Encephalitis International’s Fundraising Agreement – Safe, Fun & Legal
Thank you for considering raising funds and awareness for us – Encephalitis International, registered Charity and Company Limited by Guarantee. Registered in England and Wales No. 04189027. Registered Charity No. 1087843. Registered Charity in Scotland: SC048210.
To meet fundraising regulations and ensure our supporters have a fun, safe and legal fundraising experience, we need to make you aware of certain restrictions and regulations, which are outlined or linked to on this page.
If you have any questions in relation to your fundraising activities, or you need assistance, please don’t hesitate to get in touch with the Fundraising Team – we will be happy to help. Call us on +44(0)1653 692 583, or email fundraising@encephalitis.info.
We ask everyone who wishes to fundraise in support of Encephalitis International to agree to the following:
- You understand that Encephalitis International will not take any responsibility for your activities and will not be liable for any injury, damage or loss that might occur because of participation and/or preparation for participation.
- Each participants’ decision to participate should be their own and they should ensure they are realistic about their medical and physical ability to participate – seeking medical advice from a qualified professional if in any doubt.
- To fundraise openly, honestly, respectfully, safely and legally. Useful links and guidance for fundraising in the UK can be found below. If you are fundraising outside of the UK please ensure you follow your country’s/region’s regulations and restrictions relevant to fundraising for a non-profit organisation.
- Make clear to donors and participants that funds donated will support Encephalitis International. *
Letters of authority are available for approaching local authorities or businesses for support with your fundraising activities – please contact the Fundraising Team. - To protect donors’, other fundraisers’ and any third parties’ personal details in line with data protection regulations – keeping any details you need to collect safe and destroying securely when no longer required. Please respect the privacy and confidentiality of other fundraisers you may meet or correspond with.
- To get permission from anyone that is featured in any photos or videos that are taken at your event.
- To be considerate of the environment – reduce, reuse and recycle wherever possible. Please note we ask that you do not organise a balloon or sky/water lantern release as part of your event.
- To pay in all money raised offline (e.g. via sponsorship forms or collection boxes) as soon as possible, but certainly within 30 days.
- To be responsible for managing risk, organising insurance and obtaining relevant permissions for all aspects of your fundraising activities.
Please note: if you’re holding an event or putting up signs in a public place, you must get permission from the local authority or property owner first. - If you’re aged under 18, you must have your parent or guardian’s permission to fundraise. In certain circumstances we may request proof of written permission.
* All promotional materials for your activities should state that it is organised in aid of Encephalitis International – you can use one of our templates/resources or use the following text:
Supporting Encephalitis International, registered Charity and Company Limited by Guarantee. Registered in England and Wales No. 04189027. Registered Charity No. 1087843. Registered Charity in Scotland: SC048210.
Encephalitis International’s name and logo must not be used for any other purpose.
Fundraising resources – including posters & social media banners
In the UK, running a raffle, sweepstake or tombola is seen as a form of lottery and gambling by the Gambling Commission and you must follow certain laws and adhere to restrictions.
The easiest way to avoid needing a licence is by running an ‘incidental lottery’, which works well for the majority of fundraisers’ raffle, sweepstake and tombola activities. The incidental lottery restrictions state:
- The lottery (raffle, sweepstake or tombola) can’t be the main reason for holding the event. It must take place alongside a commercial or non-commercial one-off event, for example: a fete, fair, quiz night, coffee morning, concert, etc.
- Tickets can only be sold at one location (in person, not online) and while the event is taking place. Tickets must be physical, for example, you could use cloakroom tickets or print your own.
- Deductions for expenses must not exceed £100 and deductions for prizes must not exceed £500.
You can read all the guidance concerning incidental lotteries here.
Anyone who wants to hold a public charitable collection – collecting money from the public for charitable purposes in a public place, e.g. a street collection, or by going door-to-door – must have permission from the local authority in which they plan to hold it.
If you don’t have the right permissions, you could face a fine.
There is additional guidance relating to collections here, from the Fundraising Regulator.
