Getting your chosen charity involved in your challenge can transform your fundraising from good to exceptional. Most charities are delighted to support grassroots fundraising efforts, but they need to know you exist first. Here’s how to build a relationship that benefits everyone.
Before you make contact
Do your homework
Before reaching out, spend time understanding:
- The charity’s current campaigns and priorities
- Recent projects they’ve completed
- Their typical communication style and tone
- How they work with other fundraising groups
- Their social media presence and messaging
Get your facts straight
Have clear details about:
- Dates of your challenge
- Expected number of participants
- Your fundraising target and timeline
- What support you’re looking for
- Your group’s background and motivation
Choose the right person
Most charities have specific contacts for:
- Community fundraising
- Events support
- Partnership development
- Local area coordination
Check their website or call their main number to find the right person rather than emailing generic addresses.
Making first contact
Lead with your passion, not your ask
Start by explaining:
- Why you chose their charity specifically
- What motivated your group to take on this challenge
- How the challenge connects to their work
- Your genuine commitment to their cause
Be specific about your plans
Share concrete details:
- “We’re a group of 15 Muslim women planning a physical challenge on [date]”
- “We’re aiming to raise £2,000 through sponsored participation”
- “The challenge simulates some of the hardships faced by refugees”
- “We’d love to learn more about how our funds could best support your work”
Ask for their guidance
Rather than just asking for support, ask for their expertise:
- “What projects could our target amount best support?”
- “Are there specific areas where grassroots fundraising is most helpful?”
- “How can we help raise awareness alongside raising funds?”
What charities can offer you
Materials and information
Most charities can provide:
- Branded fundraising materials and logos
- Information sheets about their current work
- Statistics and stories you can share with supporters
- Social media content you can adapt and share
Platform support
Many offer:
- Featured fundraising pages on their website
- Social media promotion of your challenge
- Inclusion in their newsletters or communications
- Professional photography for your promotional materials
Educational support
Some can provide:
- Speakers for your pre- or post-challenge gatherings
- Educational materials about refugee issues
- Connections to beneficiaries who can share their stories
- Expert knowledge to deepen your understanding
Recognition and celebration
Charities often offer:
- Certificates or awards for significant fundraising
- Invitations to charity events or celebrations
- Recognition in their annual reports or publications
- Opportunities to see their work firsthand
Building the relationship
Start small and build trust
- Deliver on your initial commitments
- Communicate regularly with updates
- Be flexible if they can’t provide everything you’d like
- Show appreciation for any support they do offer
Make it mutually beneficial
Think about what you can offer them:
- Authentic stories from your community
- Access to networks they might not otherwise reach
- Fresh perspectives on their messaging
- Enthusiastic ambassadors for their work
Keep them in the loop
Regular updates help maintain engagement:
- Progress reports on your fundraising
- Photos and videos from your preparation
- Participant stories and testimonials
- Final results and impact celebration
Common requests and how to frame them
For promotional support
“We’d love to feature your charity properly in our materials. Could you provide your logo and any key messages you’d like us to include?”
For educational materials
“Our participants are really interested in understanding more about refugee experiences. Do you have any materials or speakers who could help us connect our challenge to the real issues?”
For impact information
“Our supporters want to understand exactly how their donations will help. Could you share some specific examples of what different amounts achieve?”
For event participation
“We’re planning a celebration dinner after our challenge. Would anyone from your charity be able to join us to speak about your work?”
Setting expectations realistically
What’s reasonable to ask for
- Information and educational materials
- Use of their logo and branding
- Social media support (sharing your posts)
- Information about fund usage and impact
What might be harder to get
- Financial contribution to your event costs
- Staff time for significant event participation
- Custom materials created just for your group
- Detailed reporting on exactly how your specific funds are used
What’s probably not available
- Insurance coverage for your event
- Professional event management support
- Significant staff time for planning assistance
- Financial guarantees or underwriting
Managing the ongoing relationship
Communicate regularly but don’t overwhelm
- Monthly updates during your preparation period
- Weekly updates in the final month before your challenge
- Real-time updates during your challenge (if appropriate)
- Follow-up reports after your event
Be professional but personal
- Keep communications friendly and enthusiastic
- Meet deadlines and respond to their questions promptly
- Be honest about challenges or changes to your plans
- Show genuine interest in their work beyond your specific fundraising
Think long-term
- Consider how this relationship might continue beyond your current challenge
- Explore opportunities for ongoing partnership
- Introduce other community members who might be interested
- Stay engaged with their work even after your fundraising is complete
When things don’t go as planned
If they can’t provide what you hoped for
- Understand that charities have limited resources
- Ask if there are alternatives they can offer
- Focus on what they can provide rather than what they can’t
- Maintain your enthusiasm for their cause
If communication is slow
- Remember that charity staff are often overwhelmed
- Try different contact methods or people
- Be patient but persistent
- Consider the timing of your requests (avoid their busy periods)
If your plans change
- Inform them as soon as possible
- Explain the reasons and any impact on fundraising
- Ask if there are ways to adapt their support
- Maintain the relationship even if this particular challenge doesn’t work out
Making the most of their support
Use their materials effectively
- Include their logo prominently on your fundraising materials
- Share their key messages alongside your own story
- Use their suggested language and terminology
- Credit them clearly in all your communications
Amplify their social media
- Share and comment on their posts
- Tag them in your fundraising updates
- Use their preferred hashtags
- Create content that they’ll want to share
Connect their work to your story
- Explain how your challenge relates to their mission
- Share specific examples of what donations will achieve
- Help your supporters understand the charity’s broader work
- Create bridges between your participants and their beneficiaries
Following up after your challenge
Provide a proper report
Include:
- Total amount raised and timeline for transfer
- Number of participants and supporters engaged
- Key moments and stories from your challenge
- Impact on awareness and community engagement
- Photos and testimonials from participants
Maintain the connection
- Share updates on how your participants stayed engaged
- Forward any ongoing support or interest from your community
- Invite them to future events or challenges
- Continue following and supporting their work
Celebrate together
- Invite charity representatives to your post-challenge celebration
- Share their speakers or materials with your community
- Create opportunities for ongoing education and engagement
- Recognise their support publicly and appropriately
The bigger picture
Remember that your relationship with the charity extends beyond just this one fundraising effort. You’re building bridges between your community and important causes, creating ongoing opportunities for education and action, and demonstrating the power of grassroots activism.
A good relationship with your chosen charity can:
- Enhance your current fundraising significantly
- Create opportunities for future partnerships
- Educate your community about important issues
- Inspire others to take similar action
- Build long-term support for vital causes
Take the time to build these relationships properly, and you’ll find that both your fundraising and your community’s engagement with important causes will be much stronger and more sustainable.