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  • 1. University College London Hospitals Charitable Foundation (UCLH) Fundraising Pack About UCLH Charitable Foundation UCLH Charitable Foundation is the main fundraising charity for key research, building and equipment projects across all of University College London Hospitals. We support UCLH’s commitment to deliver the best patient care possible and we strive to constantly make our services better suited to patient needs. With the help of private donations we bolster the NHS services to make extraordinary things happen at the hospital. Over the past 10 years, we have provided financial support for a number of vital and successful schemes such as: The Wolfson Gene and Cellular Therapy Unit The Young People’s Unit at UCH Providing a ultra-sound scanning machine for the Fetal Medicine Unit A Complementary Therapy Medicine Information Centre for cancer patients Research into Early Lung Cancer The Charitable Foundation is continuing to support diverse projects across the hospital whilst keeping focussed on its goal to raise £40 million by 2012 towards the new development of a world-class Cancer Centre at UCLH. If you have any queries please contact Hannah Persaud on 0207 380 6842 or by email on
  • 2. UCL Hospitals Charitable Foundation Fundraising Pack Your pack provides you with fundraising information and materials, which we hope will help you raise your sponsorship target. Here are a few important points to bear in mind:  Cheques should be sent to UCL Hospitals Charitable Foundation as soon as you receive them, together with any related Gift Aid Declaration forms or sponsorship forms (which has a combined Gift Aid Declaration). That way we can keep a check on what you have raised, together with the additional sum, which we can claim back through Gift Aid.  When you send in a cheque, always ensure that it is clearly marked as coming from you so that we can allocate it to your total.  We can claim Gift Aid back only from personal cheques from UK tax-payers. Company cheques, CAF cheques and cheques from charitable trusts already include the tax benefit.  If you are sending a cheque in your name to cover several smaller cash donations we still need the donors details for each donation that your cheque is made up of in order for us to claim back the tax – see Gift Aid section on page 2.  Don’t forget to ask your company if they will match what funds you raise – many companies have a matched giving scheme for employees.  If you have any interesting or ingenious fundraising idea – let us know and we will pass them on to others taking part in events.  If you have news or photos from a fundraising event you have held for the trek, please let us have details and we may be able to feature them in our biannual newsletter.  Do give us a call if you need any more fundraising materials such as posters or collection tins or if you want to talk through some ideas with us or simply share your fundraising frustrations. We wish you the very best of luck with your fundraising! 2
  • 3. UCL Hospitals Charitable Foundation Fundraising Pack CONTENTS PAGE NO. 1. Paying in the money 3 2. Gift Aid 3 3. Set up your own on-line sponsorship page 3 4. Raising the money: 4 a) Sponsorship forms b) Events c) Internet Auctions/Ebay/Auctioneering4U 5 5. A-Z of Fundraising Ideas 6-9 6. Tips from a Successful Fundraiser 10 7. Legalities 11-12 8. Companies 13 9. Sample letter to companies 14 10. Publicity 16 11. Sample press release 17 UCL Hospitals Charitable Foundation 3rd Floor East, 250 Euston Road, London NW1 2PG 020 7380 6842 Registered Charity No. 1077638 3
  • 4. PAYING IN THE MONEY Sending cheques directly to us All cheques should be made payable to ‘UCL Hospitals Charitable Foundation’. They should be forwarded to us as soon as you receive them with details of the sponsor. We suggest that a number of cheques or a cheque for a large amount be sent by registered post. It is not safe to send cash, even notes, in the normal post and we are not able to accept cash on the premises. Please contact us on 020 7380 9558 if you need to pay in any cash directly to our bank account. Please do not open a bank account using the Charity’s name in order to pay in cheques made payable to the Charity, even when you intend to send us one big cheque for the total at the end of your fundraising. Foreign Currency If you are given foreign currency you can send us a foreign currency cheque and we will credit the equivalent sterling amount to your target, or you can change it at a bank and send the equivalent amount in a sterling cheque. GIFT AID This is a simple way for you to add to the money you raise. We can reclaim the tax on all donations through the Gift Aid scheme. Basically this scheme allows us to claim back the tax on every personal donation made with no added cost to the donor. Currently we can claim 28p in every £1 back, so if you were to donate £250 we could claim an extra £70, and even for a £5 donation we could claim an extra £1.40. The donor has to be an UK-tax payer and we MUST have their consent and full HOME address details – which can be given using the Gift Aid Declaration Form or the Sponsor Form (we do not need both). These forms are included, please photocopy as necessary. Sponsorship payments from the participant of an adventure fundraising event or persons connected1 to the participant cannot be Gift Aided unless the entire cost of taking part (unGift Aided) has been paid for, whether by the participant of any other person. If you are sending a cheque in your name to cover several smaller cash donations we still need the donors details for each donation that your cheque is made up of in order for us to claim back the tax. Gift Aid can only be from donations from individuals – companies should now give gross amount when they make donations, including the tax so we do not need to claim it back. SET UP YOUR OWN ON-LINE SPONSORSHIP PAGE You can create an on-line sponsorship web page. This is particularly useful if you have friends, family and colleagues abroad that you want to sponsor you. They can click onto your personalised page and make a donation. To set up your own page, go to From the homepage, click on “Raise money for this charity” and follow the instructions. Your page will enable people to sponsor you on-line using a credit card and also allow you to keep people updated on your training, post photos etc. Since there is a small charge on donations made via this site, we recommend it be used for only donations that you would not otherwise get, for example people living in other countries and other parts of the UK, who you are unlikely to see face to face. You can also email your page’s link to friends and family and ask them to pass it on to their contacts, thus reaching more potential donors. 1 A person is connected if that person is: the wife or husband, a relative (brother, sister, ancestor or lineal descendent), the wife or husband of a relative, a company under the control of a donor or under the control of connected persons. 4
  • 5. RAISING THE MONEY a) Sponsorship forms Please photocopy the enclosed sponsorship forms as necessary. Circulate them far and wide; if you don’t ask you won’t get! You can give the forms to friends and family and ask them to pass it amongst their friends on your behalf, but remember they will be responsible for collecting in that money. Take your sponsorship forms and some supporting information with you everywhere you go, you never know when you might meet someone who can help you. Always get the sponsorship money there and then as it is much easier to do this than chasing people after the event. b) Events As well as using the forms you can hold small (or large!) events to help generate interest and, most importantly, the money. Choose a date, time and venue for your event carefully. Make sure that the date and time will be convenient for the type of people who’ll be attending – will it clash with a major sporting event? Should it coincide with school holidays? Will it be too late for people to get home on public transport? If you are planning a big event like a dinner dance or charity football tournament, make a plan including a list of the help and resources you will need and details of the income you expect to get from the event. It would also help you to make a time plan for the run up to the event to ensure everything is covered in plenty of time to save you rushing around madly at the last minute. Make a list of the possible sources of income e.g. tickets, donations and collections on the day, raffles or auctions, stall hire or advertising in programmes, proceeds from refreshments. You then need to allow for your costs e.g. printing of invites, tickets, posters, programmes; refreshments; music; decorations; prizes; photocopying and postage. Try and get as many things as possible provided for free. You should inform your local police and council or metropolitan borough of the date, time, route and purpose of any event that will be held in a public place. On page 10 are more details of the necessary licences for fundraising collections and raffles. There are other things you may need to take into account for your event:- • Directions, route markers, stewards • A safe place to keep any money received during the event • Parking and access (including disabled access) • Toilets, catering facilities and cloakrooms • Shelter and wet weather plans • First Aid (contact your local St Johns Ambulance or British Red Cross, they can usually help) • Publicity – posters and press releases to local papers or radio (see publicity section on p.13) • Public Liability Insurance – is your event covered? 5
  • 6. C) Internet Auctions/Ebay Just as you could do the rounds of your neighbourhood to collect jumble sale items, so you could collect unwanted goods to sell on an internet auction site to raise funds for the Charity, the most commonly known one being Ebay, You could even hold a “Donation Party” where all your guests bring along something to donate, which you then auction. 6
  • 7. A TO Z OF FUNDRAISING IDEAS Auction of Promises Try to get people to donate a promise of their time, use of their belongings, or to donate a gift. You can even ask people to donate themselves and auction them as ‘slaves for the day’. Bungee Jump Sponsor a friend or colleague to take a jump of a lifetime, or better still, do it yourself! Bring a pound to work day Simply ask all your colleagues to bring just a pound to work in aid of the charity, then collect together the money and send it to us. Cricket Match Have a knockout contest and charge people to join a team. Charge admission to all your spectators and sell refreshments. Dinner dance Have a good band and good food and charge a good price. Organise a raffle and/or an auction. Expert Seminar Use an expert or well known personality, who is prepared to donate their time to give a talk or performance. Charge admission, have a break to sell refreshments and an auction of a signed book or autograph. Fashion Show Ask a local store to put on a show in conjunction with your company. Gladiators Have a company fun day and charge teams to take part in a competition Gladiators-style knockout league. Halloween Ball Sell tickets to a fancy dress Halloween Ball. It’s a Knockout Challenge your clients and other companies to a friendly ‘It’s a Knockout’ Competition. Just a Minute Have a sponsored game show with – no repeating, hesitating or deviating. This could double up as a presentation training exercise! Karaoke Evening Ask a local pub to host one for you and charge people to get in or take part. Lunch Money Ask all your colleagues to bring in sandwiches for their lunch and donate the money saved to the charity. Masked Ball Everybody wear a mask of their choice. Have a competition to guess who’s who. Night in for the charity Stay in for an evening and donate the money saved to the charity. Outward bound weekends This is the perfect way to promote team work within your company while raising money for the charity. 7
  • 8. Publicity Send a press release to all your local papers asking for sponsorship from the companies and individuals. Quiz Night Challenge different departments or branches to a friendly inter-company quiz, with prizes for the best team, most inventive answer, wooden spoon etc.. Race Night Hold a race night in aid of the charity (ring us for further details). Sponsored Event Swim, slim, headshave – ask your colleagues and friends to raise sponsorship money for you in a fun way. Treasure Hunt A challenging and fun way to raise big money. University Challenge Collect together teams who attended the same or nearby universities and hold a challenge to see which university comes top. Variety Show Round up your talented friends and tread the boards, charging for admission of course. Wine Tasting Invite an ‘expert’ or local wine dealer to bring along a few cases of wine and donate some of the proceeds of his sales to the charity. X-files Party …or any other themed evening with fundraising top of the menu of course. Your own Lottery Works exactly the same way as the National Lottery, only you have a better chance of winning! Z… Your own fundraising idea beginning with Z! 8
  • 9. Here are more tried and tested ideas from previous fundraisers to inspire you:- Auction How many/guess the… Books Name of…… Promises Number of……. Silent People in telephone box….. Sweets in a jar….. Competitions Weight of…… Apple bobbing Bed push Matched funding Bridge You need to talk to your company personnel Chess department to see if they do this Computer games Fancy dress Produce and sell Fruit pastille suck Comic Monopoly Joke book Photo Receipe book Scrabble Trivial pursuit Sales Autograph Food Car boot Barbecue Cake Charity lunch Craft Dinner Dance Garage Donated dinner – ask local restauranteur to Jumble donate dinner and sell tickets to friends Tuckshop International evening Make sandwiches and sell them to your Seasonal friends/colleagues Carol singing Medieval banquet Christmas Party Fireworks party Fines for… Halloween party Being late Make and sell calenders Swearing Make and sell Christmas cards Summer fête Give up… Alcohol Services Chocolate Babysitting Smoking Car washing Dog walking Odd jobs Packing bags at local supermarket 9
  • 10. Social events Sporting Art exhibition Abseiling Barn dance Assault Course Bingo Basketball tournament Caberet night Bowling evening Coffeee morning Clay pigeon shoot Concert Cricket match Discos Darts marathon Fashion show Football tournament Film première Go-karting Funday Golf day Karaoke evening Gymkhana Promotional party Marathon Put on a play/pantomine Rubgy match Race night Snooker tournament Teddy bears picnic Tug-of-war Theme party Volley ball Treasure hunt Yacht race Ugly/beauty contest Un-talent evening – audience bids for acts to Just plain bizarre! taken off the stage Baked bean bath Wine tasting Bungee jump Custard welly dash Sponsored Football match in wellies Aerobics Head shave Bike Ride Jail break Diet Jugganaut pull Mini-trek or walk Parachute jump Mufti Day Run Others Silence Balloon race Spell (children only!) Bouncy castle afternoon Stay awake Car rally Swim Dress down day Face painting Game shows – blind date, play your cards right, supermarket sweep etc Mile of pennies Mystery tour Petshow Pub quiz – hosted by landlord Sweep stake 10
  • 11. TIPS FROM A SUCCESSFUL FUNDRAISER ‘Don’t be put off by the prospect of raising so much money. Set your sights high and go for as much as possible.’ TRY TO BE PROFESSIONAL IN ALL YOUR FUNDRAISING REQUESTS AND LETTERS. 1. Think about where you work. Is there a staff magazine, newsletter or intranet? If so, get an article put into it to encourage others to help you. If you are part of a national organisation, spread the word and see what your colleagues across the country can do. Write to the Chairman/General Manager and ask for their support. If you work for a large organisation, don’t just try one person, try different departments, all have budgets. 2. Does your organisation have e-mail? Draft up a memo and network it to those who you think may be willing to help you. Give the link to our web pages at so they can see what they will be supporting. Use the Charity sponsorship forms. 3. List all the organisations or people with which you have had contact over the last year or so, bizarre things such as shops you have used for framing pictures, private specialists you have seen, local shops (travel agents, tanning shop, supermarkets etc.) you use or producers of shows you have seen many times. Write to them sending them copies of charities leaflets so they know what you are doing with the money. Ask them to make cheques out to charity directly, not to you personally. 4. Consider writing to suppliers of the company you work for, explaining what you are planning to do. It’s amazing what some letters sent cold can deliver. 5. Don’t be afraid to be too pushy! Try to get the money immediately from people who say they will sponsor you. If they go away, you’ll have to try even harder to secure the funds. 6. Consider contacting organisations that you may be involved with – banks, building societies, credit card companies etc. If you don’t ask you don’t get! 7. If you have had any bad experiences with companies, suppliers or organisations and you have not been satisfied with their response, play on their conscience and ask, as a gesture of goodwill, that they sponsor you in aid of a very good cause. 8. Local newspapers are often keen to fill the paper with information about events within their immediate community. If you are organising a fundraising event with a difference, for example, this may help persuade the editor to publicise your activity. Don’t forget local ‘What’s On’ websites too. 9. Contact your local radio, not only to gain publicity for yourself but to plug the charity too. 11
  • 12. LEGALITIES As with most things there are several rules and regulations that must be followed when involved in fundraising for a charity. Please take time to read this section – it is important. Charity Number On all printed materials you use, including letters, tickets, posters etc you must state ‘UCL Hospitals Charitable Foundation is a registered charity number 1077638’. This is a legal requirement under the 1992 Charities Act. We can provide you with official letterhead if you need it, please let us know if you’d like some. Public collections You will need a Street Collection Licence from your local authority. Remember to apply in plenty of time – at least one month before your collection date - as only a limited number are issued. You should check with you local authority about their deadlines for these licences as quite a few only issue them once a year. Handy tip – a public place is anywhere where the public has unrestricted access 24 hrs a day. Train stations and shopping centres are not public places as they are closed at night – these count as private property collections. Private property collections If you want to do a collection in your local Tesco, pub or train station you simply need to ask permission from the owner/manager of the property. They might have their own regulations, so please observe them. House to house collections If you intend to collect from one place to the next (including business premises) you need a House to House Collection Licence from your local authority. For all types of collections, collectors must be over 16 years of age (over 18 in London), must wear an official UCL Hospitals Charitable Foundation ID badge and use sealed UCL Hospitals Charitable Foundation collecting cans. Two people must be present to witness the emptying of the can and counting of money. You are responsible for keeping an accurate record of your team and all the proceeds. Call us for ID badges and collecting cans. You need to read carefully your Local Authorities guidelines for your activity as they may differ from area to area. 12
  • 13. Alcohol If you want to sell alcoholic drinks at an unlicensed venue, or have alcoholic raffle prizes, you need to apply for Occasional Permission from the local police. It is however legal to sell tickets which can be exchanged for drinks. Lotteries and raffles You need a Lotteries Licence from your local council. You will be the Promotor of the lottery and therefore personally liable for its organisation. There are regulations on what must be printed on the tickets and you can find this out from your local authority. Small Lottery: There is however an exception to this rule if you hold a raffle at a one-off event like a dinner or dance. This is known as a Small Lottery. You can only sell tickets for these type of raffles during the event and you cannot have money prizes (except for store vouchers), or spend more than £250 on prizes (not including donated prizes). The result of the raffle must be drawn at the event. Private Lottery: This is where tickets are only sold to members of a club or company. Tickets must be printed in accordance with the Lotteries Act, but no registration is required. Society Lottery: This is when tickets are sold to a wide audience over a period of time. If the value of the tickets to be sold exceeds £20,000, you must register with the Gaming Board. For tickets with a value below this you must register with your Local Authority. Remember – lottery tickets must not be sold to under 16s. For information on The Lotteries and Amusements Act 1976 please contact the Gaming Board – 020 7306 6200 – or your local library should hold a copy. If you’re unsure about the legalities of any event you’re thinking of holding, please check with you Local Authority. 13
  • 14. COMPANIES Local companies and branches are often willing to give support. This might be as gifts in kind, which you can use for fundraising, or a donation of money. If you plan to approach a Head Office, please contact us first, as the company may already be supporting UCL Hospitals Charitable Foundation and further requests may cause irritation. If the company is giving a money donation ask them to include their tax, as they can claim tax relief for it when calculating their profits for corporation tax. Don’t forget to ask your own company (Personnel Dept or Community Dept) about their ‘matched giving’ scheme, since many companies match whatever an employee manages to raise. Always make sure you find out the correct name and title of the person to write to as a ‘Dear Sir/Madam’ letter rarely sees a result. For local shops, you may be able to visit them and speak to the Manager as a more personal approach is likely to have a more positive outcome. A sample letter that you may use for approaching companies is on the following page. If you would like this emailed to you, so you can insert your own details, please contact us at Most of all, remember to thank the company for their donation. 14
  • 15. Jane Smith 3 Park Street London, NW1 3RE Date Mrs Lisa Brown Manager, Mable’s Flower Shop 45 The High Road London, NW1 2RS Dear Mrs Brown I am writing to ask for the support of Mable’s Flower Shop, in helping me raise funds for UCL Hospitals (Registered Charity No 1077638). On [date of our event], I am taking part in [our event] to help raise funds for key projects at UCL Hospitals, which is one of the country’s largest NHS Trusts and takes a leading role in national and international trials of treatment of common cancers. This has enabled it to remain at the forefront of cancer care and to build on its international reputation. UCL Hospitals Charitable Foundation raises funds for projects within UCL Hospitals; the current focus is cancer and the Charity is supporting projects, including a cellular therapy unit, an ambulatory cancer care centre and an early lung cancer detection and treatment project. My target is to raise [£ amount] in sponsorship. I am taking part in the event because [your reasons for taking part]. Alternative Paragraph 1 – request for a donation I live locally to your company and I would be very grateful if you could make a donation to help me raise my target. Please make your cheque payable to ‘UCL Hospitals Charitable Foundation’ and forward it, mentioning my name, to UCL Hospitals Charitable Foundation, 2nd Floor West, 250 Euston Road, London NW1 2PG. If you need to know more about the Charity, you can contact Hannah Persaud at the Charity on 020 7380 6842. Alternative Paragraph 2 – request for donated goods/services My local pub, The George Arms in the High Road, is organising a raffle on my behalf, and I would be grateful if you, as another local company, could provide a raffle prize. The names of all donors of prizes will be displayed on posters in the pub and on the raffle tickets. If you need to know more about UCL Hospitals Charitable Foundation you can contact Hannah Persaud on 020 7380 6842. I do hope you will be able to support this very worthy cause. Yours sincerely Jane Smith [Your telephone number and email] 15
  • 16. PUBLICITY The more people you can tell about your challenge the more potential sponsors you have. Local papers Contact your local paper to see if they’d be interested in running an article on your challenge/fundraising event. It is not advisable to give your home phone number/address to be printed in press. Instead ask readers to contact the Charity direct on 020 7380 9558. Call the editorial section of the paper and ask if you can send them a press release (see next page). Then follow it up with a call to check they have received it and to ask if they will use it. It could be worth asking the paper to send a photographer if you’re planning a particular fundraising event. Local radio You can also contact your local radio in the same way, with a call and a press release. They may only mention your plans or they may be interested in interviewing you. If this is the case its probably worth finding out what sort of questions they’re planning to ask you so you can prepare your answers. Local websites Again, contact your local websites to see if they’d be interested in featuring your fundraising efforts on their pages – you give them a link to to show them who you are supporting. Posters Making your own posters is a very cheap and effective way of publicising your event. You can make some fabulously professional looking ones on a home PC, or ask a local printer to do them for free in return for acknowledging them on the poster. If you need to use our logo for any artwork you’re creating for publicity material then we can supply that too. Don’t forget to quote the charity number on all posters. If you get any press coverage we’d love to see it so please send us copies. 16
  • 17. SAMPLE PRESS RELEASE [DATE] UCL Hospitals Charitable Foundation [Name and date of sponsored event] [Your name] will be taking up the challenge to raise [£ your sponsorship target] in order to raise money for UCL Hospitals by taking part in [name of Charity’s event]. [your name]’’s fundraising will go towards key projects at UCL Hospitals. [Your name] is taking part in the event because [your reasons for taking part]. In support of this, [your name] will be holding [your own event, date, time] to help raise the money for this cause. For further details please contact [contact’s name] on [contact’s number]. UCL Hospitals is one of the country’s largest NHS Trusts and takes a leading role in national and international trials of treatment of common cancers. This has enabled it to remain at the forefront of cancer care and to build on its international reputation. UCL Hospitals Charitable Foundation raises fund for key project within UCL Hospitals; the current focus is cancer and the Charity is supporting projects, including a cellular therapy unit, an ambulatory cancer centre and an early lung cancer detection and treatment project. For more information on UCL Hospitals Charitable Foundation, please contact Hannah Persaud at the Charity on 020 7380 6842. ENDS NOTES 1) For editorial queries, [your name] and be contacted on [your phone number][your mobile][your email]. 2) For queries about the Charity please contact Hannah Persaud on 020 7380 6842 or email to 3) Photos are available upon request form the Charity. UCL Hospitals Charitable Foundation 3 Floor East, 250 Euston Road, London NW1 2PG. Tel. 020 7380 6842 rd Registered Charity No. 1077638 17