Machu Picchu Challenge

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1 St Luke s Hospice Plymouth Reg Charity No Machu Picchu Challenge A trek through the Andes for your local hospice Fundraising Pack 2014 Machu Picchu Challenge 2014 Ideas and help to guide you through fundraising Join us on For more information events@stlukes-hospice.org.uk

2 Welcome This Fundraising Pack contains all the information you will need to fundraise for your challenge and help support St Luke s Hospice, with some great ideas to kick start your fundraising! Welcome and thank you for choosing to support St Luke s by taking part in this year s Overseas Challenge... This guide is designed to inspire you to raise funds to help us keep providing our services, free of charge, to the local community. By raising money you ll be helping us care for more than 3,500 patients a year, giving support to both patients and their loved ones during what can be a very difficult time. We hope that you ll find these ideas helpful to make your fundraising as easy as possible. We ve also included an introduction to online fundraising to help you make the most of your friends on the web! The most important thing to remember is to HAVE FUN! Fundraising is hard work, but it s a great way to make friends and feel a real sense of achievement. Humantay Glacier Lake 2

3 Why We need your help At St Luke s our vision is a community, where no person has to die alone, in pain or in distress. We aim to make this possible in several ways; through our community nursing team who travel throughout the city caring for people in their own homes, through our hospital team who ensure any patients admitted to Derriford Hospital receive expert specialist care, through our in patient unit where patients can stay with us for bespoke pain relief and through our day hospice which offers a haven for patients and carers. Our specialist staff includes Doctors, Nurses, Social Workers and Therapists who are all trained in specialist end of life care. The aim of all of our teams is to provide the highest quality care to alleviate pain and distressing symptoms, offering practical, emotional and spiritual support to patients, their families and their carers. Statistics show that 1 in 5 people in this area will develop a terminal illness, which means there s a growing need for the specialist end of life care that we provide. It costs 6million each year to run St Luke s, with only 32% funding received from the government we need to raise 4.5million each year to keep the hospice open. Without the support of people like you we wouldn t be able to provide this care, thank you! It costs 467 per night for a bed in our in patient unit at Turnchapel 3

4 Fundraising and Sponsorship tips Sponsor Forms If using sponsor forms try to get your most generous sponsors first on your list. It will set an example - and perhaps a trend! Get your sponsor form from Rachel Turner rachel.turner@stlukes-hospice.org.uk Collect Money Collect your sponsorship as you go, it saves so much time. Offence will not be taken (as people often forget.) Spread The Word Share your fundraising with everyone you know - send s, or text and call your friends and make sure all of your work colleagues and everyone at your local pub, club and gym know what you re doing. Match Giving Don t forget to find out from your company whether they have a budget available to match the money you raise pound for pound. Many companies will have funds available and could double the amount you raise! St Luke s Online Fundraising Whatever you do to fundraise, creating your own unique online fundraising page can help you raise more cash for less effort. If you haven t got one already, create a page on Here are a few of the benefits: You can get sponsored and collect cash securely online, instead of doing it all in person. Plus the cash comes directly to us. You can use ready-made s and social media auto-posts to spread the word for you. You can personalise your page, track your fundraising progress and inspire sponsors. You can set up a Team Page and all raise cash towards a grand total. Make sure that your sponsors, if taxpayers, agree to a tick being placed against their names so that the important benefit of an extra 25p in the 1 can be claimed by St Luke s Hospice at no extra cost to the sponsor. It is important to fill in the full name, address and postcode (home addresses only, not work), because without this information we cannot submit the claim. Say Thank You It s important to say thank you to your sponsors. However big or small remember to thank them for their support. 4

5 Like to bake or have a hobby? Use it to raise money. If you re having fun it s easier to fundraise. Here are some ideas to get you started. Fundraising Ideas Raffles Quiz Night Themed Dinner Parties Ball Coffee and Cake Mornings Fun and Games Night Prize Draw Car Boots Fab Fundraising Story Sensational sixty-something Lorraine Walklin has completed many challenges over the years, raising thousands of pounds for St Luke s Hospice, Plymouth. The charity adventurer has climbed Mount Kilimanjaro, walked the Great Wall of China, travelled across the Arctic Circle by dog sled, and took part in the Borneo Challenge, which involved white water rafting and climbing Mount Taman Kinabalu. In 2010 she took on the Inca Trail in Peru, bringing her total number of overseas challenges to an impressive six in 8 years, raising more than 10,000 for the Hospice! Lorraine said: In the past I have also bungee jumped off of the Victoria Falls Bridge in South Africa, abseiled down the Plymouth Civic Centre and done a tandem sky dive. I do what I can to support the Hospice and I find it really rewarding. St Luke s Overseas and UK Challenges Fundraiser said: To have done what Lorraine has accomplished over the years is absolutely incredible. We really do appreciate all the lengths she has gone to, to raise such a fantastic amount and hope she will carry on doing what she does best going on amazing adventures to raise money for St Luke s! 5

6 Fundraising and Sponsorship tips Pick an event that you are comfortable following through to the bitter end. Enthusiasm and determination will help you reach your goal. One of the biggest lessons learned is not to have too many organisers. Write to companies, industry magazines and local press to see if they can help and highlight your fundraising. When collecting the sponsorship money, give everyone 2-3 weeks and set a firm cut off date. Remember to ask sponsors to Gift aid it, and keep in mind online MyStLuke s collects the money instantly. Things to Consider First Aid - Ensure you have adequate insurance cover available for the scale of your event. If you are not sure, please check with the Overseas and UK Challenge Fundraiser. Food - Contact your local council for food hygiene regulations at events. Alcohol - Check if the venue is licensed or contact the council to find out how to get a temporary license. Risk Assessment - Identify any hazards and evaluate any risks at your event that you ll need to consider. Note - If under 16 please do not obtain door-to-door sponsorship without an adult and contact the council for permission. Remember - Your Overseas and UK Challenge Fundraiser is here to help to offer support for your event or put you in touch with a previous fundraising event volunteer. Call:

7 Good planning is the key to any event & good publicity is paramount for any successful event Organising a fundraising event can be hard work... Before you start, think about what you would like to do. What are your strengths and skills? Think about how you can turn something you enjoy into a fundraiser! The first thing you need to answer is, are you planning to hold an event or get sponsored for a challenge? Event checklist Below is a helpful step by step guide to plan your event or challenge: Imagine how great you will feel! Place a tick next to each completed stage to stay on track! Decide on the type of event you would like to hold or participate in. Choose a suitable date, place, time & book if needed. Think about how you plan to raise money from the event. Contact the UK & Overseas Fundraising Team for a sponsor form if necessary. Set up a MyStLuke s page. Check requirements. Is your event in a public area? If so, you need to get in touch with the council. Do you need insurance for yourself and/or the public? Please see page 10 for details. Work out a budget and time line to help you through your preparations and marketing. It is helpful to have a small team of people to help you, as the few days prior to the event can be hectic Put up posters and send invites. Promote through local media resources. Make lists of what you need on the day. Get everything packed and ready. Plan training if required. Enjoy the day/trip, give yourself plenty of time. If you have helpers give them jobs to do. Collect any money outstanding & ensure it s all gift-aided if possible. Send in the money to the Hospice. 7

8 Sponsored events Sponsored events are a great way to raise money. You can be sponsored for almost anything - a walk, run, cycle, abseil, sky dive or even a bungee jump! Decide on your sponsored event. Choose a date, time and place. Get permission from appropriate people e.g. Councils, Highways etc. Does your event need extra equipment, for example, route maps or signage? Set up an online sponsorship page by visiting: Include a link to your online MyStLukes page on Facebook. Get everyone to sponsor you! (Family, friends, work colleagues and local businesses). Collect sponsorship money up front where possible. Certificates are a good idea for team events. Let us know how you ve done, we d love to see photos! Thank all of your supporters and try to get press coverage (page 10). 8

9 Healthy foods to eat whilst training Top 10 foods BANANAS The banana is the healthy equivalent of fast food and is ideal for rapid refuelling. CEREAL BARS For an easy-to-pack, generally healthy snack, a cereal bar is extremely handy. PASTA Pasta is an easily digestible, extremely varied dish that provides slow-release energy. RICE Rice is also an excellent slow energy releasing food, and is easy to make. Go for boiling or steaming rice rather than frying it, otherwise you ll be adding unnecessary calories. PORRIDGE Porridge basically consists of unprocessed oats and little else. If made with skimmed or semi-skimmed milk, it will provide the optimum mix of protein, fibre and slow-release energy. MEAT AND FISH Lean Meat or Fish: By avoiding the fatty cuts of meat and concentrating on skinless, low-fat varieties, or alternatively fish (Salmon is a fantastic source of repair), you ll be providing your body with the necessary building blocks for repair. CEREALS Second best to porridge but still excellent runner s foods are other breakfast cereals such as muesli and/or wheat biscuits. FRUIT AND VEGETABLES Everyone should be focusing on a minimum of the five-a-day fruit and vegetable strategy but runners should try to get even more, because their energy and overall nutrition requirements are greater. WATER Water is a key component for everyone and runners in particular. You should aim to be continually topping up your fluid levels as you walk in order to maintain muscle re hydration. Muscles need to be regularly lubricated when exercising for long periods of time. GLUCOSE DRINKS A glucose drink should be consumed after a training session. The first 15 minutes after you finish exercising is the golden window for optimum replenishing of your glucose stores. 9

10 Writing A Press Release Publicising your event or challenge is very important. The more people who know the more will attend or sponsor you. The local radio and newspapers often support fundraising stories, you will need to write a press release to help them get the information they need. Don t panic - it doesn t need to be very long! Just explain: Who is involved (local group or school, important individuals). What you are doing. Why you are doing it (i.e. to raise funds to help St Luke s Hospice continue its invaluable work for the local community). Where your fundraising event is happening. When your event is happening. How much money you hope to raise to help St Luke s. Explain photo opportunities that are available e.g at the opening of the event. Make sure the press know what time to arrive at your event, give a contact mobile number. Contact your local media to send them your press release 18 people in 2013 climbed to the top of Kilimanjaro. They raised a fantastic 108,000 for St Luke s Hospice. 10

11 St Luke s Hospice Overseas and UK Challenges Team can help you with: How we can help How We Can help Over the phone or face to face consultancy on how to organise an event A template for posters A template for risk assessments Sponsorship forms Collecting cans or buckets Balloons and banners St Luke s Hospice literature Useful Numbers Media Contacts Evening Herald/Western Morning News Cornish Times/Sunday Independent Heart Pirate FM Radio Devon Radio Cornwall Local Councils Plymouth Council Cornwall Council West Devon Council South Hams Council Other Contacts St Johns Ambulance Devon and Cornwall Police St Luke s Overseas and UK Challenge Fundraiser St Luke s Communications Department

12 Contact details Rachel Turner Overseas and UK Challenge Fundraiser Please do not hesitate to contact Rachel Turner for advice and support when organising your fundraising event. Overseas and UK Challenge Fundraiser St Luke s Hospice, Stamford Road Turnchapel, Plymouth PL9 9XA T: E: events@stlukes-hospice.org.uk Reg Charity No

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