Setting up a fundraising challenge can be an exciting and rewarding way to support a cause, whether it’s for a local charity, a school project, or an informal community initiative.
However, before you dive into the planning and organising, it’s important to address the insurance and legal considerations to ensure everything runs smoothly and safely. Taking these steps not only protects your participants but also helps avoid any potential legal issues down the road.
In this article, we’ll break down the key insurance and legal considerations for different kinds of groups, from informal community gatherings to formal charity events. With the right planning and precautions, you can ensure your event is both successful and stress-free.
The basics of event insurance
Event insurance is crucial for any fundraising challenge, as it covers a range of potential risks such as injuries, property damage, or even event cancellation due to unforeseen circumstances like bad weather. The type of insurance you’ll need depends on the size, scope, and nature of your event, but generally, the main types of insurance to consider include:
- Public liability insurance: This covers you in the event that someone is injured or their property is damaged during your event. It’s especially important if your event is open to the public or involves physical activities.
- Employers’ liability insurance: If you’re hiring staff or engaging volunteers in your event, you’ll need this insurance to cover injuries that may happen while working.
- Event cancellation insurance: If your event needs to be cancelled due to external factors, such as extreme weather, this insurance can help mitigate financial losses.
Make sure to contact an insurance provider who specialises in event insurance to discuss your needs and get the right coverage for your fundraising challenge.
Informal community group
For smaller, informal groups like local community teams or social clubs, event planning may be more relaxed. However, even small-scale events need to consider safety and liability issues.
Key points to consider
- Public liability insurance: Even if your event is small, having public liability insurance is essential. It’s particularly important if your challenge involves physical activities like running, cycling, or sports, where the risk of injury may be higher.
- Permission from local authorities: If you plan to hold your event in a public space, such as a park or on the streets, you may need to seek permission from your local council. Check whether you need a permit and if there are any health and safety regulations to follow.
- Risk assessment: A simple risk assessment can help identify any hazards associated with your event and allow you to put in place safety measures to mitigate those risks.
While your event may be informal, taking the time to address these legal considerations can help ensure that everything goes smoothly and safely.
Family and friends
If you’re organising a fundraising challenge for friends and family, such as a sponsored run, bake sale, or charity walk, the event might feel more personal, but it still requires attention to safety and legal aspects.
Key points to consider
- Public liability insurance: Even for family-friendly events, having public liability insurance is a good idea, especially if you’re inviting people outside your immediate circle or holding the event in a public space.
- Parental consent for minors: If your event includes children, make sure you have parental consent forms. These should cover any risks involved in the activity and provide emergency contact information for minors.
- Health and safety: Consider whether the activity is suitable for all ages and fitness levels. If it involves a physical challenge, make sure participants are aware of the risks and any safety precautions in place (e.g., medical support).
The focus of family and friend events is often fun and community spirit, but it’s important to ensure everyone stays safe and that you have the necessary insurance in place to cover any eventualities.
Schools and educational organisations
For schools organising a fundraising challenge, whether it’s a sponsored walk, fun run, or charity quiz night, there are more formal legal considerations, especially if students are involved.
Key points to consider
- Health and safety regulations: Schools have a duty of care to students and must ensure that the event meets health and safety standards. This includes conducting a risk assessment and making sure that activities are age-appropriate.
- Insurance coverage: Check whether your school’s existing insurance policies cover the event, or whether you need to purchase additional coverage. For example, you may need separate public liability insurance if you’re holding the event in a public space.
- Parental consent forms: Schools need to get written consent from parents for students to participate in fundraising events, particularly for physical activities. The consent form should detail the risks involved and provide emergency contact information.
- Safeguarding: If the event involves vulnerable individuals, such as children or people with disabilities, ensure you have safeguarding measures in place, including adequate supervision and trained staff or volunteers.
In a school setting, these considerations are vital to ensure the safety and well-being of all students while complying with legal and regulatory requirements.
Charity organisations
For established charity organisations, setting up a fundraising challenge might be more complex, especially if it involves large numbers of participants, professional event staff, or high-risk activities.
Key points to consider
- Charity status and regulations: Ensure your charity is compliant with charity regulations, including fundraising rules set by the Charity Commission or other relevant authorities.
- Insurance: As a charity, you may already have general liability coverage, but make sure it extends to any events you organise. If the event involves physical challenges or outdoor activities, you may need additional coverage.
- Risk assessments: Charity events, particularly large ones, need a thorough risk assessment to address potential hazards. This includes considering weather conditions, crowd control, first-aid services, and evacuation procedures.
- Data protection: As a charity, you must ensure you handle participant data in accordance with data protection laws (GDPR). This includes keeping personal data secure and only using it for the purposes consented to by participants.
Charity organisations often deal with larger-scale events, so it’s essential to ensure you’re legally sound in every aspect of the planning process.
Final thoughts
While organising a fundraising challenge is a fantastic way to raise money for a cause, it’s important to take the necessary steps to ensure that everything is legally compliant and that participants are protected.
Whether you’re organising a small community gathering or a large charity event, the key is to address insurance and legal requirements early on. By doing so, you’ll create a safe, enjoyable experience for everyone involved, while also protecting yourself from any potential legal issues.