Keeping it safe and legal

We’re delighted that you’re looking to organise an event in aid of KSS and support our lifesaving work. When you organise your own activity and kindly donate the funds you raise, you help keep our helicopters flying and our crews saving lives across Kent, Surrey and Sussex.

We want to make sure you have everything you need to keep safe and legal, so please take a look at the guidance below – remember:

  • You’re leading the way – you’re responsible for planning and running your activity
  • Your event is uniquely yours – created and organised by you, with KSS cheering you on
  • Planning makes all the difference – give yourself enough time to put the right arrangements in place to help your event run smoothly and safely

We’re here to support you

Our team can offer guidance, encouragement and practical tips to help your event be a success.

If you have any questions or would like some advice, please call our fundraising team on 01634 471 900 or contact us online here – we’re always happy to help. Or you can always take a look at the government’s ‘Organising a voluntary event: a ‘can do’ guide’ which provides lots of helpful steps.

If cash will be taken at an event, make sure that you have plans in place to keep and count it somewhere safe and secure. When collecting or taking payments, make sure that the cash is secure by using a sealed collection bucket/box or a lockable cash box. 

Wherever possible, have two people available to count or transport cash, and take it to the bank as soon after the event as is convenient. If you need to transport the cash, we suggest concealing any charity branding where possible and use well lit and public routes for your safety. 

To avoid handling cash, online donation platforms such as JustGiving can be used to collect sponsorship and donations. People can also pay directly to us on our website www.aakss.org.uk/donate – just make sure they reference your event as the reason for donating. 

Public collections are those that will take place on public land – such as high streets. These are governed by strict legal requirements and must be licensed by the local authority/council. You can check whether you need a licence and which local authority to approach here. We suggest contacting our fundraising team first who can offer advice.  

Private collections take place on private premises or land. If you wish to organise a private collection, for example inside a train station or at a supermarket, you need the permission of the owner of the premises or land.

If you collect any personal information as part of your fundraising activity (for example names, contact details), it’s important to handle it responsibly and in line with UK data protection law.

  • Only collect what you need – keep the information you collect relevant to your event and avoid gathering unnecessary personal details
  • Keep it secure – make sure any paper or digital records are stored safely and only accessed by those who need them
  • Be clear and transparent – let people know why you are collecting their details and how they will be used
  • Respect people’s preferences – only use people’s data for the purpose they gave it to you, and don’t share it with others without consent
  • Dispose of data safely – once your event is complete, securely delete or destroy any personal information you no longer need

If you’re unsure, we recommend taking a look at guidance from the Information Commissioner’s Office (ICO), or getting in touch with our team for advice.

As someone organising a fundraising activity, you’ll want to ensure that everyone is treated fairly and with respect. For some useful tips on safeguarding practices so everyone can be kept safe and it’s an enjoyable experience for all please take a look here.

If your event involves the sale of alcohol and/or live or recorded music, dancing, showing of a film or performance of a play, an indoor sporting event you may need a licence. 

You can check whether your event will require a public entertainment or alcohol licence on the Government’s website. Your event venue may already hold a licence, but if not, you will need to apply for a ‘Temporary Events Notice’ (TEN) via your local authority. This comes at a small cost. You can begin the application process online. 

If your fundraising activity or event involves any costs, please keep them reasonable, necessary, and in proportion to the amount you’re raising, and make sure they’re clearly explained to your supporters in advance.

Many supporters find that local businesses are happy to donate goods, services, or sponsorship to help cover some of the costs. We don’t want you to be out of pocket for supporting KSS, but if any costs are taken from the total raised, they should always be reasonable, necessary and proportionate and shared openly and clearly with everyone taking part or donating.

Once any agreed costs have been covered, the remaining funds should be paid to KSS as your donation.

If you’re unsure about expenses or would like some guidance, we’re always happy to help – just call the team on 01634 471900.

Depending on the number of people involved at the event, the type of activity they’re doing and what first aid facilities may already be provided at the venue, you may need to consider first aid provision at your event. Please see some recommendations below:

  • For small events (under 100 attendees)
    a basic first aid kit and a designated first aid contact is sufficient. 
  • For medium events (100–500 attendees)
     at least one person with a First Aid at Work or Emergency First Aid at Work certificate
    is recommended. 
  • For larger events (500+ attendees)
    professional first aid provision is strongly advised, with a dedicated medical team for
    complex events.

If you think you might need first aid support, check with an organisation such as St John’s Ambulance or the Red Cross. They will be able to advise you further and can also provide first aid support for your event, should this be required.

Please take great care when handling food and work to basic rules for safe preparation, storage, display and cooking. 

The Food Standards Agency provides guidelines for preparing, handling and cooking food. This section of their website is useful for people organising charity and community events involving food. If you are using a caterer, you will need to ensure that they have a food hygiene certificate and public liability insurance. Further information can be found on the NHS Choices website and from your local authority. 

As the organiser of a fundraising activity you’re responsible for the planning and the running of the event safely. KSS cannot accept liability for any loss, damage or injury suffered by yourself or anyone else as a result of taking part in an ‘aid of event’.  

Events need to be adequately risk-assessed to identify, reduce and control any risks to members of the public who may be attending. It is best practice to complete a risk assessment form to show that you have considered and mitigated any potential risks around your event, but it is not a legal requirement unless the organiser is an employer of the charity. 

For further help on how to complete a risk assessment or health and safety guidance please visit Health and Safety Executive or speak to one of our team for advice.

In addition to health and safety issues, please consider possible risks to KSS’s reputation. If the nature of your event may be considered risky by some, contact our fundraising team on 01634 471900. 

By organising your own fundraising event in aid of KSS, you’re responsible for ensuring that the event poses no risk to others. Please check that any venues or equipment that you hire are covered, it can often be included in the hire fee. 

You may need to consider arranging public liability cover for some events particularly for public or hazardous events, which will protect you against claims made by third parties for injury or property damage as a result of negligence. In the first instance check with your venue’s insurer about suitable cover as they often hold their own or speak to your own insurer. For private events this may not be necessary. Please seek advice from our team if you are unsure. 

Please note that KSS insurance does not automatically cover independently organised fundraising events.

Please ensure that all promotional materials for your event specify that it is ‘in aid of’ KSS. You will find an in aid of logo in the guide to download. 

There are strict legal requirements about the organisation of raffles, lotteries and prize draws. Information about these rules can be found at the Gambling Commission however below is some simple guidance that may prove useful: 

Incidental raffle

If you’re planning a raffle or other game of chance (such as a tombola or duck race) as part of a fundraising event, this would be known as an incidental lottery/raffle and does not require a licence, providing tickets are sold on that day or over multiple days if the event is over a weekend for example. Further advice can be found on the Gambling Commision’s website or by clicking here. 

Selling raffle/lottery tickets in advance  

If you wish to sell tickets in advance you need to ensure you check the guidance offered by the Gambling Commision here.

Selling tickets before the event or outside the venue changes the raffle from an incidental lottery into a small society lottery and there are a few simple rules you’d need to follow to keep everything legal and safe:

  • Before selling tickets, register your lottery with your local authority. It doesn’t require a Gambling Commission licence
  • Use proper printed tickets to include the name of the charity or group running the lottery, the ticket price, the organiser’s name/address and date of the draw
  • Know the rules on money and prizes – at least 20% of the money raised must for the charity/good cause, up to £100 can be used to cover running costs and up to £500 can be spent on prizes (donated prizes can be any value)
  • Send a simple financial return to the council within 3 months of the draw
  • Be aware of age restrictions – no tickets to under 16s (some org. choose 18+)

OR

You can look to hold a free prize draw or a prize competition:

A lottery has these three elements: 

  • Payment to enter 
  • Chance determines the winner (could be a tombola or draw) 
  • Prize if you win 

If you wish to sell tickets in advance you must remove one of the three elements by: 

  • Make the tickets available for a donation only – known as a free prize draw. You should always let people know there is a free route of entry and avoid using minimum donation  
  • Introduce an element of skill – known as a prize competition such as answering a question 

Free prize draws and prize competitions are regulated by Advertising Standard Authority CAP Code and should always have terms and conditions.  

PLEASE NOTE – It is not possible for supporters to use our KSS lottery licence as this is used for our main lottery draw. 

If you’re planning a raffle and unsure of the regulations please don’t hesitate to contact the fundraising team beforehand, we’ll be able to help and advise.  

There is further useful information on organising your own event on the following websites:

Saving lives when every second counts

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