Fundraising Pack
Supporting your local children’s hospice
Together we make a lifetime of difference
Game Group
Charity Partnership 2009-11
Introduction
Dear Colleagues
Dear GAME
It was fantastic to see you all recently at the conference in Birmingham.
I am thrilled that you have chosen Children’s Hospices UK as your official charity for 2009-11. Together we can make a very real difference to thousands of children and young people who are not expected to reach adulthood and their families.
Children’s Hospices UK have specifically asked me to thank you once again for choosing Children’s Hospices UK as our official charity partner for the next two years. I have pleasure in enclosing some further details about children’s hospices and how you and your stores can be involved in raising money for Teenage Weekends. To recap, a Teenage Weekend costs around £800. Our internal goal is to raise £500,000 over the next 24 months. If every store were to raise one pound every day for the next 12 months, we would be able to sponsor 320 extra Teenage Weekends for the charity. What’s also important is that every penny raised by your store will go directly to your local children’s hospice service to help support young people with life-limiting and lifethreatening conditions. The enclosed fundraising pack is full of suggestions and ideas on how to raise money. Children’s Hospices UK are happy to help you in any way they can and you can contact them directly on 0845 2000 5175 should you wish.
The money raised through your store will go directly to your local children’s hospice to help support young people with life-limiting conditions in your area. Inside this pack you will find out about the work of children’s hospice services, help and advice for fundraising and other information on how we will support you and your store over the next two years. I hope that you will find the pack useful and that it inspires you to start raising money as soon as possible. If you have any questions please do not hesitate to contact us on the hotline number which appears throughout the pack. I would like to take this opportunity to thank you personally for your support. We are really looking forward to our partnership. Barbara Gelb Chief Executive, Children’s Hospices UK
Good luck with all your fundraising efforts. I look forward to sharing our progress with you and us working together to support this special charity. Yours sincerely Lisa Morgan Group Chief Executive
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What we do and how you can help...
The work of children’s hospice services
How GAME will fund Teenage Weekends
It’s every parent’s worst nightmare to be told their child will die before them. But for an estimated 25,000 families across the UK, this is a reality. These children are not expected to reach adulthood because they are suffering from conditions such as cancer, heart disease, muscular dystrophy, cystic fibrosis and a range of illnesses across 17 disease groups. Some of these children will die when they are very young; others will deteriorate slowly over a number of years. In most cases, full-time care falls to the parents – 24 hours a day, seven days a week. The families affected are under huge emotional, physical and financial strain.
Throughout our partnership all the money you raise will support life-limited teenagers and young people at your local children’s hospice.
Children’s hospice services help children and families like these to deal with the emotional and physical challenges they face and to make the most of life. They welcome the whole family for a break in friendly, homely surroundings and provide practical help in people’s own homes. They offer a wide range of services including: specialist care; 24-hour telephone support; advice and information; and bereavement support for all family members. The nurses and healthcare professionals who make up the care team play a pivotal role in providing this service to children and families.
As a result of advances in medical treatment, many of the children who use children’s hospice services are living longer. For teenagers facing the prospect of a limited future, life brings its own problems over and above the usual range of difficulties every teenager faces. At an age when many teenagers are seeking independence from their parents, many life-limited young people find themselves becoming increasingly dependent due to the nature of their illness. Teenage Weekends provide support for young people with life-limiting conditions as they meet the challenges of adolescence and their illness. Comparing notes, swapping mobile numbers and having fun together helps them to bond and form important friendships Teenage Weekends offer young people the opportunity to: • have independence from their parents and carers in a safe environment • provide an opportunity to spend time with their peers who may have similar conditions
ng • Casino Night • Challenge
Events
• talk to care team members trained in supporting young people
– we can • have fun as part of a group, taking part in specially help with adapted activities which are otherwise impossible orga nise d ch alle nge s l ik e wa lking the In ca Trail or climbing to Everest bas
Every penny counts…. Just
£1 could pay for a
child’s oxygen mask
A little more than
£5 could pay
£25 could pay for a music
£200 can organise specially
for a telephone conversation at 3am
therapy session or £100 can pay
adapted events during Teenage
with a parent or young person who
for an evening’s respite care
Weekends, allowing young people to
“just wants to talk” and it costs £10 for
take part in activities like wheelchair
the time it takes to change a drip.
football, murder mystery nights or inter-hospice Wii competitions.
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Where is your local children’s hospice and how can they support you?
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About Daniel...
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Daniel was just eight months old when he was diagnosed with Duchenne muscular dystrophy. My husband Alan and I were told he would live to his early teens at best. It was a huge shock, and Daniel began intensive therapy straight away. But every year Daniel’s limbs became weaker, and at seven years old he became confined to a wheelchair. Frustrated at being trapped in his body, he would often throw furious tantrums. It hurt to see my child so torn apart by something I couldn’t change.
There are 41 children’s hospice services spread throughout the UK. Your store will be raising money for your local children’s hospice, helping you and your customers to support families in your community who desperately need the care provided by their local children’s hospice. Please see the welcome letter enclosed in this pack to find out where your local children’s hospice is, and how to contact them. The fundraising team at your local hospice are there to support you every step of the way, they can: • provide materials and information to display in your store • offer advice on fundraising events and attend them • visit your store to meet staff and talk about their work • tell you about any volunteering opportunities with their hospice Get in touch – they would love to hear from you!
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I’ll never forget our first visit to Demelza House, a children’s hospice in Sittingbourne, Kent. First we were shown around a large, airy lounge with colourful drawings on the walls, bright comfy cushions and big French doors that led on to a lush garden, complete with a playground specially adapted for wheelchair users, toys and a sensory garden. From there it was on to art, music, games and computer rooms and even a jacuzzi room. I remember being surprised at how much laughter and giggling there was – everyone we met had a smile and a hello. It was certainly a far cry from the bleak, clinical building I’d expected. There was something familiar and comforting about it, like it was a home from home. Daniel loved Demelza straight away, chatted to everyone and whizzed around all of the rooms. Since then we’ve visited the hospice every couple of months. Being able to make his own choices and be a regular teenager has really boosted his confidence. He is 16 now, a milestone age we thought he’d never reach. Although we can’t be sure how much time we have left together, having a place to stay away from everything and people to talk to who understand, helps us make the most of each moment. Before we had a hospice in our lives, I could never contemplate savouring a moment, I just wanted to get through the day. But now that’s where we live – in the moment and it’s great.
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Here’s how your store can get involved... .•
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The 365 challenge
Merchandise
In our first year we are challenging each store to raise £365. That’s just £1 a day – easy! Throughout the campaign there will be prizes and incentives for individuals and teams who raise the most money. If every store reaches their target we will raise £255,500 in the first year which will fund six teenage Weekends in every children’s hospice across the UK.
• You have been sent one box of trolley token key rings. On arrival, simply open it up and place next to the collection tin on the tills
Your store can raise money in a number of different ways - from just making sure your collection tins and merchandise are on display in-store to organising your own fundraising event. All you need to know is included in these pages. If you’d prefer to take part in an existing fundraising event, just call your local children’s hospice who will have a range of events for you to choose from. We have also worked closely with the team at Head Office to develop an exciting range of national fundraising events we hope the whole business will take part in.
• To re-order please call the fundraising hotline on 0845 200 5175 • Remember to bank the money raised regularly • Different merchandise will be sent to you throughout the year, for all merchandise sales please follow the banking procedure below
Banking your charity collections At the end of each day you will need to follow the below process to bank your charity collections for that day as the bucket will be too large to store in the safe:
Collection tins
1. Count the cash currently in your collection tin/ collection box/charity bucket
• You have been sent one collection tin and one collection bucket per store. Please secure your collection tins on to your till point with a cable tie or something equally secure
2. Log on to the till
• Please use the collection buckets when you hold in-store events or collections. When they are not being used, please ensure they are stored safely and securely
3. Enter SKU 218071 4. When prompted, enter the amount of cash from the collection tin/charity box/charity bucket, if £20.84 enter 2084 and press ENTER 5. Total the transaction
• If you want to order more collection tins or buckets please call the fundraising hotline on 0845 200 5175
6. Enter the amount of cash you have and press F2 CASH to complete the transaction
• Remember to empty your tins regularly and re-seal the tins when you put them back on display. If you need to order more security seals for your tins, call the fundraising hotline on 0845 200 5175
7. Put all of the cash from the collection tin/charity box/charity bucket in your till drawer
£400 pays for two additional
£879 could pay for respite
care team members to assist with the
care in the hospice for one day
physical and emotional needs of young
and it costs £1,000 to provide 70
people during a teenage weekend.
hours of hospice at home care.
The charity money is now part of your daily takings and will be included in your End of Day banking
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All about events...
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National events
Before the event
To help boost your fundraising efforts we will be organising a product promotion donating £1 per game sold to Children’s Hospices UK. Full details to follow.
• Contact your local hospice for advice on the support they can offer
Please refer to the calendar plan on page 7 to see how you can get involved throughout the year. We have six exciting events scheduled across the year so make sure you look out for details nearer the time.
Organising your own event Organising your own event needn’t be daunting, sometimes the simplest ideas are the best. If you’re stuck for ideas, why not think about your skills and interests together with what resources you have available to you. Once you’ve chosen the event you’d like to run, write a list of all the actions that need to be completed in preparation for the event. Then (and most importantly) work with your team members to delegate tasks - team work is an essential part of organising an event. We have included some information to help you plan your event. Every event is different, which is why it is so important to ask for help and advice. Please don’t hesitate to contact your local children’s hospice or call our hotline on 0845 200 5175 for all the support you need.
• If you want help publicising your event - your local children’s hospice can provide publicity support • Advertise your event using every appropriate method including posters, leaflets, banners, invitations, letters, email etc – which your local children’s hospice will have templates for
On the day of the event • Ensure all your helpers are fully briefed and know their job roles • Do you have a contingency plan? For example, if your event is outside and there is bad weather forecast do you have inside space available to use? • Ensure first aid and security are in place where appropriate (see our ‘Be Safe & Legal’ section at the back of this pack). • Have your ‘to do’ list to keep track • Do you have enough help to tidy up?
After the event • Celebrate! • Bank your income as soon as possible by following the instructions on page 5 * Children’s Hospices UK can advise you on the events that you may wish to hold. However, we cannot organise, supervise
• Remember to say thank you to your helpers
or host your event for you. Children’s Hospices UK cannot be liable for any decision made as a result of this guide.
You can call us about anything on the fundraising hotline on 0845 200 5175 • How do I organise a raffle?
£3,000 could pay for a year of play therapy.
It costs
£15,000 for a Care
could “adopt a nurse” for one year.
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• What laws are there around collections?
Assistant for one year and £35,000
• How do I do a risk assessment?
Children’s Hospices UK Calendar of Events
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achuting/wing walks) • Zoo g/par Nigh n i t f t–a r ra nim ate w al d e t i h
GAME national fundraising events
October
Ghoulish Games
November
Are you Game?
December January
Children’s Hospices UK events & national running events
Santas on the Run – 3-5k fun runs at 20 UK locations in aid of children’s hospices I’m Game! New Year Challenge
February March
Raise your Game
Children’s Hospices UK Grand Raffle – tickets available now! Bath Half Marathon
April
Sign up for the Big Jump! Which takes place during Children’s Hospice Week (16-22 May 2010) Virgin London Marathon
May
Game for a laugh? Get your cape out for this one…
Children’s Hospice Week 2010 This is my Hero Bupa London 10k
June July
The Beautiful Game
August September
Bristol 10k London Triathlon
Game on!
Bristol Half Marathon
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Be Safe and Legal This is a guide to planning your event safely and within the law. If you have any other questions please contact your Regional Manager. Assessing Risk: A risk assessment must be carried out to ensure adequate controls are in place to minimise the risks from any identified hazards. A risk assessment form is available from the Operations department. Things to think about when making a conducting a risk assessment: Venue • Is it suitable for your event, does it have good access, adequate lighting and sanitary facilities for the amount of guests? • Can people move freely around the room without bumping into hazards or tripping over cables? • Are enough staff, volunteers available to assist with safety? • Is everyone aware of emergency procedures in case of fire etc. • Monitor the temperature of your venue and ensure there is adequate climate control to avoid hazards. • Check that fire exits are not obstructed and are well signposted • Is there disabled access? • Does the venue have parking facilities; will you need people to direct parking? Perhaps you could include this on your invitation or ticket? • Is a hazardous product being used e.g. helium? Equipment • Ensure that all electrical equipment has a current PAT (Portable Appliance Testing) certificate and is safe to use • Position equipment safely to avoid trailing cables • Ensure all equipment is in good repair and is operated by those competent to do so • Check the strength and stability of any tables or displays • Avoid lifting heavy loads, use lifting aids where possible First aid and emergency procedures • Ensure you have adequate emergency and first aid procedures for your type of event. Additional advice can be obtained from St John’s Ambulance, on 020 7324 4000 or www.sja.org.uk The British Red Cross Association www.redcross.org.uk • Do you need to notify the police or fire brigade? • Ensure you have access to a telephone • Ensure you know where fuse boxes, turnoff valves and appropriate fire extinguishers are located
Evacuation • Regardless of where your event takes place you need an evacuation plan • In existing buildings seek advice from the landlord or owner (they may well have their own evacuation plan) • Consult your local fire& rescue service if necessary • The evacuation plan must be communicated to all involved in your event including attendees • Emergency exits must be well signposted Communication Communications between the organisers, helpers and emergency services is vital. If using a PA system it must be reliable, tested and loud enough to be heard above surrounding noise levels. One person should be nominated to take control and be on hand if anything goes wrong. People with disabilities Your arrangements must make reasonable provision for people with disabilities - access, comfort areas, comfort facilities, safe viewing areas, carers, emergency procedures etc. For more information go to www.bcodp.org.uk. Food and refreshments Events where food will be supplied or offered for sale either by you or a catering company, must comply with a number of regulations: • External catering companies must be registered with your local council • Ensure that you have a copy of their licence and insurance • It is the legal responsibility of anyone selling or processing food to do so to a minimum hygiene level, therefore please ensure that at least one helper has a foundation level food hygiene certificate • If no one has this certificate, ensure that all food handlers have read the Food Standards Agency (FSA) leaflet Guide to Food Hygiene (it can be downloaded free of charge from http://cleanup.foodgov. uk/data/guide-food-hygiene.htm) • Similarly for BBQs follow the guidance in the FSA leaflet Beat the Barbecue Bugs • Label all food which contains nuts or other allergens • Keep children and animals out of food preparation areas • Provide appropriate protective clothing (plastic gloves, aprons etc.) Children • Ensure that children are adequately supervised • Never allow children under 16 to collect money from the public without an adult Legal It is best to inform your local authority and check with them for any legal permissions you should consider when planning your event. Depending on your event you may well need to license your activity. For example you may need a public entertainment license for events such as sporting events, plays, films or dances. Your local authority can advise you about this. Statutory notice periods to your local authority depend on the type and size of your event. In general:
• Small sized events (village hall quiz, auction, book sales) - 28 days • Medium sized events (carnivals etc.) - 28 days Insurance The Health and Safety at Work Act 1974 applies to volunteers as well as to paid workers. You will need to consider whether and how your event could be harmful to organisers, guests, volunteers and the public – how can you minimise any risk? Check that any third party suppliers are adequately and currently insured. Any reputable supplier will have Public and Product Liability Insurance so just ask to see it. The amount insured for will differ depending on the size of the company. Any activity you do must be covered by an insurance policy, as a minimum this will usually be Public Liability Insurance. When using a venue check the capacity and do not exceed this number of guests. Please note that Children’s Hospices UK cannot accept responsibility for accident, injury, loss or damage as a result of your event. We therefore strongly recommend that you check that you have adequate insurance and that you take all reasonable steps to ensure the safety of all concerned. Please inform your local hospice of all your fundraising activity over the next two years so that they can support you. Again, if you have any questions about risk assessments or insurance cover please start by contacting your Regional Manager. If you are hiring caterers and venues, check that they have the relevant and current certificates (including insurance) before you agree to use them. Make sure that you think through the possible issues/dangers of your event and that any risks are eliminated or reduced to an acceptable level. The top priority is to keep you, and the people who are attending your event, safe! Entertainment If you are running an event such as a dance, sports event, or play, you may need a Public Entertainment Licence. Speak to your local authority if you are in need of one saying that the event is in aid of Children’s Hospices UK and quoting the Registered Charity number 1103795. You will need to check this with your local authority again saying that the event is for Children’s Hospices UK and our charity number. If you are hosting a live performance or playing recorded music, you will need a licence from the Performing Rights Society (PRS). The obligation for having this licence usually falls on the owner of the venue. Further details can be obtained from the PRS website: www.prs.co.uk Important Charity Information:
Collections on private premises do not need the permission of the local authority; only the permission of the owner of the premises concerned (e.g. pub, supermarket). • When collecting donations you must carry a copy of the letter or licence granting permission to collect • Every collector must wear a collectors badge at all times (this must have the signature of the collector and that of the collection organiser) • All collectors must be over the age of 16 • You are representing Children’s Hospices UK do not place pressure on people to donate • Collection tins must be sealed with stickers provided and not shaken • It is best that money collected in tins is counted by two people, the organiser and one other person • Store the money safely Raffles, lotteries and prize draws There are strict legal requirements governing the organisation of raffles, lotteries and prize draws. Please do not organise a raffle without first checking the guidelines by calling the fundraising hotline on 0845 200 5175. Security tips The following are best practice security guidelines to assist you with your event: 1. Provide adequate numbers of lockable cash boxes and identify a safe place to secure the boxes, e.g. office or storeroom 2. Issue a float to each stall holder, signed and accounted 3 If you need to carry money around, ensure the container is not too obvious. You should always carry money with an escort 4. Cash, cheques, raffle prizes, tickets, etc. should be regularly checked 5. Ensure you have arranged overnight storage night safe facility. NEVER take money home as you may not be insured for its subsequent loss 6. Bank money as soon and as often as possible, certainly after the event 7. Ensure at least two people are present when the takings are counted. You should prepare a form for signature by both, certifying the amounts counted 8. If you are operating a cloak-room, ensure you have a good property system and that the service is staffed at all times 9. If you are arranging a large event, the sums of money taken may require the services of a security company, so you would need to make arrangements 10. Never close up your venue alone - arrange for at least one other person to be present 11. Ensure you escort one another to cars and/or offer lifts home 12. Stall holders are advised to wear zipped money belts at all times. Loose containers can go missing.
Collections Collections that take place in a publicly owned place are governed by strict legal requirements and must be licensed by the Local Authority. Before you approach your local authority for a license, you must contact the fundraising hotline on 0845 200 5175
Key Contacts: Fundraising Hotline: 0845 200 5175 For information on how GAME Group can support your fundraising or for help and advice, contact the Charities Manager on 01256 784084 or email charities@game.co.uk. For operational or store queries call the helpdesk on 01256 784666 Registered charity number 1103795