How to keep it safe and legal

Your guide to safe and legal fundraising

We're here to help you make your fundraising journey both successful and secure. While fundraising should be enjoyable and rewarding, keeping everyone safe and following the right legal requirements protects both you and the people you're helping. A little planning at the start makes all the difference to your fundraising success.

This guide covers the essential charity fundraising legal requirements you need to know, but we encourage you to check with your local council to ensure you've covered everything specific to your area.

 

Getting the Right Permissions

Public events need proper approval
Before holding any fundraising event in a public space, you must get permission from your local authority or the landowner. This is one of the most important fundraising rules and regulations to follow.

Involving children safely
If children are helping at your event, you'll need written parental permission. Anyone under 18 must also get permission from a parent or guardian before they can raise money for Shine.

 

Licensing Requirements

We recommend checking with your local authority about any special licences you might need. These could include public entertainment licences, collection permits, or alcohol licences, depending on your event type. Understanding these charity fundraising safety guidelines early helps everything run smoothly.

 

Food Safety at Fundraising Events

Whether you're selling homemade cakes or hosting a dinner, food safety laws apply to all charity events. Following proper food hygiene procedures keeps everyone safe and protects your fundraising efforts.

Check food.gov.uk or contact your local council for specific food hygiene regulations that apply to your event.

 

Raffles and Tombolas

These are wonderful ways to raise funds, but collecting donations legally in the UK requires understanding the rules first.

For small raffles held on the day of your event, you don't need a licence if all ticket sales and the draw happen during the main event. This applies even if your event runs for several days.

Remember that tickets must be sold at the same price with no discounts. For the latest raffle rules and regulations UK guidance, visit the Chartered Institute of Fundraising or the Gambling Commission.

 

Collection Guidelines

Age restrictions for safety
Children under 16 cannot legally collect money for charity in public places. This important safeguarding measure protects young fundraisers.

Collection etiquette
You must not rattle or shake collection tins or buckets to draw attention. Contact us for the materials you need, including collecting tins and buckets.

 

Insurance and Risk Assessment

Although we're here to support you, we cannot accept liability for your fundraising events. If your event involves members of the public, charity event insurance UK coverage through public liability insurance is essential. Many venues already have this coverage, so do ask.

For home events, check if your existing insurance covers fundraising activities. For events on private property, ask the owner about their insurance coverage.

Conducting a fundraising risk assessment
Identify potential hazards and assess risks at your event. This planning step helps keep everyone safe and your fundraising on track.

 

First Aid Preparation

For events with large crowds or physical challenges, ensure you have appropriate first aid support in place. St John Ambulance or the British Red Cross can provide guidance on what's needed for your specific event.

 

Photo Consent and Data Protection

Getting proper consent
If you plan to take photos of other people, get their consent first. For photos of children, you must get consent from a parent or guardian.

Data protection for charity fundraising
Keep records of everything you do, but remember you cannot keep people's personal contact information without their permission. This protects both you and your supporters.

 

Handling Money Safely

Secure money management
For your own protection, count collected money with another person present and have them verify the total amount raised. Ask people making donations by cheque to make them payable to Shine rather than to you personally. Keep any cash donations in a secure place and bank them as soon as possible.

Supporting Young Fundraisers
Children can participate in fundraising in many ways, from attending events to taking initiative with their own activities. However, any fundraiser under 18 must have permission from their parent or guardian before starting.

Adult supervision requirements
Children must not do the following without adult supervision:

  • Sell raffle tickets
  • Carry out house-to-house collections
  • Get involved in events involving alcohol or gambling

JustGiving and online safety
If using JustGiving, children under 18 making donations or creating fundraising pages must do so under direct adult supervision.

 

Safeguarding Charity Fundraising Events

Protecting vulnerable supporters
Sometimes you may meet someone who could be vulnerable or needs additional support to make a decision. You must be aware of these risks and know what to do if you're concerned about someone's circumstances.

If you believe someone cannot make an informed decision about donating, you must:

  • Not accept the donation
  • Return a donation if it's already been made
  • Avoid approaching the person for further donations while they're unable to make informed decisions

During the donation process

  • Make your fundraising information clear and accessible
  • Always treat donors fairly, considering any additional needs they have
  • Never pressure someone into making a donation
  • Stay alert to signs that someone may be confused or vulnerable
  • Be careful not to take advantage of mistakes by donors
  • Avoid exploiting donors' lack of knowledge or need for support
  • Respect when someone clearly indicates they don't want to speak with you

 

Getting Support

We understand that legal fundraising advice can feel overwhelming, but you don't have to navigate this alone. If you're unsure about anything or need help with public fundraising safety tips, please contact us:

For information on Shine's safeguarding policy for children or vulnerable adults, please refer to our safeguarding policy.

Remember, following these guidelines isn't just about meeting legal requirements – it's about creating positive, safe experiences that help us continue supporting families in the Shine community. Your careful planning makes a real difference to the lives we can touch together.