive labels. This is only really In good general charge levieddesigns. for eachColour card sent via the scheme between halfisand three forthe black and white photocopiers can be isused, but this quarters theexpensive. price of a second class stamp. relatively If you choose to operate 'trust' system, thecolour chargeprinter. for theIfpost should be in your Self-adhesive labels, aprinted on a home you choose thisposted method post box at the same time as the cards are posted. please ensure the ink is not water soluble. Sometimes it rains during this period, and halfchoose the fun to of operate this scheme is that the recipient hand delivered If you a stamp system you canreceives sell yourastamps through: card, with a unique stamp on it, not so unique if the design has washed away! Your members and family Stamps must be produced in sufficient quantities to allow easy availability. Local shops and pubs that you have placed letter boxes in. Most local businesses that are happy to accept the post box are also willing to help with selling stamps. Many are Can use sponsorship? also we interested in finding out how successful the scheme was. You may be able to get a local firm to help you cover all of your expenses, such as printing. This may mean you will only be able to fund enough stamps for one year, but on the other hand, willtoberun ablethe to put together a new design every year, Whatever method is you used scheme, accurate records must be with keptmore of all First Day finances andcovers shouldon beoffer. incorporated in audited with the annual accounts. much should charge? How If stamps are issuedwe to people for sale an accurate return must be made. theput charge levied forthe each card sent scheme is between half and In If general money is on trust into posting box via thisthe must be carefully counted and three quarters the price of a second class stamp. recorded. you choose to the operate 'trust' system, the post should be posted in IfGroups that use trust a method find theythe arecharge always for in pocket. your post box at the same time as the cards are posted. Schemes that may bring the Group or District annual income above the VAT threshold If you £68,000 choose to09/10. operate a stamp you can sell yourshould stampsdiscuss through:their financial (around These ratessystem are subject to change) arrangements with their County Treasurer who will be able to give them advice. Your members and family Local shops and pubs that you have placed letter boxes in. Most local businesses that are happy to accept the post box are also willing to help with selling stamps. Stamp collectors may be interested in purchasing First Day covers, or cancelled covers. Many are also interested in finding out how successful the scheme was. There are many collectors all over the world who are interested in these stamps and postal service. Advertise widely. You could be pleasantly surprised. How do we record monies raised? Whatever method is used to run the scheme, accurate records must be kept of all finances and should be incorporated in audited with the annual accounts.
Once sites have been agreed for the posting boxes, stamps ordered, and people have agreed to supervise and empty the posting boxes, all that is now required is publicity for the scheme. Publicity is essential and should be the specific responsibility of a person or team. Posters can be used in shops, windows and on public notice boards. Press releases may be required for local newspapers, radio and television. Letters can be written to parish magazines and even personal visits to old peoples' homes and community clubs are an option. Further publicity can be obtained by way of a leaflet posted with all cards delivered in the first week of the scheme. If you have not run a Christmas Post before, you could contact your nearest Scout Group/District who have and talk it through with them. They will probably have some great hints and tips that will help you to introduce your service.
Crowdfunding is typically an online method of financing a specific project with small donations from many different people. Nesta estimates that crowdfunding could raise £4.7bn a year for UK charities by 2016. Crowdfunding is not just a fundraising technique it is an extremely powerful form of communication potentially opening up your cause to a global audience. Absolutely anything can be crowdfunded for such as fixing a roof, or building a new HQ or even just fees, a festival or project – the key to success is to have a compelling ask.
There are four main models for crowdfunding donation, reward, loan or equity. Your fundraising will typically be suited to the first two explained below: Donation crowdfunding: A contribution is given as a donation with nothing in return. Reward crowdfunding: Contributions are given in exchange for a reward, such as a mention or thanks in the annual report or invitation to a special event. Crowdfunding campaigns will typically end when the goal amount has been raised. There are two options when setting up your campaign; a flexible model which means that you will get the money even if you don't achieve your target (the platform may charge you extra for this and the donor may be less likely to donate as they are unsure of the outcome). The second is fixed funding where the money will only be released if your target has been reached, if you do not reach your target then your donors won't be charged. You will need to select the platform that is right for you and your project, suggestions can be found at the ‘resources’ section. To be successful you will need to dedicate a lot of time to the campaign, and remember it’s more than a fundraising campaign it will increase your profile too.
What you’re fundraising for and think about why somebody would donate to your cause.
How you use images and videos to market your campaign—they should not be underestimated, as they are the first thing people will see when clicking on your fundraising profile page. Developing a video pitch is often the backbone of a crowdfunding campaign if you don’t focus on videos, make sure you have some really great images. Your use of social media. It is key to a crowdfunding campaign’s success, keep all of your supporters up to date with by sending short tweets or messages when you reach certain milestones in your funding, or by publicly thanking them on your website and other social media pages. Who is involved with your campaign? Your whole organisation should be involved in the fundraising campaign as many people need to be talking and sharing your campaign as possible.
The main risk with crowdfunding is that if you don't reach your target, all of your effort can potentially have been wasted. Kickstarter is a major, US-based crowdfunding site and their statistics show that only 43% of projects get funded. A successful crowdfunding campaign needs to be well thought through, planned and resourced.
Informative websites http://www.fundingcentral.org.uk/Page.aspx?SP=6549 – Crowdfunding guide http://www.nesta.org.uk/news/crowdfunding-tips – Crowdfunding tips Crowdfunding websites www.kickstarter.com – Kickstarter www.indiegogo.com – Indiegogo www.crowdfunder.co.uk – Crowdfunder www.buzzbnk.org – Buzzbnk www.spacehive.com – Spacehive
The information to answer this question can be found in Lotteries and Gaming, see this on scouts.org.uk for further details.
Please refer to Lotteries and Gaming, on scouts.org.uk for further details.
Please refer to Lotteries and Gaming, on scouts.org.uk for further details.
Street and House-to-House collections are strictly controlled. See Public Collections, on scouts.org.uk for further details.
Christmas post service is a fundraising scheme ideally suited to villages or small towns, however with careful planning it can operate further afield, perhaps with several Groups working together. Information for this can be found in Christmas Post on scouts.org.uk for further details.
The Scout Association Trust Corporation (SATC) may be able to help. SATC can act as a sole custodian trustee whilst leaving the day-to-day running in the hands of the Group. Other benefits include safe custody of Title Deeds, permanent trusteeship of property, etc. However, if there are any queries on other property matters and the SATC are not the custodian trustee for the Group, then only general legal advice can be offered. If the
problem cannot be solved by general legal advice alone, then it is advised that you consult a local solicitor.
You can write to The Secretary SATC, Gilwell Park, Chingford, London E4 7QW, email
[email protected] or telephone 0208 433 7178.
Many supermarkets will allow Scouts to 'help' customers pack their shopping bags at the checkouts and carry them to their cars. For this they may receive a small donation into an approved collecting tin/bucket. Arrangements must be made through the local store manager who has the final decision. Insurance will normally be covered by existing arrangements but check with Unity (Scout Insurance Services) (telephone 0345 040 7703) if you have any queries.
Applications to Grant making bodies sometimes ask for a copy of our Constitution. In essence, this is the Policy, Organisation and Rules (POR) and our Charter document. Rather than sending a full copy of the POR, it would be best to send the first chapter. This refers to the social, intellectual and spiritual development of the young people in Scouts. Provide the wording for: The Purpose of Scouting, The Values of Scouting, and The Scout Method. You can find the POR here.
Gift Aid is a simple government initiative which allows donors to increase the value of their donations at no extra cost to them. For every pound given, charities can get an extra 25 pence from HM Revenue & Customs, helping donations go further. So what does this mean in real terms? If a Group had 50 members paying £60 per year it would give them a total income of £3,000 per year. Assuming all of the parents/guardians are tax payers then the potential Gift Aid is around £750 per year.
If you have not claimed Gift Aid before you are entitled to claim back the previous four years contributions
Groups are able to claim Gift Aid on membership subscriptions as HMRC regards these as 'donations'. You can also claim Gift Aid on money donated for sponsored events.
If you have not claimed Gift Aid since registering with HMRC, you may be able to claim back the previous four years of contributions.
Before applying for Gift Aid, your Group/District/county must register with HMRC by completing the on-line CHA1 form. Guidance from The Scout Association for completing the CHA1 is available for download.
NOTE: In Scotland, Scout Groups and Districts cannot claim Gift Aid unless registered as a separate charity with the Office of the Scottish Charity Regulator (OSCR). Once registered with OSCR, groups can register with HMRC for the purposes of reclaiming Gift Aid. For further information please visit Scouts Scotland.
Scout groups are excepted charities and are not required to register with the Charity Commission unless they have an annual turnover of over £100,000 per year or they have a have permanent endowment (a rare interest in land/building or other assets which cannot be spent as ‘income’) and their income is £5,000 or over; or they own land or buildings and their income is £5,000 or over.
If your Scout Unit is one of those excepted from registration you cannot use or cite the District, County or The Scout Association's charity number as your own. HMRC will provide you with a unique Gift Aid registration number which can also be used for setting up Just Giving & Virgin Money Giving pages. NOTE: that even excepted and unregistered charities still remain subject to general charity law and the rules of the Charity Commission which may investigate matters where there is proper cause for concern. It is important to note that the above exception only applies to Scout Units based in England and Wales. Those based in Northern Ireland and Scotland are subject to compulsory registration with their own charity regulation bodies. For further information please see the Northern Irish or Scottish Charity commission websites.
To be eligible for Gift Aid, you must pay an amount of Income Tax and/or Capital Gains Tax for each tax year (6 April to 5 April) that is at least equal to the amount of tax that all the charities or Community Amateur Sports Clubs (CASCs) that you donate to will reclaim on your donations for that tax year. Taxes such as VAT and Council Tax do not qualify. This also applies if you pay tax on your savings, pension plan or investment income.
There is an extra benefit for higher rate taxpayers as you are able to reclaim tax on the amount you have donated. We, as a charity, can claim the basic rate of tax on the value of your gift, and you can reclaim the difference between higher rate (40 per cent) and basic rate tax (20 per cent). Just provide details of your Gift Aid donations on your tax return or self-assessment form.
Details of how to claim Gift Aid and when claims will be paid are available on the HMRC Website.
Gift Aid cannot be claimed on Camp or Jamboree fees because the benefit to the 'donor' is regarded as too high to qualify for the scheme. You cannot claim Gift Aid on donations made through online giving platforms, such as Just Giving, Virgin Money Giving or BT My Donate. Gift Aid is processed through these websites automatically. GASDS (Gift Aid Small Donations Scheme) is not available to Scout Groups/Districts/Counties as they are deemed as ‘connected charities’ by HMRC.
The current Gift Aid declaration form is available for use, and can be found at Scouts.org.uk. Ensure that you write the name of the benefitting Scout Group, District or County when suggested, and fill in the appropriate information to claim it.
Charitable trusts and foundations can often only award grants to registered charities or charitable organisations. There are approximately 8,000 grant-making trusts and foundations in the UK, who invest and donate around £3billion to charities every year. Trusts and foundations are often privately endowed and therefore have greater freedom to decide where they want their money to go and, importantly, take risks. Trusts and foundations can choose to fund both capital and revenue costs and may choose to support your charity as a one-off or through a multi-year partnership to cover core costs. Some trusts and foundations are interested in supporting a wide range of good causes, others specialise in one or two causes or limit their activity to a particular geographic area. Fundraising from trusts and foundations can be a very effective way of fundraising for capital items and campaigns as well as revenue funding i.e. specific projects or programmes.
Research is key to successful trust and foundation funding. Start with your own records and identify past successful and unsuccessful applications, this will determine whether there is an existing relationship with the trust or foundation and whether you are able to reapply. It is also a good idea to speak to you trustees, volunteers and other stakeholders to identify whether they have any links to grant giving bodies. Now you will be able to embark on external research, you can find many online websites which have searchable features and many are free of charge – there are a few suggestions in the ‘resources’ section. It is unlikely that a mass mailing will be successful in raising the amount of funding required. Instead, making a few well researched targeted applications to trusts and foundations that share your values and vision will be much more likely to reap reward. While national organisations often provide larger grants, local Scout Group are more likely to receive funding from a local trust or foundation i.e. one that specialises in the immediate geographical area. It is essential to read trust guidelines (which can often be found on their website) to establish whether they will fund capital projects or support revenue funding. If the trust
guidelines are not available then undertake research to find out the trust's interests and preferences, geographical area and the typical size of grant awarded through previous grants awarded. If you fail to meet their criteria, your application will not be considered. Once you have identified potential funders it is essential to read guidelines thoroughly and all requested information must be provided. Application processes will vary - each funder is different and will require specific information about you project. Some trusts and foundations have application forms available from their website, others will ask for a project proposal on two sides of A4 paper. No matter how long or short the application process, ensure that your proposal is clear, accurate, and above all, honest. For a good application, information will be as relevant and brief as possible, using clear and concise, non-technical language. Always ensure applications are submitted well before the deadline date.
If your application is successful ensure that you promptly acknowledge this and write a letter thanking the trust and trustees. When the project begins it is recommended that you keep the trust or foundation fully up to date with project progress, and follow all reporting requirements specified in your grant agreement. If changes are being planned as to how grants may be spent which differ from what was originally proposed, or if there are serious problems, it is vitally important that the trust’s approval first be obtained in writing. If your application is not successful many trusts and foundations will be unable to give feedback due to the high volume of applications received.
http://www.fundingcentral.org.uk/ - Free funding search platform http://www.trustfunding.org.uk/default.aspx - Subscription based search platform http://www.fundingcentral.org.uk/Page.aspx?SD=1781 - Advice and guidance http://www.institute-of-fundraising.org.uk/guidance/code-offundraisingpractice/guidance/grant-making-trust-guidance/ - The Institute of Fundraising
Tea Prepared is a new local fundraising campaign, inviting people to support Scouting simply by eating cake and drinking tea! The branded events can be held in Scout meeting places, gardens, schools or workplaces. Tea Prepared posters, invitations, bunting, guess the weight of the cake posters and gift aid forms are available on the Scout Print Centre now. All the money raised stays with local Scouting.
Log into the Scout Print Centre at www.scouts.org.uk/brand to get started. Top tips on local fundraising can be found at www.scouts.org.uk/fundraising
Gift Aid Declaration Name of charity: Please treat as Gift Aid donations:
The enclosed gift of £ ______________; OR
All gifts of money that I make today and in the future as Gift Aid donations; OR
All gifts of money that I have made in the past four years and all future gifts of money that I make from the date of this declaration as Gift Aid donations. Please tick the appropriate box
Donor’s details Title: _______________ Initial(s): ______________ Surname: _______________________________________ Home address: ____________________________________________________________________________ _________________________________________________________________________________________ Postcode: ____________________________________
Date: _____________________________________
Signature: ____________________________________
I confirm I have paid or will pay an amount of Income Tax and/or Capital Gains Tax for each tax year 6 April to 5 April) that is at least equal to the amount of tax that all the charities or Community Amateur Sports Clubs (CASCs) that I donate to will reclaim on my gifts for that tax year. I understand that other taxes such as VAT and Council Tax do not qualify. I understand the charity will reclaim 25p of tax on every £1 that I have given in the past four years, and all future donations. Please notify The Scout Association if you: 1. 2. 3.
Want to cancel this declaration. Change your name or home address. No longer pay sufficient tax on your income and/or capital gains.
If you pay income tax at the higher rate, you must include all your Gift Aid donations on your Self Assessment tax return if you want to receive the additional tax relief due to you. The Scout Association, Gilwell Park, Chingford, London, E4 7QW Telephone: +44 (0) 20 8433 7100 E:
[email protected]
Registered Charity numbers: 306101 (England and Wales) and SC038437 (Scotland)
