to the team
Thank you so much for choosing to participate
in an event for The Prostate Cancer Charity.
We really appreciate your support.
Please find your sponsorship pack enclosed.
If you need anything further please contact
the Community Fundraising Team:
Community Fundraising Assistant: 020 8222 7134
Community Fundraising Assistant: 020 8222 7650
A charity registered in England and Wales (1005541) and in Scotland (SCO39332)
You can make a difference
Your support is vital as we rely entirely on voluntary income
from companies, charitable trusts and people like you taking
part in various fundraising activities.
This pack is full of useful information to help you with your fundraising. Whatever
you decide to do you will be helping men and their families who are affected by
In your pack you will find information on:
• The work of The Prostate Cancer Charity
• Fundraising tips
• A-Z of fundraising
• Fundraising Online
• Gift Aid
• Fundraising materials order form
• Fundraising and the law
• Contacting the Media
• A poster to help you advertise your event
• Sponsorship form
There are loads of ways that you can help raise funds for
The Prostate Cancer Charity – from a cake sale to a sponsored
head shave. Remember, when you are fundraising you are also
raising awareness – so the more people you involve in your
fundraising, the better. However the most important thing
to do is have fun!
Here’s some tips for organising your event...
• Ensure that your sponsors or donors tick the Gift Aid box! We can claim
28 pence for every £1 donated. See the enclosed Gift Aid sheet for details.
• Design/ draft posters, press releases or invitations to publicise your event.
• Make sure the first pledge on your sponsorship form is a high one as it sets
the standard for the rest.
• Order some materials – we can provide balloons, key rings, pens etc to help you
• Get together a group of friends to form a committee to help you with your
fundraising or the organisation of the event.
• Make a plan – think about a budget, timings, a list of people to invite, contacts
for prizes, donations, sponsorship etc
• Display sponsorship forms at work, at your local club or children’s school.
• Wear your t-shirt or vest whilst fundraising to raise awareness.
• Start as early as possible.
• Set up an online fundraising page and send the link to all your friends and relatives.
You don’t have to collect the money as the funds are sent to The Prostate Cancer
Charity automatically. (details in this pack)
How to raise the money
Set yourself a fundraising target and think about how you
could raise it. Here are some examples of how people have
raised certain amounts for us:
Target of £500 raised by Vanessa, a retired teacher.
Cake sale at old school at lunchtime £150
Sale of old goods at car boot sale £75
Walking neighbours dogs for a fee £75
Tombola at church £100
Target of £1,000 raised by Ben, a Database Manager
Matched funding from Company £300
Sale of old computer on E-bay £200
Grand National sweepstake at work £200
Target of £2,000 raised by James, a Nurse
Sponsorship from relatives, friends and colleagues £300
Dress down day at work £100
Coffee morning (instead of free coffee ask people to pay 50p) £50
Have business cards printed with your details and address of your Justgiving
page on. Then do a leaflet drop in local area with your donation page on £50
Beneficiary of quiz night at local pub £200
Sale of Christmas cards £100
Washed cars, mowed lawns and cleaned windows for neighbours and friends £300
Back packing at local supermarket £200
Put logos of local businesses on my running shirt £300
Ask friends or family for donations instead of birthday presents £150
Organise a 60’s themed dancing evening £250
If you need any further advice or help then please do not hesitate to
contact the Community Fundraising Team. We’re here to help you make
the most out of your event.
All these products are sent out to our fundraisers free
of charge as long as the order is within reason.
Fundraising materials Quantity
Cardboard Collection boxes
Helpline business card
Know your prostate a quick guide
Please return your order form request to:
Community Fundraising Team, The Prostate Cancer Charity
First Floor, Cambridge House, 100 Cambridge Grove, London W6 0LE
Or send by fax: 020 8222 7140 or email to firstname.lastname@example.org
Set up a fundraising page
online with Justgiving
By creating your own sponsorship page, friends, colleagues
and relatives will have the opportunity to make their donations
to you online via debit or credit card. People usually give more
when they pay by card as they don’t have to find the cash.
The money is transferred automatically to The Prostate Cancer
Charity so you don’t have to chase any cash or cheques and
the Gift aid is also collected automatically.
Setting up your page is easy, visit the website below and follow these simple guidelines.
• Click on: Raise money Then: Create your page
• Choose your event e.g: I am raising money for a personal occasion
• Click on: Continue then choose which occasion you are creating the page for
and how long you want the page open for. Click on Continue
• Enter your e-mail address and click on ‘I’m new to this site’ then: continue using
our secure server.
Complete the ‘Your details’ screen and click on: Continue
You can now select which address your sponsors will type in e.g.
www.justgivingcom/dansparty and personalize your own page – including a
message, target and including a photo! When you are finished click on: Continue
You will then be able to preview your fundraising page and will have the option to
make changes if you wish. I want to change something or save my page now
Share your page: If you are happy with your page all that is left to do is let all your
friends know and start collecting donations online!
• E-mail Signature: Add the link to your email signature.
• Email your page link to everyone you know: you will be amazed how generous
people are! Keep e-mailing everyone to let them know how you are doing and
remind them to donate if they haven’t. Justgiving let us know when someone sets
a page up and send us the donations on a weekly basis.
• Facebook: use Justgiving’s Facebook application on your profile sign up at:
• Add a Justgiving widget: to your blog, website or social profile. The widget will
show your fundraising progress, and automatically updates whenever someone
makes a donation to your page. The widget will link directly to your fundraising
page via the ‘Donate’ button, so people can easily visit to add their own donation.
You can easily get hold of a Justgiving widget by clicking on the ‘Promote this
page’ link in the top right corner of your page.
Top Tip: Make sure that the first person
to sponsor you sets the standard – if they
sponsor you £20 then the next people
might be encouraged to be as generous.
Gift Aid – turn every
£1 you donate into £1.28!
Please encourage all of your sponsors to tick the Gift Aid
box – as this will mean we can do even more with your
Use Gift Aid and you can make your donation worth more at no extra cost
to you! For every £1 you give us, we get an extra 28 pence from the Inland
Revenue. So, when you raise £100 we receive an extra £28.
To qualify for Gift Aid sponsors must pay income tax or capital gains tax at least
equal to the amount we will claim in the tax year. See the sponsorship form
for further details. So if your sponsor gives you £10.00 they must have
paid £2.80 in income or capital gains tax within the year.
The rules for Gift Aid are quite strict. So for us to claim Gift Aid, you
must ensure that your sponsors:
• Tick the Gift Aid box on your sponsorship form.
• Write their full name on the form. For example it must say Mr Daniel
Jones or Daniel Jones. The Inland Revenue must know the gender
of the donor thus initials e.g. D. Jones will not be accepted.
• Provide their FULL home address with postcode. Work addresses
are not accepted.
• Each member of the same household must write their full address out
each time. Ditto marks are not accepted.
• You cannot claim on a joint donation e.g. Mr and Mrs Smith as the Inland
Revenue need to be able to determine who the taxpayer is.
• Fill in the ‘Date payment received’ box on the sponsorship form on the day
you receive the donation, as the Inland Revenue need to know when the donation
• Return all sponsorship forms to The Prostate Cancer Charity. Please be
aware that Gift Aid cannot be considered part of your sponsorship.
For further information about Gift Aid please visit the Inland
Revenue’s special website: www.givingcampaign.org.uk
There are a number of guidelines that you need to follow
when fundraising for The Prostate Cancer Charity.
Here is a brief guide of things to remember. However
some activities such as street collections and big raffles
are more highly regulated and so you will need to contact
us for further advice.
Collecting money with tins
Please contact us before you start fundraising with collection tins.
Food and drink
There are many regulations governing the use of food and even if you are only
providing food on a one-off basis you must still comply with these. For specific
advice on food safety legislation please contact the Environmental Health
Services dept at your local council. If you plan to sell alcohol, you need to
have a liquor licence. You get this from your local Magistrates Court.
Remember it is illegal to sell cigarettes, alcohol, solvents or knives to children.
If you are planning to have some form of entertainment (this means two or
more people performing or dancing) in a building, which does not already hold
a Public Entertainments Licence, you need to get one. This licence is provided
by your local authority.
Raffles and Lotteries
For further information on raffles please do contact us. There are three types of raffle:
Small lotteries are run during a one-off event e.g. a bazaar, fete, dinner dance or
similar event (i.e. at events where the lottery is not the main attraction.) Tickets must
be sold within the time and place of the event. Small lotteries such as these do not
need a licence.
Private lotteries are run within any residential environment, workplace or club.
They do not require a licence. No publication of the lottery is permitted outside
the premises of the organisation or group. The sale of tickets must be confined to
people living or working in the same premises or who belong to the group. Cloak
room tickets can be used.
Society lotteries are bigger lotteries which need to be registered with your local
authority as you will require a licence. Tickets can be sold in advance of the event
and the lottery can be promoted to the general public. Contact us for further details.
• Remember lottery tickets are not allowed to be bought or sold by under 16s.
• Tickets and books of tickets must only be sold for the price printed on the ticket
(i.e. there must be no discounts such as 5 tickets for the price of 4.)
• Lotteries, raffles and some prize draws are regulated under the Lotteries and
Amusements Act 1976 and the Lotteries Regulations 1993. A guide entitled
“Lotteries and the law” is available on the Gambling Commission’s website:
Do you need a licence?
You will need a licence from your local authority for any of the activities listed below;
• Music and dancing
• Sale of alcohol
• Extended hours
• Provision of food or drink
• Copyright and royalties for drama or film shows
• Collecting money or selling goods in a public place
Further points to consider
• Remember to get parental permission for children to help you
at your event
• If your event is on private property, get permission from
Health and safety at Work Act
• Remember that the Health and safety at Work
Act 1974 applies to volunteers as well as to
• You will need to consider whether and how
your event could be harmful – to organisers,
guests, volunteers, and the public – and think
how you can minimise any risk.
We strongly recommend that you check that you
have adequate insurance (e.g. public liability
insurance) and that you take all reasonable steps
to ensure the safety of all concerned.
Get chatting to your
You can get inspiration from fellow fundraisers or post your
pictures online. Please also send us your photos and stories
for our website.
Want to chat to fellow fundraisers and post details of your event, put up photos and
exchange tips? Visit our facebook group. Search for Community Fundraising Team
– The Prostate Cancer Charity and join our group.
You can keep an eye on the team and see what we are up to at twitter.com. Search
for communityteam and become a ‘follower’.
You have finished your event. Here is
what to do next.
Sometimes collecting the money in is harder than
the event itself so thank you in advance for your
perseverance. It is best to collect the money in as
soon after the event as possible whilst your motivation
is still at its peak!
Checklist for collecting money in:
Send a letter to anyone that promised to support you
with a report on the event, your total raised so far and
details of how they can pay up. If possible include a photo
of you wearing your finisher’s medal.
Display your pictures at work/local group/gym with your total
so far, your fundraising target and a sponsorship form.
Ask your employer if they can match the funds you have raised.
Be persistent – it’s not embarrassing to ask for money for such a good cause!
Send the money in either when you have collected it all or gradually as you collect
it in. Cheques should be made payable to The Prostate Cancer Charity
(remember cheques are only valid for 6 months).
Don’t forget to send any sponsorship forms to us so that we can claim the
Gift Aid back.
Send the money raised to: Community Fundraising Team,
The Prostate Cancer Charity, First Floor Cambridge House,
100 Cambridge Grove, London, W6 0LE
If your sponsors are sending money directly to us then make sure that they include
your details so that we can credit your record.
When you send your donations remember to include your name and address details
and how the money was raised so that we can send an acknowledgement letter.
If you send us pictures then we can put a piece on our website about your event.
Acknowledgment of funds raised
We will send you an acknowledgement letter for the total funds received. Please
let us know when you are sending the money if this is a final total. If you would
prefer us to email you as and when donations are sent then please let us know.
If a club has raised money on your behalf and you would like us to send them
a separate thank you letter please let us know who to address the letter.
Contacting the Media
Contacting your local media is an excellent way of generating
publicity for the event or fundraising challenge you are taking
on for The Prostate Cancer Charity. They are always on the
look out for news and a good piece of coverage in your local
newspaper or a mention on your local radio station or website
can not only raise the profile of your event, but can sometimes
help generate donations or sponsorship from local businesses
and free advertising.
By sharing your story with the media you will also be helping to raise
awareness of prostate cancer and the work of the Charity. This makes
a huge difference to the cause – and can inspire others to follow in
your footsteps and take on a challenge of their own and fundraise
for us too.
Contacting the media is not as daunting as it sounds –
and help is available from the Charity’s Media and PR Team
every step of the way if you have any questions – I will be
more than happy to hear from you. We can also provide
journalists with technical information if they have any
queries about prostate cancer or the Charity.
1) First thing is first, write a list of the local media in your
area. We can supply you with contact details if you
2) Now all you need to do is to contact the News Desk with
your story. You can do this by telephone or email, but one
of the best ways to do this is to write a news release. Step
by step instructions are below. You can simply email this, and
then follow up with a call. Do not forget TV, but remember they
are more likely to run the story if there is something more quirky or
adventurous about your challenge.
3) Remember most journalists will be happy to hear from you. If not it is usually
because they are under pressure on deadline with another story and simply do
not have time to chat – so please do not take it personally! If it is a daily paper
try not to call before 11am or after 3.30pm. If it is a weekly paper which is
published on, for example a Thursday, try not to call on Wednesday
as this will be their busiest time.
4) If you would like help with what to say, please do give us a call, but as a general
guide, just ask for the News Desk and then explain you have a story to share
and that you have already sent a news release through. If they are not free at
that moment, ask when a good time to call would be and for their direct line.
Writing a press release
1. A press release does not need to be war and peace. It is designed to gain
initial interest and give journalists the who, what, where, when and why.
We have included a sample in the pack to give you a guide.
2. Try to sum up the event in the first paragraph and a catchy headline is a must
to grab the journalist’s attention.
3. Emphasise that you are local to the area and include your name, age, and
where you live.
4. Explain your motivations for supporting the Charity, for instance, if you or a
family member have been affected by the disease.
5. Add all the details about your event/challenge, including anything quirky or
interesting to make it stand out.
6. Include a quote from yourself to give a bit of character to the release, along
the lines of why you are taking part and how much you are looking forward to
it. If it’s a challenge event then say how much training you’ve done.
7. Do not forget to add the details of your justgiving page, or other ways that
people can sponsor you, as well as your fundraising target.
Please include facts and figures about prostate cancer. Many people are
surprised to learn that prostate cancer is the most common cancer in men,
for instance. The key facts are:
a. Prostate cancer is the most common cancer in men in the UK
b. Every year in the UK 35,000 men are diagnosed with prostate cancer
c. One man dies every hour of prostate cancer in the UK
8. Please always use the Notes to Editor set out in the sample, at the bottom of
9. It is a good idea to include details of if you are happy to be photographed and
details of how you can be contacted to set this up.
How can we help?
Remember we can help you by finding contact details of your local media, filling
in the template press release, giving you facts and figures for the press release,
preparing you for any broadcast interviews you set up and providing a quote from
a Charity spokesperson.
If you would like to speak to a member of the Media and PR
Team, please contact Claire Blackburn on 020 8222 7687
or email Claire.email@example.com
I’ll look forward to hearing from you. Many thanks
for your support and good luck!
Media & Public Relations Officer
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