Fundraising Toolkit

Contents 

Raising money for charity is one of the most rewarding things you can do. This toolkit will help you run any fundraising you want to do at the University; suggest effective planning techniques for maximum results and supply the answers and resources you may need.

Before you start fundraising...
Use this toolkit with the Event Management Handbook to help you plan your fundraising event. Staff and volunteers within the relevant Students' Union (SU) department will support you through the process.
 

The Event Management Handbook has information on how to:

  • Recruit your team
  • Create your budget 
  • Write your risk assessment 
  • publicise your even/ticket sales 
  • Manage a timeline
  • Evaluate the event 

 

Quick Start Guide 

 

Who do you want to raise money for? 

UK Registered Charity: 

1. Fundraising as an individual: you can email ragstaff@bath.ac.uk for support as we can help you access resources that can support you. 

2. As part of a student group 

  • Complete an event planner 
  • Set up a fundraising page on fundraising.thesubath.com, this is our dedicated platform powered by People’s Fundraising and how, as a charity, we can legally raise money for another charity.
  • All money raised via the SU Website, SU Finance card reader or fund-raising page needs to be paid into the RAG account and all expenses claimed back from the RAG account. 

Sports Teams

  • Money paid into RAG 7SA 56025

Societies and Political &Activism

  • Money paid into RAG 7SO 56025

Volunteering and Support Groups

  • Money paid into RAG 7RV 56025

 

Non-UK registered Charity: The SU cannot raise funds for non-UK registered charities. Unfortunately, this means you need to do this as an individual and not as part of your student group. 

Your Student Group: You can organise a fundraiser for your student group as a normal event. You can use fundraising.thesubath.com to collect the money or you can sell tickets/ products on the SU Website. Please contact your support staff if you need help. 

If you have an idea for a fundraising event we can help, just complete an Event Planner: Thesubath.com/new-event/ This takes you through the stages of creating a successful event and getting support and necessary agreements from the SU. Please feel free to chat through your idea by emailing us at ragstaff@bath.ac.uk or come in and see us in the Activities Office on Level 2 in the Edge. 

Fundraising Law & why RAG must be involved 

The Students’ Union must be made aware of all fundraising activity undertaken as part of the SU. Our charitable status means that by law, student groups cannot fundraise for anyone other than themselves or the SU. However, RAG is exempt from this rule. So, all transactions and costs associated with your fundraising event will need to go through the appropriate RAG account.

Rag Account Codes
Sport Groups use RAG 7SA 56025
Societies and Political & Activism Groups use RAG 7SO 56025
Volunteer and Support Groups use RAG 7RV 56025

If you don’t fall under any of these categories, please contact RAG directly at rag@bath.ac.uk. The profits from your event will then be paid to your nominated charity, which must be approved by the SU Volunteer Office before the event.

These regulations do not include raising money specifically for your club, society, or group

Setting up an online fundraising page 

Setting up a fundraiser on fundraising.thesubath.com 

fundraising.thesubath.com/home

Although it looks like part of the SU Website it is in fact a separate page, so you will need to create a new login account with a password for the page. You will then be able to set up fundraisers.

You have several options to the type of fundraiser or type of page you set up.

When you go to the page you are presented with 4 options:

  • Fundraising for your own SU group:  Use this option if you want to raise funds for your sports club, society or other SU group.
  • Donate to the SU Bath: An option to donate money directly to the SU Bath to help with our charitable objectives
  • Fundraising for Charity: Select this option if you want to raise money for a UK Charity
  • SU Fundraising Training: This takes you to Moodle to find our fundraising training.

 

When setting up a fundraiser for charity these are you options for type of page you set up.

  • Fundraising Page: This is a timebound/ event bound page. If your group were doing a fundraising day for a charity this is the sort of page you would create. This would be the main type of page a group would set up.
  • Donations Page: This is an ongoing page that would stay open for a long period of time and would allow people to donate to an ongoing cause.
  • Team Fundraiser: This allows you to raise funds as a group with separate pages, this could be for something like Movember when we have different groups raising money for the same cause or it could be for events like the Bath Half where 10 people might be running in the same event. This allows you to see how you are doing as an individual.
  • Raffle: If you want to run a virtual raffle for charity you can select this option. If you want to do this you need to contact RAGStaff@bath.ac.uk as there are additional legal restrictions on this.
  • Auction: If you want to run a virtual auction for charity you can select this option. If you want to do this you need to contact RAGStaff@bath.ac.uk as there are additional legal restrictions on this.
  • Fundraising Campaign: All pages link to a campaign, this is how we allocate the money to charity.

We have several existing campaigns listed below, if you need a specific campaign let ragstaff@bath.ac.uk know and we will set one up for you. Each campaign has a campaign wall that shows all activity happening for that cause.

General ongoing campaigns you can select from:

  • Fundraiser for my student group: you would select this option if you are raising money for your group.
  • Fundraiser for a UK Charity: This is for any fundraiser for a charity that isn’t covered by a specific campaign.
  • The SU University of Bath:  Select this campaign if you want the money raised to be donated directly to the SU for our charitable activities. 
  • Event-specific campaigns

Here are two examples that we used in Term 1 2021

  • Islamic Charity Week: Set up for Islamic Society who ran a series of fundraisers for Charity week in October 2021. They would select this for all of their different pages.
  • Movember 2021: This is for any group wanting to support Movember in November. 

 

Specific ongoing campaigns

  • RAG Big Four
  • Bath Uni Boob Team for Coppafeel
  • Bath Marrow - Anthony Nolan

Each of these are for these relate to a student volunteer/ fundraising group that raise money for the same cause all year.

Advice:

  • When naming your page please include the name of your SU Group and clearly describe the fundraising event taking place. 
  • If your event is taking place over several days, you should choose the event date to be the last possible day you will be taking donations as your page will stop being displayed after this.
  • If you wish to carry out a larger fundraiser, please contact rag@bath.ac.uk before setting up your page as it may be the case that we can help create a better suited campaign page.
  • The page you set up will give you lots of interesting options. We will explain more further down the document.
  • After setting up your fundraising.thesubath.com page, please email ragstaff@bath.ac.uk with the details of your fundraiser and a contact for your chosen charity. 


 

The Charity 
 

The charity you wish to support needs to be both a UK registered charity and approved by the SU Management Team. Please do come and talk to the Volunteer Office if you are not sure. 

  • The benefiting charity must have a UK registered charity number and an associated bank account
  • The SU will consider the principal purpose and activities of the charities supported by student fundraising. 
  • A list of charities supported through fundraising will be compiled annually by the Volunteering Team.
  • If you need an idea on how to support why don't you support the RAG Big 4! 

If you need clarification on whether you are fundraising for a charity or your student group, please contact us at ragstaff@bath.ac.uk

Who are Bath RAG

 

RAG, which stands for ‘Raise and Give’, is led by a student committee and engages with the whole student body. RAG exists to support student fundraising and help other student groups to put on events that raise money for charity.

RAG select 4 charities to receive the Big 4 grant each academic year. If you are looking for a cause to support, why don't you help raise funds for the Big 4. 

 

Available Support 

 

Table Bookings -.

You can book a stall space on the Parade, in the SU or just outside the main SU entrance to sell crafts, run a competition, raffle, cake sale etc.

Card Reader Booing - 

The University of Bath has gone cashless we now are unable to give out cash tins and collection buckets but we can now issue card readers. These can be booked through the Activities Team or Finance. Email volunteers@bath.ac.uk if you need one for your fundraising activity. The money will then be paid directly into the RAG account. Minimum payment of £1. 

RAG can support you to:

  • Run your own fundraising event
  • Set up a street collection in Bath
  • Run a raffle
  • Hold a cake sale
  • Come up with fundraising ideas

RAG and SU Staff can help you with: 

  • Budgeting
  • Ticketing
  • Marketing and publicity
  • Charity Law and good practice
  • Fundraising equipment, resources, and materials
  • Choosing charities
  • Event management
  • Sponsorship
  • Health and Safety advice, insurance, and risk assessment
  • Online fundraising
  • Collection permits
  • Volunteer recruitment

 

Fundraising Top Tips 

 

Start planning early

  • Ideally plan your event at least six weeks ahead to give you plenty of time to book the right venues and raise money for your charity.

Be confident

  • Donations can take time to raise but your hard work will be worth it: people can be surprisingly generous. 

Check in

  • If you have an idea come and check in with SU Volunteering. Any events involving food, physical challenge or potential risk can be considered and we can then support you with risk assessments, disclaimers and additional insurance or check against policies.

Know the facts

  • Make sure you can tell people about the event: if you can chat about what you’re doing people will be more inclined to donate. Practice your ‘elevator pitch’: this is a 30 second to one-minute speech about what you are doing, who for and why it is such a good cause.

Know the charities involved

  • Tell your donors where their money is going. Research the charity involved so that when people ask you can tell them where their donation will be going and who they will be helping. Specific information and stories which bring alive what you are doing will help you to raise more for your cause.

Use your contacts

  • Tell your family, friends, and colleagues about what you’re doing – the people who know you are your best starting point for donations.

Use your USP

  • What is your Unique Selling Point for fundraising? Can you play an instrument or are you a great baker? Coming up with a creative idea or using a unique talent can give you an edge as a fundraiser.

Maximise donations during the event

  • People will be really motivated to give as your event is happening. Make sure to plan several calls during the event and soon afterwards.

Set fundraising goals and mini-goals

  • Set a target, review, and extend this if you are reaching it early on. If you have an ambitious target break it down into smaller amounts and plan when you want to reach each amount.
     

Follow good fundraising practice

  • RAG can advise you and help ensure that your fundraising is operating along good practice guidelines. This includes making sure that your money gets safely to your charity.

Use external companies

  • Try and use the expertise of companies who deliver events such as bungee jumps, abseils, etc. This is good practice as the company will be covered by their own public liability insurance, should have a risk assessment in place and know how to run events. This will save you time planning and enable you to offer an exciting event.


Use online fundraising

  • The SU use fundraising.thesubath.com as our online platform for fundraising – this provides an easy way for people to donate and you can link your page to social media to promote your event. This is separate to the SU Website so you will need to create a new log on – you can ask us to help you with this. You need to give a clear description of your event so that RAG knows where to donate your profits. This is important in following charity law as it relates to the SU. See the above section for full details and user guides.

 

Important Things Be Aware Of

 

Pressurising potential supporters

Don’t worry if people say ‘No’ and don’t ask twice. Not everyone is going to want or be able to give. Even if they do not donate you have raised awareness of your charity.

Important note about insurance

Your event will only be insured if SU staff are aware of and approve the event – otherwise your event is not covered. If fundraising off-campus, SU staff need to get approval from the SU insurance company. To do this we need to submit your risk assessment and activity information. For further details contact SU Volunteering, volunteers@bath.ac.uk

Event Income: Proceeds vs Profits 

It is important to understand the difference between proceeds and profits, which apply to your event and to state this clearly on your publicity/tickets. Proceeds are all the money raised during the event. Profits are the money remaining after all the costs of the event are paid.

  • If you have stated on your publicity/tickets that ‘all proceeds go to’ then all money raised must go to the charity regardless of whether your event costs have been paid.
  • However, if you have said that ‘all profits go to’ then any money remaining after the event costs have been paid go to the charity.

Proceeds: All money that comes in will go to the charity or cause
Profits: The money raised minus your costs go to the charity or cause 

Stating that all profits will go to the charity enables you to run your event without losing out financially. 

 

Fundraising Ideas 

 

Large events

Bath’s Got Talent, murder mystery, charity ball, sports tournaments – lecturers vs students, club nights, sky diving, abseiling.


Medium events

Film nights, Bake offs, Come Dine with Me, University Challenge, quiz nights, speed dating, bingo, charity lectures, sponsored events such as head shaving, no makeup. Endurance events Rowathon, swimathon, danceathon, comedy, gaming and film marathons.


Smaller events

Helping hand – dog walking, gardening, etc, tombola and raffles, fancy dress, Amazon and eBay sales, supermarket bag packing, busking, sponging/gunging your committee/lecturer. 

 

Can we get sponsorship?

Absolutely, but do let the SU’s Marketing team know as they can support you to complete a sponsorship proposal, cross check against sponsors for other groups, deal with contracts and invoicing and ensure you get the most from your sponsorship arrangement. 

 

Good Practice 

 

Can we run a raffle or lottery?

Yes, you can, but as raffles and lotteries are regulated by the Gambling Commission you would usually need a licence. However, some types of lotteries are exempt including incidental lotteries which could apply to your event if the lottery is only promoted for charitable causes and not run for commercial gain. Our new fundraising platform allows you to do this digitally! 

To comply:

  • Raffle tickets can only be sold at the location and during the event
  • The draw would take place during the event, and not rollover
  • Deductions from the profits going to good causes would not exceed £100 for costs and £500 in prizes. 

Societies and groups can also run private raffles for their own members or as one-offs at a single event without needing a licence. 


To run another type of raffle, eg selling tickets in advance, you will need a Small Society Lotteries Licence. RAG holds this type of licence and can provide you with guidance.

Alternatively see: bathnes.gov.uk/services/business/licences/gambling/lotteries 

Collecting money

If you would like to ask for donations on private property you will need permission from the property/land owner. It is a good idea to keep a record of this correspondence. If you are busking or
collecting money in a public place then you will need a permit from the local council. 

 

Further Information and Support 

 

The SU holds Event Committee meetings to support you with higher risk events and will check over your risk assessment, give financial advice and guide you through the planning stages. If your event
exceeds 200 people, expenditure is over £2000 or personal safety may be at risk you will be invited to attend an Event Committee meeting to chat through your plans. Do come and chat with us or your support staff member for more details. 

The RAG website has lots of information for you, including upcoming events and how to contact us:
www.thesubath.com/rag/

If you would like to speak to a member of the volunteer staff team please email volunteers@bath.ac.uk or by calling Joshua Hale on Teams.