Fundraisers are a great way for charities and other not-for-profit associations to raise much needed funds to allow the organisations to provide many of the support services they are so good at providing.
Without them, our society wouldn’t be the good place it is. So many disadvantaged people benefit from the work of these organisations in Guernsey and they provide much needed support and in-fill services for the work of our government.
Fundraising events can be so worthwhile to attend, leaving those who support them with a good feeling that they have supported an event which will make a positive impact on our community and they can be great fun to attend or take part in too.
And that is the effect fundraising for good causes should have. But sometimes things go wrong and people get hurt – physically and, sometimes, mentally. Those injuries can last a long time, occasionally, a lifetime. And these days, people who suffer such mishap can be inclined to sue for compensation, especially if the injury is long-lasting and debilitating. If death occurs, the dependants of the deceased will need to seek compensation too.
So it is important, whenever you arrange an event, that you take a few minutes to think through the event and take sensible precautions to prevent accidents from occurring. And mitigate the effects if they occur.
And don’t forget to have some liability insurance in place to protect you/the fundraiser against any action brought by an employee or volunteer or by any member of the public attending a fundraising event (or affected by it e.g. neighbours).
Pre-event planning
Before hosting an event, the fundraiser should:
Define the event’s purpose and objectives
Choose a suitable venue, considering accessibility and capacity and its suitability for the activities planned (remember the needs of disabled people)
Obtain necessary permits, permissions and approvals
Develop a comprehensive risk assessment and contingency or emergency plan. Here is a form you could use to help you: gov.gg/chttphandler.ashx?id=107112&p=0
Ensure adequate insurance coverage (remember, compensation claims could exceed £1m.)
Event checklist
To ensure a safe environment:
Conduct a well thought-through risk assessment for the event well in advance thinking about planned activities
Provide clear signage and instructions
Ensure adequate staffing, marshals and supervision will be in place throughout an event
Have a first aid kit and trained personnel on site
Establish an emergency response plan to operate should something go wrong.
When serving food and drink:
Follow food safety guidelines and our law (ideally engage professional caterers to provide and serve food and other refreshments)
Ensure proper food handling and storage
Provide clear labelling and allergen information
Consider alternatives for dietary needs
For activities and attractions:
Ensure any equipment provided is safe and well maintained
Provide clear instructions and supervision
Set age and height restrictions where necessary
Have a plan for poor weather
To maintain a positive reputation:
Be transparent about the cause and finances
Ensure donations are used effectively
Respect supporters’ boundaries and preferences
Provide a safe environment for volunteers and staff too
Some additional considerations
You may like to consider the following as well:
Data protection: Comply with GDPR when collecting attendee information; have a data protection plan.
Alcohol licensing: If serving alcohol, check Guernsey’s licensing requirement
Noise regulations: Consider noise restrictions, especially for evening events
Waste management: Plan for waste disposal and recycling
Local resources
Support and guidance can be provided by:
Guernsey Health & Safety Executive (HSE) – there is lots of helpful information at gov.gg/eventsafety – please read it.
HSE has also prepared a specific event safety guide to risk assessment – this should be read at gov.gg/CHttpHandler.ashx?id=104282&p=0
Guernsey Police: event planning and safety advice.
Guernsey Fire and Rescue: fire safety guidance.
States of Guernsey: event permits and regulations.
Association of Guernsey Charities: charity.org.gg.
I hope lots of money can be raised this summer for the many worthwhile causes in Guernsey which deserve our support.
And I hope fundraising can be done safely and well. But if things don’t go to plan, have a plan of how you will act ready to operate.
Look ahead, carry out a written risk assessment and keep a copy for future reference (they can be valuable in defending yourself if something goes wrong).
Finally, thank you so much to all who organise fundraising events and to all who support them.
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