Raising Futures Kenya work with many volunteers who choose to fundraise in support of the charity. In order to protect both these volunteers and the charity, we ask that everyone who chooses to fundraise for Raising Futures Kenya commits to abiding by this code of conduct.
When fundraising for Raising Futures Kenya you must adhere to the following ethical principles:
All requests for funds:
Will be truthful
Will accurately describe the charity’s work
Will accurately describe the intended uses and destinations of the donation and any benefit to the fundraiser. For example, explaining the 50:50 ratio for donation to trip costs if undertaking an international challenge event
Will not encourage unrealistic expectations of what the gift will achieve
Spending on fundraising and administration will be kept as low as is cost-effective
All requests for funds will respect the dignity and privacy of those who may benefit from the donation and the dignity and privacy of potential donors
Fundraisers will make clear that they are an appointed officer fundraising on behalf of the charity
Fundraisers will not be over-persistent
Fundraisers will disclose any conflicts of interest that may arise
Permissions will be obtained when required – for example street collections will only be held if a permit is obtained by the relevant council and licenses will be obtained when need to be obtained for activities such as the public selling of alcohol, food and drink, busking, extended hours in a venue and TV or film screening
All money collected in the name of Raising Futures Kenya must be transferred to Raising Futures Kenya straight away.
Keeping Safe and Legal
The following is a list of the key things you need to do to make sure your fundraising safe, legal and successful. This list gives guidance on best practice, but it is not exhaustive and Raising Futures Kenya accepts no liability for third party activities and events.
1. First Aid Required at Events
You need to consider First Aid requirements if you organise an event. You can get advice from a professional medical authority like St John’s Ambulance or Red Cross about what type of First Aid to have at your event. Things to think about include:
The number of people
Type of event and risk involved
Type of people, including their ages
Location and type of venue
How long the event lasts
What is the weather likely to be like
How near is it to local medical facilities
What experience you have of similar events
What welfare and first aid facilities are at the venue
2. Venue for Events
If you organise an event, you should do a site visit of your venue to do a site plan and to assess risks for the event. If your event involves the public you will need to have Public Liability Insurance – always request guidance from Raising Futures Kenya about insurance prior to the event taking place.
You need to think about:
If the venue has public liability insurance which will cover your event
Locations of all the fire exits
Securing of wires, cables and equipment
Mapping out where the entertainment will be
If handing out hot drinks, how will this be done safely
3. Weather Implications
If you organise an event outside, you need to think about what would happen in adverse weather conditions to keep everyone safe. Think about:
Securing equipment e.g. marquees, gazebos, signs to avoid loss of control in high winds
Considerations if having electronic equipment outside e.g. how will it be protected by rain, how will it be moved safely in adverse weather
4. Children at your event
If you organise an event make sure children are properly looked after and have permission to take part from a parent or guardian.
Adults looking after children should have carried out appropriate checks. See the Government’s Disclosure and Barring Service (DBS) (https://www.gov.uk/government/organisations/disclosure-and-barring-service) for information for more guidance.
You also need to think about where their activities will be i.e. away from any wires, plugs, hot water facilities, electrics etc.
Some activities require a licence, such as:
Alcohol or entertainment, including recorded music
Holding a raffle, lottery or auction
Doing a public money collection
Putting up banners or signs in public areas
Flyering in public areas
This list doesn’t cover everything, you should contact your local authority to check which licences you will need.
6. Food hygiene
The Food Standards Agency (http://www.food.gov.uk/science/#.UXbN1qIdZQE) provides guidelines for preparing, handling and cooking food. If you are using a caterer you need to make sure they have a Food Hygiene Certificate and Public Liability Insurance.
7. Public Collections
If you organise and/or take part in public collections you must do the following:
7.1. Always make sure you stay safe whilst collecting by:
Having at least two people present when money is being handled and counted
Always collect cash using a secure container displaying Raising Futures Kenya’s logo and charity number
When carrying money around take care, use common sense and always use a safe, well-lit route
If you are confronted by someone demanding the money, do not put up a fight, hand them the money straight away and then call the police
Send the funds to the charity as soon as possible to avoid leaving large amounts of money unprotected
7.2. If you are collecting money in a public place, you must get permission from the relevant authority:
To collect in the street you need a licence from the local authority, which will have some rules for your collection
Door-to-door collections are illegal without a licence. Again, you need to contact your local authority to apply for one
To collect on private property, such as a shopping centre, you need permission from whoever owns the property.
Once you have got permission, you must then check and comply with the terms of each public collection you undertake, as these will vary depending on who has given you the permission (for example, different local councils have different rules about street collections).
7.3. All funds donated at public collections must be used exclusively for the charity donation proportion of your fundraising target
7.4. Public collections cannot be used to comprise more than half of the fundraising total
8. Handling money at events
When handling money at fundraising events:
Where possible have two people around when money is being handled and counted
Collect cash using a secure container e.g. a sealed container for a collection or a secure cash box for change
When carrying money around take care. Always use a safe route and always be with someone and/or carry a personal alarm
If you are confronted by someone demanding the money, do not put up a fight, hand them the money straight away and report the matter to the police
Send the funds as soon as possible to Dig Deep to avoid leaving large amounts of money unprotected (e.g. in your house)
9. Selecting suppliers
If you use external suppliers for equipment or services at an event, make sure you use a reputable company. Ask to see a copy of their Public Liability Insurance and risk assessment, If anything looks unsafe on the day, do not use the equipment or stop the activity.
10. Risk Assessments
If you organise an event, you need to undertake a risk assessment. This means looking at what could cause you or your participants harm and checking you’ve taken the necessary precautions to prevent this from happening.
The Health and Safety Executive (HSE) recommends five steps to risk assessment:
Step 1: Identify the Hazards – First you need to work out how people could be harmed
Visit for practical guidance on where hazards may happen and how to control them
Walk around the event area and see what could be a risk
Ask advice from the manager of the venue or friends/family to see if you’ve missed anything
If you’re using any sort of equipment then check instructions for warnings on hazards
Step 2: Decide who might be harmed and how – For each hazard think about who could be harmed and decide how best to manage the risk.
Identify different groups of people rather than individuals e.g. suppliers, fundraisers, volunteers, attendees at event
Think about how each group may be harmed e.g. volunteers from lifting heavy equipment
Remember that some groups have different requirements e.g. children, pregnant women and disabled people
Remember to think about the set up and close down of your event as well as the event itself
Step 3: Evaluate risks and decide precautions – Once you’ve spotted your hazards, you need to decide how you’d mitigate them. The law requires that you take reasonable steps to protect people from harm.
Consider how you can remove the hazard completely or otherwise take controls to minimise the risk. Apply the principles below:
Eliminate the risk
Try a less risky option
Isolate the hazard
Reduce exposure to the hazard
Issue protective equipment
Provide welfare facilities
Step 4: Record findings and implement them – Use a risk assessment template and keep it simple. E.g. Hazard: tripping over wires. Control: Move wires to isolated area where people don’t walk.
Checks to be made. You need to show that:
You’ve done a thorough check of hazards
You’ve considered who hazards could harm
You’ve controlled all significant hazards
The risk of hazards is now low
Step 5: Review assessment and update if needed – Events may change later in the planning or on the day so you need to make sure you review the risk assessment regularly and make any changes to hazards that you need to.