Thank you for your interest in fundraising for Fairly Beloved Rabbit Care.

No matter what type of event you are proposing to hold, there will be legal and safety issues that the event organisers will need to consider.

Fairly Beloved Rabbit Care can take no responsibility for any injury, losses or damage caused or sustained as a result of fundraising events in aid of Fairly Beloved Rabbit Care.  It is the responsibility of the event organiser to comply with legal and safety regulations.

Below are some best practice guidelines, please ensure you consider these before organising your fundraising activity, so that participants, guests and attendees have a safe and enjoyable fundraising event.

What do I need to consider before an event?

Please work through the following section to identify basic legal and safety considerations. Because of the great variety of events, it is not possible for this guide to cover all eventualities, nor will all the questions be applicable to small events, but it's a good starting point. Below is a list of topics that you can use as a checklist

  • Risk Assessment
  • Safety Considerations
  • Insurance
  • Licenses & Permissions
  • Raffles & Lotteries
  • Collections
  • The Environment

Risk Assessment

It is advisable to carry out a risk assessment to ensure that you have proper plans for public safety. The Health and Safety Executive (HSE) define a risk assessment as nothing more than a careful examination of what, in your event, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm.

A hazard means anything that can cause harm (open flames, food contamination, inadequate safety barriers, etc). A risk is the chance, high or low, that somebody will be harmed by the hazard.

Complete a risk assessment early on in your event planning. Keep it simple, your assessment and the safeguards that you put into place should go as far as is reasonably practicable. If in doubt ask us.

Five steps to risk assessment:

1. Identify the hazards

(a) Physical hazards such as vehicles, guy ropes, slippery surfaces, electrical and fire
(b) Hazardous substances such as fumes, gasses.
(c) Environmental such as noise, poor lighting, weather, unsupervised water areas
(d) Psychological such as long hours, inadequate breaks, stress
(e) Ergonomic such as poor seating/standing routines, lifting

2. Decide who are the people at risk and how they could be harmed

(a) Colleagues, volunteer helpers
(b) Contractors, vendors
(c) Young and inexperienced people
(d) New and expectant mothers
(e) Staff or visitors with disabilities
(f) Lone workers or helpers

3. Controlling the risks

Do existing precautions:
(a) Meet legal requirements?
(b) Comply with known event standards?
(c) Represent good practice?
(d) Reduce risks as far as is reasonably practicable?

If not, then you need to consider an action plan to categorise remaining risks as high,
medium or low.

The aim is to eliminate hazards altogether or to limit those risks in order of preference
by:
(i) Combating the risks at source - treatment is better than warning signs
(ii) Preventing access to the hazard - barriers, marshals, and alternative route markings
(ii) Reorganising work to ensure adequate comfort breaks, reduce stress
(iv) Provide personal protective clothing where necessary - life jackets, high visibility
vests
(v) Provide adequate welfare facilities such as washing, toilets, and crèche

4. Recording the findings

Write down your findings, or alternatively use recording, or photography.

5. Reviewing and revising

Management Regulations require risk assessments to be 'suitable and sufficient'. Yours
can be as short and concise or as long and detailed as you require. All plans change
and when they do, you should just spare a few minutes to review your assessment for
any changes.

You may find it useful to review the worked examples offered by the Adventure
Activities Licensing Authority and utilise their risk recognition details. For more details
and further guidance visit www.aala.org and www.hse.gov.uk

Safety Considerations

Your risk assessment will help you to consider any safety precautions that you may need to carry out to ensure your event is safe and legal. Things to consider are:

First aid

Having a first aid box and qualified first aider present at any event is good practice. At larger events, it is worth arranging an agreed level of first aid cover for a donation to the relevant organisation, such as the British Red Cross Association or St John’s Ambulance.

Fire

It is recommended that you contact your local fire brigade safety officer for advice. Fire safety should be an element in your risk assessment. Dependant upon their advice, you will need to provide fire extinguishers, fire point notices, etc and ensure a fire assembly point is defined. You should also ensure that vendors on site are equipped with adequate fire  fighting equipment. When hiring a venue, you need to check the capacity of the venue.

Evacuation

No matter where your event is to take place, you will need an evacuation plan. If you are using existing buildings, seek advice from the owner or landlord; they may have their own evacuation plan.

The building control department of your local authority and/or the fire brigade should be able to offer best advice on this matter.

Security

Consider the safety of your colleagues and volunteers if large amounts of cash are expected to be collected. Think about cash boxes, night banking and having a minimum of two volunteers to count and record donations. Security issues may also arise if you have VIPs on your invitation list.

Stewards

If your event is small enough you should be able to manage with helpers and volunteers. However, larger events normally have to consider hiring in professional companies. All  stewards need to be properly briefed and trained.

Communication

Communication between the organisers, stewards and emergency services is vital. It must be reliable, tested and loud enough to be heard above surrounding noise scales. One person should be nominated to take control and be on hand if anything goes down. Enough equipment should be supplied for all stewards etc, such as walkie-talkies, mobiles, etc.

People with disabilities

Your arrangements must make provision for people with disabilities. Your risk assessment must include hazards specific to people with disabilities - access, comfort areas, comfort facilities, safe viewing areas, carers, emergency procedures, etc. Visit the British Council of Disabled People website to find out more at www.bcodp.org.uk.

Food safety

Events involving the production, supply or sale of food either by you or catering organisations, must comply with a number of regulations. The Food Standards Agency has an  excellent site that offers good advice on food hygiene and preparation, visit www.foodstandards.gov.uk.

External catering companies must be registered with your local council. Ensure you have a copy of their licence and insurance. Local Authority web pages contain advice and contact numbers for questions on all of the above.

Facilities

Decide on and keep reviewing your event requirements. Consider the supply of fresh drinking water, hot or cold water for washing, toilets, PA systems, lighting and temporary  structures eg tents and stages. Review your requirements for inclement weather - extra tenting, duckboards, heating, cooling, etc.

Insurance

Think about the type of insurance that needs to be in place before you start your event.

Any event involving the public requires public liability insurance. Check whether the venue has public liability insurance that will cover your event, if it doesn’t you may need to take out your own insurance. If you are unsure, please check with your Local Authority or contact us for advice.

Licenses and permissions

There are a number of rules and regulations regarding licenses and permissions that your event may have to comply with. It is best to inform your local authority and check for any legal permission you may have to consider.

Licensing entertainment

You may need a public entertainment licence for events such as sporting events, plays, films or dances. Your local authority can advise you on this. Statutory notice periods to your local authorities depend on the size of your event.

Licensing alcohol

An alcohol licence will be needed for any event providing or selling alcohol, so you need to check your venue has a permanent licence. If not, occasional permission can be obtained through the licensing justices at the local magistrate’s court. If the event is on charity premises, the Charity Commission guidelines in booklet CC27 'Providing Alcohol on Charity Premises' needs to be complied with.

Collections

There are laws and regulations referring to collections, please contact us if you would like to carry out a collection in aid of Fairly Beloved Rabbit Care. We can provide you with collection tins and buckets for your event and further guidelines on carrying out collections.

The Environment

Please respect and look after your environment when planning your event. Some ideas are suggested below but you may have others that should be included:

  • Is your site large enough for the event?
  • Have you considered and discussed any landlord/landowner issues?
  • Review your plans for collecting litter and disposing of it. Recycle when possible
  • Will noise be an issue for neighbours; will your music be too loud for visitors?
  • Review and note the site condition before and after the event
  • Consider the effect on local transport - make suitable arrangements if necessary
  • Consider the effect of things like fireworks etc on local animals

Publicising your event

If you are using Fairly Beloved Rabbit Care’s name and/or logos in publicity materials we request that you send over a draft to This email address is being protected from spambots. You need JavaScript enabled to view it. before publication.

If you are creating your own publicity materials please make it clear that you are fundraising in aid of Fairly Beloved Rabbit Care but that you do not represent the charity. Suggested wording for this would be “‘Name of volunteer/event’ raising funds in aid of Fairly Beloved Rabbit Care’. Please also include Fairly Beloved Rabbit Care’s registered charity number (SC042706).

What to do if things go wrong

Your careful preparation and planning following these safety and legal guidelines will help you organise a safe and successful event.

In the unlikely event of something going wrong, this preparation will be important and serve you well. Keep a copy of your risk assessment and event safety checklist and make them available as required. If you require any further information or have any questions, then please feel free to get in touch.

Thank you, good luck and, most importantly, have fun!

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