Community Fundraising Pack
Building confidence and creativity in our community Can you help? Your guide to fundraising for Norwich Theatre Royal
www.theatreroyalnorwich.co.uk Registered charity number: 262259
Community Fundraising Pack Norwich Theatre Royal has been at the heart of East Anglia’s community for over 250 years. We are about to embark on a new chapter of our history – and we need your support to help us get there. We are building STAGE TWO, our new £3.9 million education and skills centre at the theatre which will allow us to develop the work we do with schools, communities and individuals. So far we have raised over 60% from trusts and foundations and the theatre’s own resources and we continue to fundraise, but we need your help. Here are just a few ways your fundraising can help... On the doorstep Locally, we work with schools to ensure that children continue to have arts and culture as part of their education from school trips and activities to productions and work experience placements.
Across Norfolk For over 30 years we have been delivering theatre arts activities and projects across Norfolk and we need to continue to do this. Through our schools projects, adult programmes and community programmes we can inspire people, build confidence and raise their ambitions for the future. This pack has been put together to help you with any fundraising activities you are thinking about. It is for information only and you should ensure that you get all the relevant permissions, insurance and advice you need once you have decided what type of activity you would like to do. Registered charity number: 262259
www.theatreroyalnorwich.co.uk/Stagetwo
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Community Fundraising Pack
The Future Through support from people like you we have been able to show how taking part and joining in with arts does make a difference for people. It inspires, builds confidence and skills and raises ambition. This is your opportunity to really make a difference. To find out more about our work: www.theatreroyalnorwich.co.uk
“No other theatre arts course provider in East Anglia offers such connections or expertise as Norwich Theatre Royal. The theatre already undertakes a programme of life-changing work for our young people but STAGE TWO will transform their reach and the breadth of learning opportunities… improving the life chances of our local young people.”
Gordon Boyd, Assistant Director Education Strategy and Commissioning, Norfolk County Council.
Below: The Theatre’s old wardrobe store is demolished and cleared, making way for the new STAGE TWO premises. Inset: The three storey building will house a small auditorium, rehearsal and practical learning spaces and offices for our education team.
Registered charity number: 262259
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Community Fundraising Pack
So what could YOU do? Here are some ideas to get you started:
A
uctions!
B
arbecue, bowling, bring and buy sale ake sale, Christmas
C carolling, cheese and wine evening, coffee morning, collections, competitions
D
isco, dance competition, dog walking, drawing competition, a dress-down day aster egg hunt, expert
E talk, exercise activity class
oreign money collection,
F fun run, fancy dress, fantasy football arden party, golf
G competition, guess the weight of something, guided walk
ancake day, picnic,
P pool tournament Q
uiz night
R
affle ponsored silence, sports match, swear box
H
alloween party
S
J
umble sale
T unwanted gift sale
K
araoke competition
W
ine tasting evening
M
urder mystery evening
Z
umba party
ombola, treasure hunt
ame the teddy
N competition,
non-uniform day
O
Registered charity number: 262259
rienteering
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Community Fundraising Pack
Your next steps!
Before deciding what type of event you might want to organise, think about a few of the following to help you decide what would be right… Who Who are the target audience for your event? Friends, family, colleagues?
What What sort of fundraising event would you like to run? You may want to consider the resources you have available, and if you will require additional help.
Where You may want to consider how accessible your location
is. Can it be reached by public transport? Can you accommodate wheelchair users? You may also want to consider relevant licensing and weather conditions.
Why How will you ensure that guests know the purpose of the event? Will you be able to cover the cost of the event and still raise money for Norwich Theatre Royal? How many people will you need to participate in
order to raise money?
Be imaginative, have fun, give it your all! Once you have decided on your event please read and complete the registration form, available to download from: www. theatreroyalnorwich. co.uk/stagetwo and send it back to us to register. When we’ve confirmed your event, you’re good to go!
Matthew Bourne’s Lord of the Flies. Registered charity number: 262259
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Community Fundraising Pack
planning ahead Here are some top tips and advice to help everything go to plan Choose the date Depending on who you hope will support your event or get involved could influence your choice of date. It might be worth avoiding other local events like carnivals or big sporting occasions! Your local library or tourist information centre may have a list of future local events.
Choose the venue If you are planning something that needs a venue perhaps consider choosing a date when the venue is not usually booked as this could be cheaper.
Budget Think about what you are going to need and what things will cost. It is unlikely that your event will cost nothing. Even for a coffee morning you will probably need to buy tea, coffee, milk and sugar, unless your local shop or company donates it. A cake sale would involve a lot of ingredients! Some charities say that for every Registered charity number: 262259
£100 spent you could raise £300! Keep a list of everything you spend.
Make a list Checklists are essential; helping you to make sure you don’t forget anything. Make your list and then get someone else to look at it, they are likely to think of other things or may offer to help! Create a timetable to help you think about when things need to be done– especially if you need to pay deposits, send out invitations or raise awareness!
Get some help! It’s more fun doing this with friends and colleagues and provides some much needed help! Why not get a team from work on board and use it as a team-building exercise? You may even be able to persuade your employer to make a donation to boost your efforts!
Tell everyone Make sure you tell everyone what you are doing – It is important that you are
specific with people when asking them to support you. Use e-mail, flyers, posters, facebook and twitter plus your local paper ...most importantly ask your friends to tell their friends. Word of mouth is important!! If you are designing your own materials, please make it clear that your activity is in aid of Norwich Theatre Royal.
Branding and Promoting your Event We would love to hear about your event so please keep us updated via Norwich Theatre Royal Facebook and Twitter If you are unable to download our packs, please contact 01603 598556 and we will post you a free hard copy.
Thank you!
Once your event is all finished and you have collected all of your donations don’t forget to thank anyone that helped you along the way.
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Community Fundraising Pack
Having fun and playing safe
We want your event or activity to be as successful as possible, and there are some rules and regulations which will help you. If there is anything you are not sure about, please contact us for advice before you start to fundraise. Please also carefully read the letter we will send you after we have approved your event. The following are a few examples of things that you may need to consider. Alcohol If you are going to sell alcohol, you or your venue must have a licence.
Food/catering There are various food hygiene and safety procedures which you must adhere to if you plan to sell food at your event. Further information can be obtained from your local Council’s in food/catering Environmental Health department.
Registered charity number: 262259
Children and photography If you want to use photographs of children from your event to send to the
local paper or to us, you will need written permission from their parent or guardian. It is a good idea to check with adults too, just in case they don’t want any publicity or their photo taken.
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Community Fundraising Pack
If you are taking photographs at your event, please ask us for a form for people to sign, allowing us to use the photos as well.
participates in your event. You can get further advice from your local council Cultural Services, Event or Sports Officers.
Health and Safety
Bingo
It will be your responsibility to make sure that your event is run safely. You should do a risk assessment to make sure that you have considered the safety of all your participants and spectators: hse.gov.uk is a good place to get up-todate information. Your local council will also have event organising advice.
The Gambling Act 2005 allows for non-commercial events that are for charitable purpose.
Insurance If you organise an event that involves the public in any way, you should ensure that you are covered for public liability. This will also depend on what type of event you organise, where you hold it and who
Registered charity number: 262259
Lotteries and Raffles A lottery and raffle are one and the same. The most straightforward types of lottery are small lotteries and private lotteries, which do not require a licence. Please visit the Gambling Commission website www. gamblingcommission.gov. uk for further information.
Street Collections Do not carry out your own door to door collections – it
is illegal without a special licence. Street collection licenses are available through an application to your local council such as Norwich City Council.
Under 18’s If you are under 18 you should always involve a responsible adult in your planning and ask your parents’/guardians’ permission. It is really important to always consider your own safety so please do not approach strangers for support, go knocking door to door or collect on the street. It is safer and more fun to work in groups and remember if you are doing your fundraising at your work, school or college please ask permission first.
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Community Fundraising Pack
How to raise funds and make your donation
There are a number of ways to collect money including traditional sponsorship forms! When you have finished your event and gathered your donations there are a variety of ways to donate this to us Sponsorship If you are taking part in a sponsored event, we will provide you with official sponsor forms to use, as these will help us claim Gift Aid on the money you raise. You can also set up a donation
Registered charity number: 262259
page by visiting totalgiving. co.uk. Your donation will be transferred to our bank account, and Gift Aid gets sorted out automatically. You could ask local companies and businesses to
sponsor you. Or perhaps they will give you a discount on anything you purchase from them for the event. If you intend to contact a national company based locally to
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Community Fundraising Pack
you, please contact us first, just in case we are already talking to them.
Gift Aid If you have collected donations, they may be eligible for Gift Aid. Gift Aid is a form of tax relief for charities, which means that up to an extra 25% can be claimed on donations at no extra cost to the donor. For more information, please visit https://www.gov.uk/ claim-gift-aid/overview. Please be aware that you cannot Gift Aid donations made by sponsors that are related or ‘connected’ to you. HMRC’s definition of a ‘connected person’ is: la wife, husband or civil partner
la brother, sister, parent or
grandchild l t he wife, husband or civil partner of a relative la company under the control of the donor, or under control of connected persons
Making your donations to us There are a variety of ways that you can make your donations.
Online Donations
Online donations can be made via our website www. theatreroyalnorwich/ stagetwo. You can also make payments via PayPal. Create a Total Giving account online, and use this to accumulate donations.
Your donations will then be transferred to our PayPal Account, and Gift Aid gets sorted out automatically. Visit www.totalgiving.co.uk to get started!
By Debit/Credit Card
You can make a debit/ credit card payment over the phone. Please call us on 01603 598556.
By Cheque
Please make all cheques payable to: Norwich Theatre Royal and send them to Development Department, Theatre Street, Norwich, Norfolk, NR2 1RL
In Person
We are very happy to receive donations in person. Please go to the Box Office and they will help you. We will contact you to acknowledge that we have received your donation.
If you have any queries, please do not hesitate to contact the fundraising team at Norwich Theatre Royal. Please call 01603 598556 or email development@ theatreroyalnorwich. co.uk. Registered charity number: 262259
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Community Fundraising Pack
Some planning actions to help get you started! Setting your fundraising target How much would you like to raise? When do you want to raise it by? Do you know how many people you will need to contact to help reach your fundraising target? You can work this out by estimating what you think the average donation could be. If half of the people you contact make a donation this will help you decide how many people you need to contact.
Plan Your Idea lT alk to your family and
friends about what you want to do lD ecide on a type of fundraising activity lG et others involved to help you lC hoose your date, making sure you don’t clash with other local events. lM ake sure you have plenty Registered charity number: 262259
of time to plan your activity lW ork out a budget lC onsider any legalities and safety issues e.g. Insurance lW rite a checklist of all the things you’ll need including permissions lD ecide your publicity actions
Promotion and collecting donations l I f you decide on a
sponsored activity then an online donation page such as www.totalgiving. co.uk is an ideal way to plan and manage your activity as well as promote and share on social media with friends, families and colleagues
fundraise/theatre-royalnorwich-trust-limited lC reate a personal story
connecting yourself with the cause lS tart an email and social media campaign to friends and colleagues lL aunch your fundraising campaign with lots of enthusiasm! lS end an email to your co-workers asking them to support you lA s you receive donations, write thank you emails lA sk often, and ask big! lK eep your supporters and donors updated on your progress lT hank everyone at the end of your activity and tell them how much you raised
As well as collecting donations and keeping track of your fundraising, it can also be connected to make your donation to us. www.totalgiving.co.uk/
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Thank you for considering supporting our fundraising. Your support is vital to our success and we hope this booklet has been helpful. Have a great time fundraising and remember that every penny you raise helps! Good Luck! For more information and to request a registration form, please contact: Development Department, Norwich Theatre Royal, Theatre St, Norwich NR2 1RL Telephone: 01603 598556 or email: development@theatreroyalnorwich.co.uk Visit us at: www.theatreroyalnorwich.co.uk/stagetwo Join us at: Norwich Theatre Royal @TheatreRNorwich Donate via: www.theatreroyalnorwich.co.uk/stagetwo Text STGE02 followed by your ÂŁdonation amount to 70070 More information on organising a voluntary event can be found here: www.gov.uk/government/publications/ can-do-guide-for-organisers-of-voluntary-events/ the-can-do-guide-to-organising-and-runningvoluntary-and-community-events
Registered charity number: 262259 Company number: 997352 VAT number: 104742302 Photo of education work by www.julianclaxtonphotography.com