How you can make the most of your fundraising

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How you can make the

most of your fundraising…

With your Great Western Air Ambulance Charity

fundraising kit.

Call: 0303 4444 999

www.greatwesternairambulance.com

All donations raised within the Great Western area will fund the aircraft in this region, including Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire.

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About Great Western

Air Ambulance

Our mission

To provide a sustainable Air Ambulance Service for Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire.

What we do

The Great Western Air Ambulance Charity (GWAAC), based at Filton Airport, operates 7 days a week and flies out 1,200 times a year. Already it is one of the busiest Air Ambulances in the UK and is expecting to attend an ever-increasing number of missions every year.

It is one of only four air ambulances in the UK that works to an advanced medical model with a senior specialist doctor and a paramedic trained to critical care standard on board for every mission.

In this respect, it’s more like a flying hospital than a traditional air ambulance. By carrying the resources of an A&E department or intensive care unit direct to the scene of the incident, a much-improved outcome is achieved for the patient.

Working together

to meet the need

GWAAC is a charity in its own right and is funded entirely by public donations. The service needs to raise more than £1.3 million a year to keep going.

GWAAC works in partnership with the Great Western Ambulance Service NHS Trust to provide a fully effective and integrated road and air response.

Our aircraft

The current aircraft is a Bolkow 105 Dbs equipped with the most sophisticated medical equipment and carries a senior doctor and an air paramedic trained to Critical Care standard.

One of the busiest Air Ambulances

in the UK, we are attending

an ever-increasing number of

missions every year.

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Fundraising tips

Have a sales pitch

Be clear about why you are raising money, and from whom. A clear and concise explanation will help persuade potential sponsors that you are committed to your cause. The information contained in this pack may be used as a guide. For example:

I am running the Bath Half Marathon to raise funds for The Great Western Air Ambulance Charity.

The Great Western Air Ambulance Charity is a charity funded entirely by voluntary donations. It operates seven days a week and attends life-threatening incidents in Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire.

I regularly travel on the motorways and feel safer knowing that should I be involved in an accident, help will arrive in the quickest possible time.

Be ambitious

Do not be shy with your fundraising target and publicise it. The publicity will not only help to motivate you to come up with innovative ideas to raise money, but it often prompts sponsors to give more.

Gift Aid, Gift Aid, Gift Aid

Wherever possible, make use of the Gift Aid scheme to boost your fundraising by up to 28%.

We can provide you with:

Sponsor forms

Collecting boxes and buckets

T-shirts and sweatshirts (at cost price)

Banners

Logos and images

Leaflets, newsletter and posters

For further fundraising ideas ask us for a copy of our A-Z of Fundraising Ideas or go to our website. Also try www.how2fundraise.org.

Quick half dozen…

1 Set up an online fundraising page.JustGiving (www.justgiving.com) makes it easy to set up a web page to publicise your event, gather sponsorship money and reclaim Gift Aid. Contact us if you would like some hints and tips on setting up a JustGiving page.

2 Abstinence.Encourage friends and family to give up something for a week or a month and donate the savings to your cause.

3 Match-giving.Does your company offer a match-giving scheme? Many will match their employees pound-for-pound when they take part in fundraising for a charity.

4 Be a Smartie. The new Smarties tube is hexagonal and still works as an excellent coin collector – in fact it holds £35. Give a ‘free’ tube to your friends, family and colleagues and challenge them to fill it (once they have emptied it!) while you prepare for your event.

5 Have a whip round.Ask if you can hold a collection at work or at your club.

6 Recycle. Create space by holding a car boot or garage sale and add the proceeds to your fundraising effort.

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Obtaining

Sponsorship

Publicity

There are a lot of charities competing for donations and not everyone will initially agree with you that Great Western Air Ambulance Charity is worthy of support. To obtain sponsorship or assistance, you may need to convince them!

The Case For…

It’s a life-saving service

It receives no government or lottery funding

It’s entirely dependent on voluntary contributions

It’s one of only four air ambulances in the UK that flies to an advanced medical model

It’s expected to fly more than 1,200 missions in the coming year

It is truly a local charity serving the people of Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire.

Key Information

Any sponsor, but particularly companies, will want to know:

Why are you doing the event you are doing?

What is your aim – to raise money or awareness?

What is your target?

What do you want – time, money, services, prizes…?

Are you solo or part of a team?

If money is being raised, what percentage will be donated and how much will be used to cover costs?

Follow Up

Everybody likes to feel appreciated. Don’t forget to follow up donations with a ‘thank you’ and any further information. Letting your sponsors know how your event went and how much you ultimately raised is not only courteous, but will also increase the chances of them supporting you in the future. Think about sending postcards, photographs and a story.

Publicising your fundraising to as large

an audience as possible not only helps

to maximise the return on your not

inconsiderable efforts, but also helps to

motivate you.

Flyers and Posters

Contact us for a copy of our logo.

Always put the charity registration number on all printed materials (reg no 1121300). This is essential.

Where possible and practical, seek approval of your words from us beforehand.

If you wish us to publicise your event, send information to us for the website or newsletter.

Local Press

The local press are always on the hunt for ‘local interest’ stories and the Great Western Air Ambulance Charity provides ample opportunity for a bit of self-promotion; so don’t be shy. You should send press releases out prior to events and then follow them up with an updated release, including a photo if possible. You could also contact local radio or TV stations depending on how newsworthy (e.g. dramatic) the fundraising event is. It’s always worth a call to the newsroom. They might have very little going on that day!

Taking Photographs for Local Papers

Ask around and you may find an amateur photographer somewhere who will help you. With digital cameras it’s cheap and easy to take far more pictures than you need. That way, you’ll improve the chances of getting a useable picture. Remember:

It’s easier taking the photograph outside. Inside, you may need to consider lighting.

Get in close to the subject so that it fills the viewfinder and the picture frame.

Generally speaking, the lower the ISO, the better quality your picture will be.

Papers like to focus on people as opposed to objects.

Take both landscape and portrait shots.

Avoid distracting objects in your shots.

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• Make your donation today • Become a supporter • Recycle for life • Run a fundraising event • Corporate support

Call: 0845 838 84 92 www.greatwesternairambula

nce.com

Working with

Melvyn’s Trust – Recycling for Life

How you can k

eep your

Air Ambulance

flying…

All monies r aised within the Gr

eat Western ar ea, including

: Bristol, North Somer

set, Wiltshire and Gloucester shire will fund our

aircraft. Registered charity No:11

21300

Melvyn’s Trust.Registered c www.melvynstrust.com harity No:1129210

Increasing Interest

Why not increase press interest in your event by doing something different:

Run in fancy dress.

Run with a partner in a three-legged race.

Carry an object.

Press Releases

All news releases should go out clearly marked and sent to a specific person. For local press, you should send it to both the named editor and the newsdesk. Send it to all local papers within your catchment area, both daily and weekly, and don’t forget the local free sheets as well. The criteria that apply to a release are:

Is it relevant to the publication?

Is it newsworthy?

Is it topical?

Does it have an element of human interest?

Does it contain an element of conflict – some kind of difficulty/ barrier that makes something harder to do?

Does it have originality?

Is it different?

Obviously, not every news release is going to cover all criteria, but it must always contain a mix of some of them if it is going to achieve publication. And bear in mind that it’s a human angle editors like most of all: reaction and emotions etc.

Structure

Content: ensure that the release is grammatically correct and doesn’t contain any errors.

Concise:keep it punchy – don’t use unnecessary flowery language.

Cover the Five W’s:

Who is doing it?

What are they doing?

When did they do it?

Where did they do it?

Why did they do it?

To find a list of local papers and their contact details, try www.newspapersoc.org.uk

Sample Press Releases

This is a sample press release for advertising your run, it could also be adapted to publicise your fundraising events.

PRESS RELEASE

ATTENTION: NEWS DESK / PICTURE DESK Date: (Date the release is being sent)

From: (Your name and phone number)

Headline

(Name), from (town/city) is running the Bath Half Marathon on Sunday 9 March 2010. (Mention unique idea here if applicable—for example if you are running in fancy dress).

(name), 29, is putting his/her best foot forward to raise money for The Great Western Air Ambulance Charity.

The Great Western Air Ambulance Charity has more than 30 runners competing in the 13.1 mile race around Bath and hopes to raise £6,000.

(Now tell the paper more about yourself and your attempt – how you are training, how many hours you expect to complete the course in. Is this your first Marathon?

Also include where you live. You don’t need to include your house number.)

(Name) is available for interview and/or photographs.

For more information, call 012 345 6789 (include a mobile or daytime phone number)

Under ‘Notes to the editor’ at the end of your release, please use the following wording:

Great Western Air Ambulance Charity is funded entirely through voluntary donations and needs to raise in excess of £1.3 million a year to cover the cost of operating seven days a week across Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire. For further information about the charity, call 0303 4444 999 or email

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Online

JustGiving Page

Go to www.justgiving.com

Don’t forget Gift Aid

Wherever possible, make use of the Gift Aid scheme to boost your fundraising by up 28% at no cost to you or your donor.

If you’re using a sponsor form the donor has to include their name, full home address and postcode, tick the

Gift Aid box and sign in order for us to claim back the tax. The donor needs to be a taxpayer, paying more in tax in a given financial year than the donor is Gift Aiding to you.

For more information on tax-effective giving, go to www.taxeffectivegiving.com

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Fundraising Kit www.greatwesternairambulance.com

Here’s how recycling

can help us…

One important source of income helping to

keep our helicopter flying comes from

recycling everyday items such as mobile

phones, clothing and even shoes.

Thanks to our partnership with various

recycling companies, who export those and

other items to help people in developing

countries, we receive the proceeds of this

hugely worthwhile operation.

“Did you know we each throw away 30kg

of textiles a year, most of which goes

to landfill?”

“The message is clear. Don’t bin it, recycle

it – and directly help the Great Western

Air Ambulance Charity service.”

For more information…

Contact the Headquarters at 28 Gloucester Road North Bristol

BS7 0SJ

Open weekdays from 9am – 5pm Or call 0303 4444 999

We benefit from donations of…

• Good quality clothing, shoes and handbags

• Stamps

• Books

• Lap top computers

• Ink cartridges

(we can supply you with large cardboard boxes which can be collected from your workplace; we can also supply envelopes for single cartridges which can be posted direct for recycling)

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Collecting the Money

Sponsorship Forms

A little bit of planning for collecting your sponsorship

money can save you a huge amount of time and effort, and undoubtedly raise your fundraising total. Ask your sponsors to tick the Gift Aid declaration box when they make their pledge.

Where possible, try to collect the money as you go along. Also try to do it before you undertake your challenge.

If you are collecting money from individuals, please send a cheque made payable to The Great Western Air Ambulance Charity. Please send it to our office at

Great Western Air Ambulance Charity

28 Gloucester Road North Bristol

BS7 0SJ

Finally, don’t forget to create your own unique fundraising page at Justgiving.com to collect sponsorship easily.

Why should I fill in the form?

It will help you to keep a record of people you have approached for sponsorship. You will be able to see the amount they pledged and the date they paid.

The sponsorship form is also a legal document from which we can claim Gift Aid. This really does make a huge difference to us. For every pound sponsored, we will receive an extra 28p. We deal with the taxman and there is no extra cost for you.

Why do we need home addresses?

Unfortunately, we cannot claim the Gift Aid back unless individual supporters provide the following FOUR things:

Their name

Full home address and postcode

Tick the Gift Aid box authorising us to claim back tax

Their signature

Where do I send the forms?

Please post your sponsorship form along with cheques or credit card payment to our office:

Great Western Air Ambulance Charity

28 Gloucester Road North Bristol

BS7 0SJ

How do I get more forms?

If you need further forms please photocopy the enclosed forms. Alternatively, we can e-mail you a copy. Just e-mail info@greatwesternairambulance.co.uk.

Registered Office:

Wallace House, 116 Pembroke Road, Clifton, Bristol BS8 3EW

Chairman John Christensen Chief Executive Paul Weir Great Western Air Ambulance is a r

egistered charity (reg.no: 1121300) working in partnership with Melvyn’s Trust

Official Sponsorship Form

Date Full name and addr ess of sponsor

Gift Aid Amount Total Paid

Thank You for your support.

Sub total: £ Gift Aid Declaration: We who give our names & add

resses below, and who have ticked the column “Gift Aid” want th e above charity to reclaim tax on the donation detailed below, given on the date shown. W

e understand that we must pay Income Tax/Capital Gains Tax e qual to the amount reclaimed by the charity on the donation.

Event Name:

Appeals Office:

Wallace House, 116 Pembroke Road, Clifton, Bristol BS8 3EW T: 0117 3171316 T: 0845 838 8492 (national number at local rate) E: info@greatwesternairambulance.org.uk www.greatwesternairambulance.com

All donations raised within the Great Western area will fund the aircraft in this region. Including Avon, Bristol, Wiltshire and South Gloucester

shire Name of Participant:

Your Full Address:

Post Code: Tel:

Mobile: Email: Company/Organisation (if applicable):

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Great Western Air Ambulance Charity is a registered charity (reg.no: 1121300)

Donation / Standing Order Form

Standing Order Mandate

To: The Manager Bank Postal Address:

Please pay: HSBC Bank plc, 9 Bank Street, Newquay, Cornwall TR7 1EG

For the credit of: Great Western Air Ambulance Charity Account Number: 01475827

Sort Code: 40 34 30 The Sum of: £

On receipt of this order on the first day of (month) (year)

and thereafter on the same date each month/year* until further notice. Please cancel any previous Standing Order or Direct debit in favour of Great Western Air Ambulance Charity. Account to be debited: Account Number: Sort Code: Signature: Date: * delete as appropriate

Your Title & Full Name : Your Full Address:

Post Code: Tel:*

Mobile:* Email:*

I/We wish to pay as follows:

Monthly Annual

Cheque /postal order for: £

(made payable to Great Western Air Ambulance Charity)

Standing Order for: £

(please complete standing order mandate)

Thank You for your support.

Please return donation

details to the Headquarters

at the address above, or the

Standing Order Mandate to

your own bank.

I/We would like to make a donation of: £5 £10 Other £ I would like to Gift Aid this donation (at no cost to you)

I/We wish to subscribe annually as follows (please tick appropriate box):

£24 single supporter £36 joint supporter (2 adults at the same address) £48 family supporter (2 adults & up to 4 children)

£18 OAP/student supporter £750 life supporter (one off payment) £1200 joint life supporter (one off payment)

Headquarters

28 Gloucester Road North

Bristol BS7 0SJ

T: 0303 4444 999

E: info@greatwesternairambulance.com www.greatwesternairambulance.com

All donations raised within the Great Western area will fund the aircraft in this region, including Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire..

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Headquarters

28 Gloucester Road North

Bristol BS7 0SJ

T: 0303 4444 999

E: info@greatwesternairambulance.com www.greatwesternairambulance.com

All donations raised within the Great Western area will fund the aircraft in this region, including Bristol, Bath and North East Somerset, North Somerset, South Gloucestershire, Gloucestershire and parts of Wiltshire.

Official Sponsorship Form

Date Full name and address of sponsor including postcode Gift Aid Amount Total Paid

Thank You for your support.

Sub total: £

Gift Aid Declaration: We who give our names & addresses below, and who have ticked the column “Gift Aid” want the above charity to reclaim

tax on the donation detailed below, given on the date shown. We understand that we must pay Income Tax/Capital Gains Tax equal to the amount reclaimed by the charity on the donation.

Event Name:

Name of Participant: Your Full Address:

Post Code: Tel:

Mobile: Email:

Company/Organisation (if applicable):

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Date Full name and address of sponsor including postcode Gift Aid Amount Total Paid

Thank You for your support.

Grand total: £

“I acknowledge my responsibilities for the collection and forwarding of the above sponsorship

monies to Great Western Air Ambulance Charity Charity”

Signature: Print Name:

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General information…

Fundraising Safely and Legally

Thank you so much for fundraising on our behalf. We really appreciate your support. However, please ensure that what you are doing is safe and legal. If you’re unsure about anything please ring us or consult the Institute of Fundraising website at www.institute-of-fundraising.org.uk.

Using our logo

Contact us for a copy of our logo.

Charity Registration Number

Please remember to use the charity registration number on any documents, posters or leaflets you are producing. The number is 1121300.

Insurance

Great Western Air Ambulance Charity Charity has public liability insurance for £5 million. However, this will not cover your event ‘in aid of Great Western Air Ambulance Charity’, so you’ll need to check that it’s insured adequately. Some of the issues involved may be: public liability cover; damage to property owned, hired or borrowed; event cancellation or bad weather cover.

If fundraising is by a group of people from a company or firm you should check the cover for a staff or customer charitable event.

Selling Goods

If you are a business and you are fundraising by selling goods, you will require a fundraising agreement with us.

Public Collections

If you wish to collect money, ensure that you have all relevant permissions and licences. If you are collecting on private premises you will need the permission of the owner. If you are collecting in any public area such as a street or going from pub to pub, you will need a licence from the local authority.

Competitions and Lotteries

If you are planning your own public lottery there are laws about what you can and can’t do. Please check these carefully at www.institute-of-fundraising.org.uk/raffles. Please note that if you are running a raffle or tombola as part of an event, you don’t need a licence.

Children and Fundraising

If children (under 16) are involved in fundraising, ensure you have the permission of parents or guardians. Responsible adults should supervise all activities, and remember that children under 16 are not allowed to collect money at public collections.

Special Licences

Check that you don’t need any special licences in relation to your event. These might include a public entertainment licence or a licence to sell alcohol.

Event Fundraising

Ensure that your event is organised efficiently and safely. We cannot accept any responsibility for your event nor for anyone who participates in it.

You should conduct a risk assessment to ensure that you have proper plans for the safety of participants. For further information go to the Health and Safety Executive website at www.hse.gov.uk

Ensure that participants are fully briefed about the event, including (where relevant) any risks, fitness requirements, special equipment or clothing required, and standards of behaviour expected.

Ensure that your event is properly and adequately supervised. Where children are involved this includes providing proper adult supervision; checking that the child’s parents/guardians have given their permission for the child to take part; and carrying out appropriate background checks if adults are to have unsupervised access to the children.

Millions of people successfully run events each year

and raise considerable sums of money for charity.

Enjoy yourself and have fun!

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Thank You

Thank you for reading this guide and agreeing to help raise funds for the Great Western Air Ambulance Charity. Through your help we can continue to provide the life-saving service that daily makes a difference to the people of the region. We hope that your fundraising goes well. Please don’t hesitate to contact us if you require any further help or guidance.

Our Contact Details

Great Western Air Ambulance Charity Headquarters,

28 Gloucester Road North Bristol BS7 0SJ Tel: 0303 4444 999 Email: info@ greatwesternairambulance.com

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Fundraising Kit

Headquarters:

28 Gloucester Road North Bristol

BS7 0SJ

Appeals Office open Monday to Friday 9am – 5pm Call: 0303 4444 999

e: info@greatwesternairambulance.com

If you wish to help with fundraising, please contact Penny Weir on 0303 4444 999 or email

penny.weir@greatwesternairambulance.com

Visit: www.greatwesternairambulance.com

Great Western Air Ambulance Charity registered charity number: 1121300 Charitable company registered in England and Wales No: 6386523

Contacting Great Western Air Ambulance Charity…

Design and layout by twelve20. Visit: www.twelve20.co.uk or call 0121 288 4227

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