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Organise your own fundraising event

Never organised a fundraising event or activity before? Here’s a few tips to make it run smoothly!

On their bikes!

Decide what you are going to do.

If you haven’t quite decided what to do, take a look at our A-Z of fundraising page for lots of fundraising ideas from the traditional to the bizarre! Also take a look at what other fundraisers have been up to.

Let LATCH know

Contact LATCH and we can send you an official fundraising pack which includes a letter of acknowledgement, official sponsorship forms and Gift Aid form (PDF document). Upon request, we can also provide collection boxes, posters and a range of promotional items.

Do things safely and sensibly

If you are going to embark on an activity that involves an element of danger, always make sure that ample insurance is in place (this would usually be included in professionally organised events such as skydiving but best to check)

If you are organising an event that involves the public always get public liability insurance or check the venue is covered.

It is always useful to do a risk assessment before any fundraising event / activity. Think about the affect of bad weather, first aid arrangements, allergies and illnesses of participants. Also think about general health and safety issues involved in your event.

LATCH cannot be held responsible for any external fundraising activities.

Child Protection

The following guidelines must be followed to ensure that any children involved in fundraising activities are kept safe.

Fundraisers under sixteen years of age

All fundraisers under sixteen years of age must have permission from their parents or legal guardians. Children are not allowed to collect money in public places or door to door. Even when asking for sponsorship and collecting sponsorship money, they must be accompanied by an adult.


If you are going to take photographs of anyone under the age eighteen, always seek permission from parents or guardians first. Always explain how the pictures will be used e.g. on a website, newsletters, publicity brochures or for the press.

Getting the relevant permission

If you are going to organise an event in a public place, you will need to get permission from your local authority.

If it is in a privately owned place like a restaurant or playcentre, make sure you get permission from the manager.

You will need to obtain a licence from your local council for the following activities:

  • Music and dancing
  • Sale of alcohol
  • Money collections in public places (please let us know in advance as we will need to provide official LATCH money collection boxes).

Lotteries and large prize draws

If you want to hold a lottery or a large prize draw on behalf of LATCH, please contact the LATCH office so they can provide you with special license details.

You can only use raffle tickets if the prize draw is going to be held on the same day / evening that they are sold.

Publicise your fundraising event or activity

Let your local media know by sending out a press release. In a press release always make sure you state what, why, who, where and when.

There are lots of local on-line event listing sites available too including the LATCH website (the LATCH office can help you with this).

If you are organising an event, you may want to print tickets so you can sell them in advance (this helps to get an idea of numbers and forces people to commit!)

You may also want to set up an on-line blog and tell your Facebook friends / Twitter followers about your fundraising event or activity.

Collecting and sending LATCH your hard-earned cash!

If you are doing a sponsored activity, consider signing up to the on-line sites Virgin Money Giving or Just Giving. All sponsorship monies are then paid directly to LATCH. If not, then it is best to collect sponsorship money as soon as possible whilst it is fresh in people’s minds.

Send us a cheque made out to: LATCH through the post. (Please do not send cash through the post.)

Or come and see us either at our offices at the Children’s Hospital of Wales or one of our local branches

If you can, please include a note telling us a little bit about your event and send us some photographs to use for promotional material either on our website or in our quarterly newsletter, The Beacon. We would love to hear from you.

Once we have received your fundraising money, we will send you a Big LATCH Thank You letter and a certificate for children (or for any fundraiser who requests one!).

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