When organising your own VIA fundraiser, no matter how big or small there are many things you need to think about from getting the right event insurance to having somewhere to lock the funds away.
VIA want the process to be as simple as possible so you can get on with your fundraiser so we have tried to answer the key questions. Please look through the list of frequently asked questions to help you to put together your fundraiser.
Frequently Asked Questions
VIA do not give out any Corporate Sponsor details
It’s easy. All you have to do is read the Fundraising Guidelines and complete a Fundraising Registration Form available on our website. This gives us the information we need to consider your plans and gives you some guidelines to help you plan your event.
You will have to wait for our approval before you can start asking your networks to support you. This is just so supporters know that funds are getting to the right place.
Once you've submitted your Fundraising Registration Form, we’ll review your application and once approved, we’ll issue you with a Letter of Authority and Unique Reference Number.
As we’re required by law to be accountable for the fundraising activity we must issue a Letter of Authority stating our approval and the conditions under which you can fundraise. In addition, to do a street collection VIA must apply to the local authority. Again, this is just to make sure that all funds are getting to the people that need it most!
Yes. In general we will only issue fundraising approval for a specific event. However, if you are planning to have VIA as your workplace or local charity for the year, let us know and we will include this in your authority.
Telling as many people as possible about your event or challenge is the key to making it a success and VIA will do our best to help you with this. Put up flyers and posters in your local area, contact the local paper and radio station and tell them about your event or challenge and check if they have a listings section and add your event or challenge to the list.
VIA will be setting up a National Events Page and will be able to feature your event, for this to happen you will have to register your event to our database on the online form.
VIA are incredibly grateful that you have chosen to raise funds for us but unfortunately we cannot help you pay for your event or challenge. As a small charity all our funds are used to fund the projects and expeditions we run to help those who suffer. We therefore cannot use any of these funds to help fund personal events or challenges.
Yes, ‘proper’ or ‘reasonable’ expenses may be deducted but these must be documented and included in the paperwork you return to VIA after the completion of your event. As a guide, expenses should total no more than 30% of your total funds raised.
Please note that commissions or fees for the fundraiser are not considered a reasonable expense and should not be submitted.
Please be aware, in the event that your fundraising activities exceed the amount of money that you raise, you will have to pay for the deficit out of your own resources. VIA will not be able to contribute to any deficit.
VIA request that you do not collect money door to door, and if you would like to do a collection in a public place, you will need to possess a Letter of Authority from VIA and you must apply for a licence or permit from your local authority (you will be able to find details on how to do this on your Local Authority website).
If you have any more questions on this then please contact our team who are more than happy to answer your questions. Please send your email enquiries to email@example.com
Once you have registered your event or challenge you will be given a unique reference number you can then call our team on 01264 771658 and they will arrange for you to receive the items you request.
The use of the name “Veterans In Action” and logo is strictly controlled to ensure that the integrity of the VIA brand is maintained.
The VIA name and logo can only be used by permission once an event has been entered onto our event database and a Unique Reference Number given.
Once you have the logo please email your designs for approval to firstname.lastname@example.org so they can be approved by our design team.
You are not permitted to use our logo on items that are to be sold without approval from our TEAM.
Finally please do not take our logo straight from the internet as once authority to use our logo has been approved we can send you our logo as a jpeg or print file.
Acceptable Use of the name Veterans In Action for your fundraising event:
Proudly Supporting Veterans In Action
Proceeds supporting Veterans In Action
As a small charity, VIA do not hold much stock of merchandise but this will hopefully improve due to our project Made by Veterans (MBV). In time we will be able to make up an MBV box where all items of merchandise will have been made by those on the project. These items will be sent to you on a sale or return basis.
Wristbands can be sent to you free of charge to help you reach your fundraising targets. VIA take a different approach to selling wristbands and we have no minimum costs for them as we feel that the public give generously in support of our former service personnel. If you decide to charge for them to help reach your targets we would suggest that you do not ask for any more than £1 per wristband.
VIA are in the process of putting together local teams of Coordinators and representatives and if this is something that interests you please contact our team on email@example.com
As a small team, at present it is unlikely that someone from our team could attend your event or challenge but this will hopefully change as we grow our team.
We may be able to assist you by promoting your fundraising event on our website or social media platforms. What we need from you is a description of the event, a link for donations, several pictures that could be posted online and details for a contact person. These elements can be sent to firstname.lastname@example.org
If you’re planning to promote your fundraising event in a public capacity, like through the media, please contact us prior to the issue of any media releases or organising any interviews about the event, as this will need to be reviewed by VIA.
You may need to take out event insurance and public liability insurance for your event or challenge. An event insurance company can advise you on the right level of cover required to suit your event or challenge.
The different types of insurance include:
• Public Liability Cover
• Event Cancellation Insurance
• Travel or Health Insurance
• Cover to meet any contractual conditions
• Damage to property owned, hired or borrowed
If the fundraiser is by a group of people attached to a firm, the company’s insurers may consider providing some cover for a staff or customer charitable event.
If you are planning a lottery (such as a raffle, tombola or sweepstake), you should be aware that there are strict laws and rules about what you can do. For those of you in England, Wales or Scotland, the Gambling Commission publishes useful guidelines about these at www.gamblingcommission.gov.uk The Northern Ireland Council for Voluntary Action publishes guidance for Northern Ireland at www.nicva.org
VIA recommend that you buy a lockable box so that if you are running a stall or taking donations you can store the cash in a safe location.
At larger events, handling the money is a full-time job for one of the organising team. It is good practice for a minimum of two people to be present whenever cash is handled and whenever possible, the money should be counted and verified by both people. Everybody should be conscious of security and the possibility of theft of cash. These steps are there to protect you!
We recommend having a receipt book for your own records and to give receipts to people who require them (for a donation, for example), receipt books can be bought from most stationary shops and finally, don’t forget to get plenty of money bags for all the coins and notes.
Yes, VIA welcomes all fundraisers no matter what their age. If you are under 18 or have people involved in the organisation, please make sure they have permission form a parent or guardian and are supervised by a responsible adult.
Children should never approach strangers about fundraising. It is illegal for children under 16 of age to participate in public collections. Never leave your children unsupervised during an event or fundraising activity.
As a small charity all funds go to VIA to enable us to run expeditions all over Britain that helps us engage with veterans from all areas.
Please email your questions at any time to email@example.com so that we can provide you with the assistance or support you require.