Fundraising for Y Care International

Transcription

1 Fundraising for Y Care International How your YMCA can support our Tools for Recovery appeal and help young people in Liberia rebuild their lives after Ebola. May 2015

2 Thank you! Thank you so much for choosing to support Y Care International. With the support of amazing people like you, we create opportunities for vulnerable young people, helping to unleash their potential and changing their lives for the better. To help you raise money for Y Care International, we ve written this handy guide. It s full of ideas, advice, and stories to help and inspire you. There are loads of different ways you can support and raise money for Y Care International. Whether it s running a marathon, or holding an event at your work or school. How you do it is really up to you! Whatever you do, our fundraising team is on hand to support you every step of the way. If you have any questions about what you have planned, or want to discuss your ideas, please get in touch. We d love to hear from you. Thanks again. The Fundraising Team at Y Care International Contact our Fundraising Team Call fundraising@ycareinternational.org Visit I did it! My first half marathon! I gave it my all and finished in 1 hour and 49 minutes. Thank you so much to those who have sponsored me. Tim Fallon, CEO North London YMCA who ran the 2014 Royal Parks Half Marathon for Y Care International A difference 10 can make A donation of just 10 could help provide vocational training for a young person to work their way out of poverty. 02

3 Contents Who are Y Care International?... 4 Fundraising at your YMCA... 5 Planning a fundraising event... 9 Raising money online Challenge events Gift Aid Y Care International branding and resources The legal stuff and staying safe! Let the people know What to do after A special opportunity to double your impact This summer Y Care International is focused on raising money for our Tools for Recovery appeal. The aftermath of Ebola in Liberia has been catastrophic. The outbreak didn t just result in the loss of friends, family and neighbours, but also jobs, markets and opportunities. We are working with Liberia YMCA to help the young people there rebuild their lives and livelihoods, by providing tools, training - and hope. As part of this appeal we are delighted that for a period of time (until August 2015) every donation we receive from the public will be matched pound for pound by the UK government, through UK Aid Match. This means that all the money you raise will have twice as much impact on the lives of the young people we work with. Please help us make the most of this opportunity by planning your fundraising event today! Thank you. 03

4 Who are Y Care International? Y Care International is devoted to working with disadvantaged and vulnerable young people through local YMCAs and other like-minded youth organisations. All across the developing world, these partnerships help us support and inspire young people trapped in a cycle of poverty, stigma and discrimination in more than 20 different countries. We offer vocational training, counselling, confidence-building and other life skills to help vulnerable young people reach their potential. Through training, employment and enterprise, we strive to work with communities to build a more just world, free from poverty, beginning with the young people that are their future. We help the voices of young people get heard so they can influence decisions that directly affect them, as well as teach them how to improve their health and wellbeing. Y Care International also responds to the needs of young people affected by disasters and emergencies. We are one of the few organisations that focus exclusively on young people. Thank you for joining us in helping them to rebuild their lives. Before the carpentry training I had nothing in my life. I wasn t going to school, I was just going around and selling used clothes. I would go everywhere but no business came. When my sisters and cousins got sick we couldn t afford the medicine. I wasn t earning money and there was nobody to help me. Now, I am learning and I can fix things and I m looking after my family. Training in a skill has been the best thing that ever happened to me. Ruben, 18, Liberia 04

5 Fundraising at your YMCA When it comes to fundraising, there are endless opportunities to make a real difference. Fundraising is all about having fun while raising money for an important cause. Being part of a YMCA means that there is a whole community who can support you to raise funds. Whether you re taking part in an exciting challenge or being sponsored to do something daring, we hope that you ll have fun and inspire others to support young people around the world. In this section there are loads of different ideas for activities that you can run in your YMCA and community. In the office or workplace Staff in YMCAs are dedicated to young people. Asking them to fundraise for young people around the world builds on their interests, builds team spirit and is fun! Be creative and make it a day to remember. Could you get your clients, suppliers and other departments involved too? Think big and you might just be surprised at how much money you can raise. Here are a few ideas Bad tie day Bring a pound to work Caption competition Coffee morning Donate an hour s/day s wages Dress-down day Interdepartmental Sports Day Jail break: get the farthest away from work in a certain time without spending any money Office Olympics: speed typing, chair races, etc. Swear box Sweepstake Walk to work week Wear the colour [colour of choice] for the day The difference 25 can make A donation of 25 could buy a Cooks Kit including pots, pans, utensils and bowls to help a young person start a bakery business. 05

6 Involving young people and other service users Community activities at your YMCA can be a great opportunity to bring people to your facility and get staff involved. We hope that you will take part in our Join Hands challenge on Saturday, 11 July (see separate information) but you may have your own ideas too. For example, maybe a group of residents could wash cars in your car park one weekend. Or perhaps you could have a BBQ and sell some tasty burgers! You could ask staff members who run services for the public (e.g. yoga classes) if you can work together to raise funds. Here are some ideas on how your YMCA can be hotspot for exciting and interesting fundraising activities! I can use my love for music in a way that lifts people s souls and also helps fundraise for worthwhile causes Eva Cohn, YCI volunteer fundraiser. YMCA car wash Get out the buckets and sponges and offer to wash cars during a weekend. If your YMCA has a car park and regular visitors then this is for you. Note, best done in sunny weather! Dress up funny for work An old favourite: why not get YMCA staff to dress up to raise money for the day. For example, everyone would love to see their manager or support worker with their shirt on backwards for the day! Cake sale Baking cakes at home or in the YMCA can be a really fun thing to do together and of course selling them to people is a great way to raise cash. Tip Why not brand the cakes with a Y made of icing? Football tournament Football strips at the ready for 5-a-side tournament. Maybe you could have a staff versus young people big match and ask spectators to donate on the day. Stay in for a night People in Ebola affected countries weren t leaving their homes for fear of contamination. In solidarity, you and friends could stay in one evening and donate the money you would have spent on a night out. Music night Use the talents of your YMCA or community to run a night of live music and charge an entrance fee. Young local artists might love a chance of a gig to get some exposure, so contact any budding musicians you know in your area. YMCA to YMCA journey Contact another YMCAs in your region and see if you can arrange a group to walk, run or cycle from your YMCA to theirs. You could even arrange for them to greet you when you arrive. If the distance to the other YMCA is a challenge then more people will be likely to sponsor you. Remember to be safe when planning an activity like this (read pages on health and safety). We hope that you find these ideas useful and that they will work for you in your YMCA. But you might have your own ideas. If you do, why not let us know! We d love to hear about what you have planned. 06

7 Connecting with your local community Fundraising in your local area is another fantastic way to raise money, have some fun with friends and colleagues, and raise the profile of the YMCA movement. You can involve many different places in your community, from your local place of worship to shops, pubs or gyms. It is always good to remember, that when fundraising in your community, particularly on public property, it s important to get the permission of your local council. As soon as you have any idea of what you might like to do, contact your local council to tell them what you have planned. If in any doubt, please contact our fundraising team for advice. Once you ve got your community involved, here are a few ideas for activities you could run: The difference 50 can make Donations of 50 could help give a young person the tools and specialist equipment they need to set up their own business. Car wash charge money to wash people s cars Choir evening hold a concert and charge an entry fee, or to take part. You can also make money by selling refreshments during the interval. Historical walk of your local town if someone you know has a lot of local historical knowledge, they could lead a guided walk and charge people to join Local collection You could hold a bucket collection, but always be sure to follow the Institutes of Fundraising guidelines. If in any doubt, please contact our fundraising team. Music evening as above, hold a convert and charge for entry and refreshments. Pub quiz hold a pub quiz and charge people to enter Set up a stall and sell things like homemade jam, cakes or cards Spring/Summer/Autumn/Winter fair this can be a bigger event with stalls, games and entertainment. Supermarket Bag Packing ask a local supermarket if you can pack bags for their customers for a donation. Theatre show put on a show and charge for entry and refreshments. Tip: Many local businesses and chain stores will happily donate goods or services in exchange for acknowledgment/publicity on the day of an event. 07

8 Getting local businesses involved Think about who your friends and family work for. Could their company sponsor you or donate a prize for your raffle? Maybe they could promote your event in the company newsletter. Could you ask them to put up posters around their office asking people to sponsor you? Many companies offer a matched giving scheme where they match the amount you raise. Why not ask your YMCA to match what you raise or give a oneoff donation? It s always worth asking, it could be an easy way of doubling your donation! The YMCA has really changed my life. I didn t know how to use a computer, but now I know how to type and have good job experience Augustine, Liberia. Do you have links with a local school or university? Many will nominate a local and a global charity to support? Could you nominate Y Care International to be their global charity? We would love to be involved; contact us if you have any queries or questions. Call fundraising@ycareinternational.org Visit

9 Planning a fundraising event Once you ve decided what you want to do, the next step is organising your event. Putting on a fundraising event, large or small, is great fun. All it takes is a little planning and you ll be on your way to helping us support some of the world s poorest and most disadvantaged young people. Here are some tips to success: Plan Planning your event is very important, especially if you want to hold it in a public space. Think about how much money you want to raise and how big your event needs to be. Who else will help? Will anyone else be involved? Remember, we re here to help. Let us know what you ve got planned and ask for any resources you might need. Budget There may be costs involved in holding an event and it s important to keep track of these. A good rule of thumb is to raise around three times as much as you spend. Think about how much you d like to raise and work out an estimate of any costs involved. Remember, every penny of profit makes an important difference. Choose a date Give yourself enough time to organise everything and then set a date (Large events can take three to six months to organise). Make sure you don t clash with any other major fundraising or sporting event. Remember, it helps to plan your event before deciding on a date. (Remember that the Join Hands challenge is on Saturday, 11 th July!) Find a venue For the first time in my life I am thinking about the future. So many services were completely devastated by Ebola. I have a young daughter to support and like any other parent. I am concerned for her health and her future. Selina, 23, West Africa. It s crucial to raise as much money as you can, so try and get a venue for free. The first place to start would be your YMCA but if this isn t possible you can look at other options. By offering publicity and/or profit for a venue, depending on the type of event you are holding you can sometimes get venues at no cost. You could ask to use your local school or community village hall (don t forget to get permission from the owner). Remember to consider disabled access. If the event is outside, you ll have to be prepared for all sorts of weather! Promote your event Publicising your event is one of the best ways to get people involved. The more people that hear about your event, the more who are likely to attend! Contact your local radio station and newspaper. Your enthusiasm for your event will spread and that s key to success. Put up posters in your local shops and on community notice boards, and ask your friends and family to do the same. See page 15 for more tips on promotion. 09

10 Remember to keep it safe and legal Your event needs to comply with all health and safety laws. Make sure you read all the information on pages For every 1 donated: 84 pence goes directly to supporting young people in emergencies, in developing their skills and their communities and improving their health, and helping young people campaign for change. 15 pence is invested to generate future revenue and on support costs 1 penny is spent on ensuring the organisation is robust and well-managed Raising money online Fundraising online is easy and effective. It takes just a few minutes to set up a fundraising page and you can personalise it with photos and a few sentences describing your event and tell people why it s important. We recommend either Virgin Money Giving ( or Justgiving ( Don t forget to add a link to your fundraising page on your signature. If you re on Facebook, set up an event explaining what you re doing with a link to your fundraising page and invite all your friends. Or if you re a Twitter user, you can set up a series of scheduled tweets to remind your followers about your event with minimal effort. 10

11 Challenge events Join an organised event and work up a sweat for us! We have places in a number of runs and sport challenge events. They re a lot of fun and a great way to raise money for Y Care international. We currently have places available on the Vitality British 10k London Run. If you want to volunteer at the events, that s great too! Contact us, and we ll tell you how you can help. You may also want to take part in one of the many challenge events around the country, we re not yet involved with. If you do, and would like to get sponsorship to support Y Care International, please contact us and we might be able to help you get a place. Gift Aid Every penny and pound you raise is important to our work with young people. You can make your donation worth even more by asking all your sponsors (if they are UK taxpayers) to Gift Aid their donation. All they need to do is tick the Gift Aid box on your sponsorship form or online fundraising page and fill in their name and address. Gift Aid is a scheme run by the UK Government that allows charities to claim back the tax from HMRC on donations. For every pound that is donated to us, we can claim back an extra 25p. That makes it hugely important to us. It won t cost you anything, but it means we can provide even more support to young people who need us. Top Fundraising Tips Online fundraising can also be used to raise money on your birthday or anniversary. Or in memory/honour of someone close to you Set yourself a personal target so you have something to aim for If you can, make sure the first donation on your sponsorship form is high to encourage others to follow suit Be enthusiastic and thank everyone who supports you Tell everyone you meet about your fundraising activity Carry your sponsorship form everywhere you go Ask your supporters to Gift Aid their donations if possible 11

12 Y Care International branding and resources The Y Care International brand If you are going to use the Y Care international logo, please make sure you get our permission first. Just contact our fundraising team to discuss where you d like to use the logo and for a copy of our brand guidelines. Our registered charity number needs to appear on any fundraising materials as Registered charity in England and Wales, No Please remember that you are representing the charity and that you should use the logo appropriately. Please only use the logo on a white background. If you resize it make sure stays in proportion. Try and leave space around logo to give it the greatest effect. Finally, please use our full name Y Care International on all materials and always state that you are raising money in support of Y Care International. UK Aid Match If you are raising money this summer, please remember any donations we receive can be matched by the UK government through UK Aid Match. This is an extra special reason to give people to donate right now. If you do, please make sure it is stated very clearly that you are fundraising for our Tools for Recovery appeal that will support young people in Liberia rebuild their lives and livelihoods after the devastating effects from Ebola. If in any doubt, please contact our fundraising team for advice. When I graduate, I ll start my own business selling bread. I ll be able to finish my house, care for my baby and pay for him to go to school. Dabieh, West Africa Fundraising Materials We can also help by providing you with fundraising materials. There are posters you can download from our website and add your own event details and targets. A shoe box makes for a great collection box and you can decorate it to match your fundraising theme. Please get in touch as we are here to help you to make your fundraising for us a success! Contact our Fundraising Team Call fundraising@ycareinternational.org Visit

13 The legal stuff and staying safe! Legal, health and safety Fundraising is all about raising money and having fun, but safety matters too and must always come first. There are rules and regulations around certain types of fundraising. To make it simple, we ve given you some guidelines. Please remember that Y Care International cannot take responsibility for any injury, loss or damage caused or sustained as a result of fundraising events or activities held in aid of Y Care International. It s the responsibility of the event s organiser to comply with legal and safety regulations. All events must comply with the Health and Safety Act 1974 and all other relevant fundraising acts. If in any doubt about what you need to do, please do not hesitate to contact us. We re here to help! Risk Assessment Writing a risk assessment is a great place to start. This can cover all aspects of health and safety relevant to your event. Think about hazards, things that could go wrong, the safety of participants and possible weather conditions. Visit the governments Health and Safety Executive website for further information: Collection law If you want to hold a collection in a public area, you ll need to get permission. But from whom? That depends on where you re collecting. If it s a street collection, you ll need permission from your local council or, if you re collecting in London, the Metropolitan Police. If the collection is on or outside a private property (e.g. a supermarket) you ll need permission from the manager. Don t be put off though! We are here to help, so do contact us for further guidance on collection law. Always make sure there are two people present when opening the tin and counting the money. Please pay the amount raised into your bank account and then write a cheque (made payable to Y Care International) and send it to us. Please do not put cash in the post as it is likely to go missing. Raffle and lotteries There are strict laws around raffle and lotteries, especially larger ones. Please do not hold a raffle or lottery without contacting us first. Handling money Please ensure that there are two people present when you count money raised at an event. This is to ensure that the money is not miscounted or lost. Log everything that has been raised. Make sure it s stored in a secure money tin and take it to the bank to be cashed as soon as possible. 13

14 First Aid If your event is going to involve lots of people, you should have someone on site qualified to provide first aid. Contact St John Ambulance or the Red Cross for further information. Food Hygiene You need to be careful when handling, selling or making food for events. Safe preparation is key and you should follow the guidelines on Data protection All events should comply with the Data Protection Act As a rule, please do not store the contact details of people taking part in your event any longer than necessary. Make sure all documents are safely and securely discarded and do not share data with anyone else without permission. You should also ask the permission of anyone who gives you information about themselves (e.g. their address, or contact details) whether you can share this information with Y Care International. Fundraising with children Check that proper adult supervision is in place and that parents/guardians have given permission for their children to be involved. Insurance In your event involves others, you may need to take out public liability insurance. Please note that your event cannot be covered by Y Care International insurance. However, your event may be covered by your YMCA s insurance. In the first instance, please check with your YMCA office. Photographs If you are holding an event, please make sure you take lots of photos! We love to see what you have been doing. And we d love the opportunity to share them on our website, in our magazine and on other fundraising materials to help inspire others. Please any photos to us at: fundraising@ycareinternational.org Company approaches Local businesses can be a great source of help. They re often happy to help with local fundraising events, providing raffle prizes, for example. If you want to approach larger national or international companies for sponsorship, prizes or auction items, please do let us know in advance, as we may already be working with them. Licences If you plan to sell alcohol at your event, you will need to obtain a liquor licence. Please contact your local council for further information. 14

15 Let the people know Don t miss an opportunity to shout about your event! The more people who know about your event or challenge, the more money you are likely to raise. The Media Press coverage is a great way to gain publicity for Y Care International and your efforts to support us. Your YMCA will probably have contacts with your local paper and radio stations. If your YMCA has a media team or press officer they may be able to help you get some coverage. Here are some top tips for getting into the public eye Give your event / challenge a catchy title Make sure you include the key information what, where, why, when, who and how Use photographs and colourful images where possible Ask for the news desk when you contact local papers. Check with staff at your YMCA, as they may already have a relationship with the local press. Tell a story; keep it brief but make it personal. For local media, make sure there s a local connection Provide contact details (including your online fundraising page) so that the media team can contact you to find out more and also include our charity contact details too Invite the media to attend your event and /or make yourself available for interviews If you re not sure how to write a press release, we can send you a template for you to customise. Remember, if the press do want to interview you, try and think about what you d like to say beforehand. It s nothing to be nervous about, but having some prepared notes will really help you make an impact. Online Sharing your event on social media is a great way to get a wide range of people involved. Using your personal Facebook and Twitter account, as well as your YMCAs, will get you a wider reach. Remember to tag Y Care International / Facebook Y Care International) and we will like, share and retweet your posts. Other ways to spread the word Other ways to promote your event include putting up posters in local community areas such as supermarket notice boards, churches, pubs and village halls. Ask all your friends to their friends and spread the word! 15

16 What to do after We d love to hear all about it! our fundraising team with details and photos of your event! Offline fundraising After your event is over, you need to collect your sponsorship money together, pay it into your bank account and then write a cheque for the amount raised. Cheques need to be made payable to Y Care International and return to us with your sponsorship forms to: The Fundraising Team Y Care International 3 rd floor, Cowcross Street London EC1M 6BP A difference 1000 can make 1000 could help provide a group of young people with tools and training they need to reduce the impact of disasters and help them make their communities safer. Please include a note clearly stating your name, the event name and the amount raised. Please do not send cash in the post as it is likely to go missing. Online fundraising If you raised money online via Virgin Money Giving or Justgiving you don t need to do anything. Just let us know how your event went and send us any photos. We ll send you a thank you letter to acknowledge how much was raised. 16

17 THANK YOU, THANK YOU, THANK YOU! We are very grateful for your support and for the money you can help raise for Y Care International. If we can help at any time, with advice or materials, please do not hesitate to contact us. We d love to hear from you! We ll also be very happy to send you a thank you letter and certificate for the money you raise. Contact our Fundraising Team Call fundraising@ycareinternational.org Visit Thank you! Time and time again, the generosity and support of Y Care International supporters has been instrumental in bringing hope to so many young people in need all over the world. It is only by giving them the tools to help themselves, and work towards a better life, can they hope to break the cycle of poverty for good. Terry Waite CBE, Founder and President of Y Care International 17

18 Y Care International creates opportunities for vulnerable young people to unleash their potential and change their lives for the better. As part of the global YMCA movement, inspired by Christian values and working with people of all faiths and none, we are the international development and relief agency for YMCAs in the UK and Ireland. Registered as a charity in England and Wales number Company reg. no