This guidance is part of a series of resources produced by the Fundraising Regulator and the Chartered Institute of Fundraising that aims to support charities and other fundraising organisations to be able to return to fundraising activities in a responsible way. By responsible fundraising we mean fundraising that is carried out in a sensitive and safe way, in-line with the Code of Fundraising Practice (the code) and current UK Government advice on coronavirus. See guidance from England, Scotland, Wales and Northern Ireland..
Requirements may also differ across the UK. You should always check the relevant guidance for the area in which you are fundraising and apply it to your fundraising activity, especially as guidance is likely to evolve over time.
Before reading this guidance, read our over-arching COVID-19 guidance which includes what you should consider when adapting the way your organisation fundraises.
This guidance sets out a framework to aid good decision making and ensure responsible fundraising. It is intended to highlight relevant government regulations and advice (please see ‘guidance to read’ below) and identify additional considerations that organisations need to think about as they plan community fundraising events. In any instance where there is any contradiction between this guidance and government guidance, government guidance takes precedence.
As the guidance is about responsible decision-making and planning, rather than a complete ‘how to manual’ for every single type of community and events fundraising activity, the guidance should be read and considered as part of your strategic decisions and future planning for community and events activity generally.
We use the terms ‘community fundraising events’ or ‘events’ throughout this guidance. We use these terms to cover the full range of charitable fundraising activities. The range of community and events fundraising is too wide and varied to be able to provide specific guidance for each type of activity (for example, sponsored runs, challenge events, quiz nights, summer fetes). Instead, as our approach is to provide a framework for key considerations and planning, this means it should be able to be applied to any community or events fundraising activity.
It is the responsibility of individual organisations and their trustees to apply this guidance to their fundraising activity, so that the safety and wellbeing of fundraisers and the public are protected and any reputational risk to the charity is considered. Failure to comply with the law could lead to fines being issued, the reputation of the charity being damaged, and the health of attendees being put at risk. Therefore, it is essential that these decisions are properly managed and with appropriate oversight from the trustees.
As lockdown restrictions are phased out in each UK nation, it is crucial that any planned fundraising event or community activity only takes place in a way that is consistent with the national restrictions and guidance .
For information on national restrictions and plans for easing lockdown, go to Government guidance for England, Scotland, Wales and Northern Ireland
In England, specific reference to the return of some charity fundraising events at stages of easing lockdown restrictions are set out here.
There are a number of points you should consider as you work across the stages or phases of lockdown easing. These include:
- The ‘earliest from’ date that the event could happen (recognising that these dates could change)
- Whether the event is outdoors or indoors, and the different restrictions and risk control measures that apply to each (for example, ventilation and attendance numbers);
- The number of people that could attend or be present at the event (this may be set at a maximum number such as 30, or related to the capacity of a venue, for example up to 50% of potential capacity);
- The type of event that could be permitted (what activities are not subject to restrictions and deemed safe, such as sports);
- All relevant Covid-secure measures that would need to be in place (for example, hand-washing, sanitiser face coverings);
- Social distancing measures (for example, the 2-metre rule, or limits on numbers of people in separate groups).
In addition to working in line with relevant national guidance on easing lockdown restrictions in the months ahead, there are some key questions for fundraising organisations to consider as part of the decision-making process on planning for future events. These can help you decide whether you are ready to put the event on and ensure you are confident you can do so in a safe and responsible way:
- Have you undertaken a suitable and sufficient risk assessment for your fundraising plans, addressing all relevant issues and setting out procedures to ensure that any activity can happen in a safe way?
- Have you consulted your fundraising teams, and any relevant partners, to ensure that your teams, fundraisers, and volunteers are confident in knowing how to run the events safely and that they have the right training, equipment, and time to prepare?
- Have your plans to return to community and events fundraising been made following discussions with all relevant teams, and that decisions have been made with contribution from senior teams/trustees as appropriate?
- Have you considered the public mood and the likely appetite and reception from your supporters/participants/attendees for this type of activity? Have you assessed the interest of your supporters in attending or participating in the event you have in mind?
- Have you discussed your plans with the venue/site where you are planning to put onyour event to make sure that it is appropriate for the activity planned and that allnecessary preparatory health and safety steps can be taken? Have you seen the relevant procedures and risk assessments they have in place?
- Have you planned your event with flexibility in mind? Have you put in place contingency measures if you need to cancel, postpone, or adapt your activity? How would you communicate any changes to supporters?
- Do you have appropriate insurance cover as needed for the activity?
- How will you ensure that you are aware of any new and updated guidance (for example, on social distancing) is incorporated into the planned activity?
For all fundraising events, obligations under wider health and safety legislation continue to apply, for example requirements to carry out risk assessments. Event organisers should also take all reasonable measures to limit the risk of transmission of coronavirus in line with the risk assessment carried out and ensure they follow the latest government guidance which is relevant to their event. HSE has details of how to complete a risk assessment here. You must share the results of your risk assessment with your staff and volunteers. If possible, you should consider publishing the results on your website (and we would expect all businesses with over 50 workers to do so).
Guidance which can help you plan for a safe and responsible return to community and events fundraising includes:
- The latest advice and guidance from each national Government, in England, Scotland, Wales and Northern Ireland, and any local restrictions that are in place
- Any guidance that is set out specifically for the VCSE (voluntary, community and social enterprise) sector
- The Fundraising Regulator’s and Chartered Institute of Fundraising’s over-arching COVID-19 guidance which includes what you should consider when adapting the way your organisation fundraises. Other guidance in this series covers: cash collections, and public fundraising (including door-to-door, street and private site fundraising). You should also ensure your event is in line with the Code of Fundraising Practice
- Guidance which covers a range of business and working environments, including zoos/aquariums, exhibitions, conferences and provides a framework for decision-making and key considerations for thinking about putting on events and keeping work environments safe. The UK Government has published guidance on ‘the visitor economy’ for use in England and similar guidance is available for Wales, Scotland, and Northern Ireland
In addition to this if you are organising:
- An outdoor event, see ‘Annex A’ of the ‘the visitor economy’ guidance. Additional guidance is available from the Events Industry Forum;
- A sport’s based fundraising event: additional guidance is available here;
- A performing arts’ based fundraising event: additional guidance is available here.
Community fundraising events can be held in a variety of places. You may also like to consult the following guidance depending on where you are planning to hold your event:
In England, there is a legal requirement for venues and premises to record contact details of their customers, visitors and staff.
You must ask every customer or visitor to scan the NHS QR code using their NHS COVID-19 app or provide their name and contact details, not just a lead member of the group. This is to ensure everyone receives the necessary public health advice in a timely manner.
Hospitality facilities (including restaurants, cafes or bars within other types of venue) are legally required to refuse entry to those who refuse to check in or provide their contact details.
If this applies to your facility, you need to keep these records for 21 days and make them available when requested by NHS Test and Trace or local public health officials, to help contain clusters or outbreaks.
You must also display an official NHS QR code poster so that customers and visitors can ‘check in’ using this option as an alternative to providing their contact details.
This is a legal requirement and failure to comply is punishable by fines.
You can find more information in the guidance on NHS Test and Trace.
What you must do:
- Ask every customer or visitor to provide their name and contact details.
- Keep a record of all staff working on your premises and shift times on a given day, and their contact details.
- Keep these records of customers, visitors and staff for 21 days and provide data to NHS Test and Trace if requested.
- Display an official NHS QR code poster, so that customers and visitors can ‘check in’ using this option, as an alternative to providing their contact details. However, you must still have a system to collect (and securely store) names and contact details for those who do not have access to a smartphone.
- Ensure you manage this information in line with data protection regulations.
You can find out more about these requirements in the guidance on NHS Test and Trace.
Lateral Flow Device (LFD) tests can be taken in two ways:
- An assisted test is where the person takes the test themselves under the supervision of a trained operator, and this operator processes the test, reads and reports the result.
- A home (self-reported) test is where a person takes the test by themselves and reads and reports their own result.
If your assisted LFD test result is positive
If your Lateral Flow Test was an assisted test, you must self-isolate immediately. You could be fined if you do not do this. You may be entitled to a one-off payment of £500 through the NHS Test and Trace Support Payment scheme if you are required to self-isolate.
You should also take a follow-up PCR test as soon as possible. If you fail to take one within the next 2 days, you and your contacts may need to isolate for the full 10 days whatever the follow-up result.
Whilst waiting for your follow-up PCR test result you and your household members should follow this guidance. If you take the PCR test within 2 days of the LFT and receive a negative result, you and your household can stop self-isolating. However, you and your household must continue to self-isolate if:
- this PCR test result is positive
- you choose not to take a follow-up PCR test
- you receive a negative PCR test result but the test was taken more than 2 days after the LFT.
It is important to book your follow-up PCR test as soon as you can following your positive LFT result.
If your home (self-reported) LFD test result is positive
If your LFT was taken at home (self-reported), you should self-isolate immediately. You and your household members should follow all this guidance. You should also take a follow-up PCR test as soon as possible. If the follow-up PCR test result is negative, you and your household contacts can stop self-isolating.