Schools Fundraising pack Making your hospitals even better www.cohoc.org.uk Registered charity number 1051504 Welcome to your
CoHoC fundraising pack Thank you for choosing to fundraise and raise awareness of Colchester Hospitals Charity. There are so many ways in which your school, the children, staff and parents can get involved. You may already have some fun fundraising ideas of your own, or if you do need a little help, this pack will give you some inspiration and guidance to make your fundraising successful and fun! Please get in touch with us if you need any more advice on your event. We are more than happy to guide you through the organizing of the event and can answer any questions you may have. Also, we would love to meet our school fundraisers, so please let us know if you would like us to present to a class or school about CoHoC. Assemblies We love to meet with our school fundraisers, and as we are a hospital based charity, we know the subject can be sensitive. Therefore, we enjoy attending your assemblies to raise awareness of the hospital and the work of Colchester Hospitals Charity especially on our children s ward. Your students will learn why children are in hospital and that it is a positive place to be, with activities on the children s ward, as well as a teacher so no one misses school. We also take the opportunity to thank your school for raising funds for the charity or to encourage everyone to get involved. Keep in touch And remember to keep in touch. We love receiving stories and photos of events and can publicize these through our social networking sites. Email: fundraising@colchesterhospital.nhs.uk Telephone: 01206 745282 Address: Colchester Hospitals Charity, Villa 10, Turner Road, Colchester, CO4 5JL Online: www.cohoc.org.uk CoHoC @CoHoC #CoHoC About CoHoC CoHoC helps Colchester Hospital University NHS Foundation Trust (the Trust) do more for the patients cared for by the Trust s staff. There s often a new piece of equipment, more up-
to-date technologies, and newer fixtures and fittings that will improve the patients environment. It s these extras - some small, some large -which are above and beyond the scope of the NHS budget, that really make a difference to patients, and the care that our staff can deliver. The children s ward The ward looks after children from 0 16 years of age. It has a total of 24 beds and tries to keep age groups separate babies, toddlers and adolescents. The children also have a playroom, garden, school room and sensory room that they can use. Visitors are allowed from 3pm 7pm, and one parent can stay overnight to keep their child company. To get children ready for procedures, preparation books are used to briefly explain the scan they are having this book is essential as it helps the child to understand exactly what is going to happen, which helps to ease anxiety and nerves. If a child is in hospital for more than 3 days, they are welcome to use the school room and have access to a qualified teacher - this is important as children need to keep learning whilst in hospital. To entertain the children, a scout and guide group come in once a week to play. Also, every other week the clown doctor comes in to entertain the children. The children s ward is always grateful of any money that comes to them through donations and fundraising. The main areas the money will go towards are; Sensory toys Arts and crafts Games and playing cards Popular Fundraising Ideas These are some of the popular school ideas that everyone could get involved in and enjoy! If you need any help or guidance for any event, please get in contact with us via email fundraising@colchesterhospital.nhs.uk Cake sale
Everyone loves cake! Your school could hold a cake sale at break time and the children could cook the cakes within their food lesson, learning and fundraising is a perfect combination! For recipe ideas, please get in contact. School disco This can be a fun way to get different years together and have a boogie. Include party games too make it even better. Dress down day This is an old classic. Just 50p/ 1 per child can instantly raise hundreds of pounds for a worthy cause. You could even set a theme to make it slightly different! Christmas/summer fair Get students, teachers and parents involved by holding a fair and raising money from the profits. Maybe suggest each class to have one stall and run different games, sell old toys and have a refreshment stall for everyone. Sports day The whole school could get involved in a fun sports day. Include fun races, egg and spoon, hula hooping etc. Getting active and raising money and awareness is a great day!
Keeping it safe and legal Here are some guidance notes to make you aware of some laws that can apply when fundraising. Depending on what your event is will depend on what laws apply. Food Hygiene If food is available at your event, food safety laws may apply. To find more information about what food hygiene procedures may apply to you, contact your local council or visit www.food.gov.uk. EU Food Allergens Regulations The new rules came into effect on 13th December 2014 but do not apply to foods provided at charity events. Individuals who are not food businesses and occasionally provide food at charity events or voluntary cake sales, for example, do not need to follow the requirements of the Food Information Regulations. However, if you do provide information voluntarily it must be accurate. Please call the Fundraising Team if you require further advice. Raffles If a raffle is held on the day of your event and the tickets are sold during the event, a licence is not needed. For more information and advice, please visit www.gamblingcommission.gov.uk. Risk assessments Please conduct a risk assessment before your event to identify any hazards that could occur. Depending on the scale of your event, it may be a good idea to have first aid cover from your local Red Cross or St John s Ambulance. For more information on health and safety please visit www.hse.gov.uk. Collections Remember, it is illegal to collect funds through house to house or street collections without a licence. Please contact your local council to obtain a licence. If you want to collect funds in a private area, E.g. a supermarket, then you need permission from the owner, but you do not need a licence. The minimum legal age to collect money is 16 without adult supervision. Insurance Please remember that you are responsible for the event and CoHoC is not liable. If you are planning an event that involves the general public, please ensure that you have the necessary insurance, E.g. public liability insurance. Fundraising materials and publicity All of your fundraising materials should clearly show that you are fundraising in aid of CoHoC but you do not represent the charity. Remember that all materials should also show our registered charity number (1051504). We can supply our logo and any guidelines for designing fundraising material. The money side For your own protection, all funds collected should be sent to us as soon as possible. Please do not send cash through the post. Instead, bank any cash you receive as soon as possible, and send a cheque made payable to Colchester Hospitals Charity. Top tip! Gift aid Please ask your sponsors to choose the gift aid option (on justgiving) or sign the gift aid declaration. This will enable us to claim tax back. This means for every 1 you raise, we will be able to claim back at least 25p, which will boost the overall total.
Register your event Please register your event or fundraising activity with the Fundraising Office so that we can provide you with a letter confirming you are fundraising for the CoHoC. You can also get in contact with us via email or telephone to order promotional materials which will help to make your event a great success. Please note that by completing this form you are agreeing to raise funds for CoHoC and that all proceeds will be forwarded to the Charity. Fundraising Registration Form Contact details of Fundraising Organiser Name Address Postcode Email address Phone daytime evening Mobile Date of event? Name of Event What are you planning to do? How much do you hope to raise? Where will it happen? How will you promote the event? Name of appeal, ward or project that you are fundraising for? Can we put your event and contact details on our Facebook page so that people can get in touch if they are interested in your event? Yes /No Please tick to confirm the following:- [ ] I agree to forward money raised within 4 weeks of my fundraising activity or event. [ ] I will ensure that my activity or event complies with relevant rules and regulations relating to fundraising. Signature Date Return to; fundraising@colchesterhospital.nhs.uk Fundraising Manager, CoHoC, Trust HQ, Turner Road, Colchester, Essex CO4 5JL
AFTER YOUR EVENT You have done it! Thank you again for choosing to fundraise in aid of Colchester Hospitals Charity. There are a few options on how to send us your money; ONLINE WITH JUSTGIVING.COM Setting up a fundraising page on JustGiving ensures that any donations and Gift Aid will come directly to us without you having to chase up sponsors. There are also lots of other great advantages for using JustGiving! You can personalise your JustGiving page with pictures, story of why you are fundraising for CoHoC, and updates on how the journey is going. The page can also be linked to social media sites which will increase publicity. Please visit justgiving.com/cohoc to set up your fundraising page BY POST Please complete the form on the reverse of this page with your enclosed cheque (made payable to Colchester Hospitals Charity), along with any donations or sponsorship forms and post it to: COLCHESTER HOSPITALS CHARITY VILLA 10 TURNER ROAD COLCHESTER CO4 5JL BY PHONE Call our fundraising manager on 01206 745282 to pay in your money. Don t forget To To tell tell us us all all about about your your event, event, as we as love we love to hear to stories hear stories about about what you what did you and did why and you why decided you to support CoHoC! Also, we can say how thankful we are of your donation, however big or small. decided to support CoHoC! Also, we can say how thankful we are of your donation, however big or small.
REMITTANCE FORM How to use the CoHoC Remittance Form: Please do use this form as it makes administering your donation and sending you a thank you letter much simpler. All you need to do is fill out this form and include it along with any donations or sponsorship you are sending in. Please return this form with your cheque(s) made payable to Colchester Hospitals Charity to: Fundraising Office, Colchester Hospitals Charity, Trust HQ, Turner Road, Colchester, CO4 5JL Your Details Name: Address: (Please include your postcode) Event Name: Event date: Income type: Please fill in the below information as appropriate Amount enclosed: No. of cheques enclosed: Amount received: Receipt method: <Appeal code> I will be sending more funds Date received: Yes No Cheque from: Gift Aid and / or Sponsorship Forms enclosed Yes No Acknowledging your donation We will write to you to acknowledge your donation and any money you have collected at your event or through sponsorship. If you would like us to write to thank anyone who was involved in the event or supported your fundraising, please give their name, address and involvement with the event on the back of this form. Thank