SPORTS CLUB CHARITY & FUNDRAISING OFFICER TRAINING 2019/20

1. SPORTS CLUB CHARITY & FUNDRAISING OFFICER TRAINING 2019/20 Michael Banahene VP Student Experience vpactivities@essex.ac.uk Lewis Higgins Sports Coordinator lhiggins@essex.ac.uk Paul CevallosDavila Essex Blades Charity & Fundraising Officer pc18469@essex.ac.uk blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

2. SESSION FORMAT • Take notes. • Ask questions at any point. You can also speak to us at the end of the session if you would like more information. • Slides will be sent out later in the week. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

3. WHO ARE WE? • We are the Students’ Union Sports team, responsible for helping you lead our 44 Sports Clubs. • We deal with most of the boring admin stuff, so you don’t have too. However, it’s important you are heavily involved. • We’re here to help. Contact us: • Email:blades@essex.ac.uk • Telephone: 01206 863211 • In-person: Drop-in sessions at Students’ Union Reception on Monday’s, Tuesday’s and Thursday’s. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

4. WHO ARE YOU? • Charity / Fundraising Officers. A summary of your role includes: • Responsible for organising fundraising events for your Sports Club/chosen charity. • Engage with committee and club members to conduct fundraising. • Record evidence of all fundraising. • Pay in all fundraised money correctly. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

5. CLUB STANDARDS • An award given to Sports Clubs that demonstrate their commitment to their sport, but also the development of their club. • Presented at the annual Sports Awards. • Fundraising is a criteria! Bronze (£200), Silver (£500), Gold (£800). Only 50% of these totals can come from playing memberships. • More information about Club Standards can be found here: https://www.essexstudent.com/sport/clubstandards/ blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

6. RAG / FUNDRAISING AWARD • Rewarding the Sports Club that has raised the most amount of money during the academic year. • Also presented at the annual Sports Awards. • Previous winners: • 2017 – Pole Dance • 2018 – Cheerleading • 2019 – Cheerleading blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

7. RAISE & GIVE (RAG) • Raising & Giving (RAG) happens across the whole academic year, but we also hold a RAG Week. • ‘Friendly’ competition between Sports Clubs and Societies to see who can raise the most for the chosen charities. • Prizes on offer for individuals as well as Sports Clubs. • Michael (VP Experience) will provide details at a later date. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

8. RAISE & GIVE (RAG) • If you have fundraised for a charity, do not pay the money into your club account. • Use a ‘paying in slip’ and a ‘RAG form’ to pay the cash in at the Students’ Union Reception on Square 3. • Expenses from the fundraiser (e.g. prizes, ingredients) need to be taken from the money raised, not your budget/non-budget account. Make sure your costs are covered before paying the money in. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

9. ACTIVITIES ON SQUARES • Book a free table via the SU Reception. Must be done in advance, either in person or by email: su@essex.ac.uk • Thursday’s are Market Day. Sports Clubs/Societies unlikely to be allowed to have a stall on the same day. • If you want to sell food/drink, you must have a committee member present who has completed their Food Hygiene certificate. The cost of completing this course is covered in your club budget. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

10. ACTIVITIES ON SQUARES • Planning on performing or holding an activity? You must complete a risk assessment. • Depending on the size of your activity, risk assessments will need to be sent into blades@essex.ac.uk several weeks before your planned event, with as much detail about your event as possible. • Simply amend your existing Sports Club risk assessment so it’s applicable to holding an activity on Squares. We can help if needed. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

11. PAYING FUNDRAISED MONEY IN • Money raised for charity: • Pay the cash in at the Students’ Union Reception on Square 3 using a Raise & Give (RAG) form. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

12. PAYING FUNDRAISED MONEY IN • Money raised for your club (e.g. for clothing/equipment): • Pay the cash in at the Students’ Union Reception on Square 3 using a paying in slip. • If it’s a large amount of money, email blades@essex.ac.uk and we will help arrange a bank transfer. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

13. REMEMBER TO CONSIDER YOUR COSTS! • You must deduct your costs (e.g. ingredients purchased to bake cakes) from the money raised before you pay it in! • For example, if you had cake sales of £50 but spent £10 on the ingredients, you have raised £40. • Please only pay £40 in, and ensure the individual who spent the £10 on ingredients gets their money back from the sales money. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

14. USING JUST GIVING • If you want to also collect money that isn’t cash, you can use Just Giving. • Email blades@essex.ac.ukbefore you set up your project so we can give you the correct registered charity details. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

15. SPONSORSHIP / DONATIONS • A sponsorship is different from a donation. • A sponsorship is where the person or organisation making the payment receives a significant benefit such as having their logo displayed at an event, or being allowed free or preferential rate access to an event. • A donation is where the payment is freely given and the donor receives nothing in return but may receive a simple acknowledgement such as the donor’s name being included in a list of supporters in a programme. • Donationsare tax-free; Sponsorships incur VAT – so ensure you factor VAT into your costs when arranging sponsorship! blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

16. WHO CAN SPONSOR US? • Almost anyone, with the exception of any organisation that is a direct competitor of an SU or University venue (e.g. Bars, Restaurants, Gyms) or organisations that may bring the SU, University of Essex Blades into disrepute. • Some good organisations to approach for sponsorships include: • Local businesses, particularly in the Colchester area or somewhere you play in a local league. • Graduate recruiters • Companies you already use for services – e.g. Trophy companies, kit manufacturers, equipment suppliers • Businesses with an existing link to the University – e.g. those based at the Knowledge Gateway • Organisations who work directly with students – e.g. Tour providers blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

17. WHAT CAN WE OFFER A SPONSOR? • Try where possible to offer a sponsor benefits that do not cost you anything, e.g. Social Media promotion, Links to their website from your SU Webpage. • Use Social Media and Webpage analytics to highlight the reach of your posts/website and a potential audience for that busines. • If you want to offer things like shirt printing, banners etc. that cost money, remember to factor that into the amount you’re asking for. • Sponsorship proposal guidefor your reference. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

18. CLICK • https://www.essex.ac.uk/donate/crowdfunding | click@essex.ac.uk • Click, Essex's crowdfunding platform is open for students, staff and alumni to put forward big ideas and projects for crowdfunding. • Crowdfunding is funding a project by raising lots of small amounts of money from a large number of people, typically via the internet. Donors pledge a donation to your project and in exchange they receive tangible, non-monetary 'rewards‘, e.g. an e-card, t-shirt, tickets to your show. • Click is the leading crowdfunding platform in UK Higher Education with a 95% success rate (Kickstarter 40%, Indiegogo 43%) blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

19. CLICK • There is no limit on the number of times a sports club may use Click in a year, but each submission must be for a single & distinct project and must seek to raise the entire cost of that project for the whole year. • Clubs may fundraise for kit, specific pieces of equipment, or the costs of attending specific competitions. • Clubs cannot submit multiple Click projects for ongoing ‘competing expenses’. • Clubs seeking to finance special events or trips that involve significant expenditure and/or an entire squad (i.e. competing overseas), should contact Click to discuss how we can help them structure their project and maximise their access to matchfunding. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

20. GOOD PRACTICE FOR SUCCESSFUL FUNDRAISERS • Engage in local/national fundraising events (e.g. Children in Need). These will often be well-known to the general public, and you may also be able to arrange for helpful materials. • If it’s for charity, choose one the local community/students care about. Help for Heroes (Colchester), Cardiac Risk in the Young, Student Minds, Samaritans. • Do something different and unique. People will get tired of the same old ideas, be creative! blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

21. GOOD PRACTICE FOR SUCCESSFUL FUNDRAISERS • Keep it fun, and get your committee/members on board to help. • Fundraising should not just be your responsibility – it’s a joint effort. • It’s tough to convince your club committee and members to help out if they’re going to be stood in the squares in December selling things so make sure it’s something they’re going to enjoy. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

22. CHARITY SOCIALS • Fundraising is easier when it’s fun. Hold a charity social! • Charity Shop Social - give everyone a set budget (e.g. £5) and ask that they purchase their outfit from a charity shop. Keep the receipts, collate them and bring them to the SU Sports Office as evidence. • Alternatively, why not choose a social theme and ask for voluntary donations to a relevant charity for attending? E.g. Football Shirt social, raising money for Football Beyond Borders. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

23. CHARITY MATCHES • Challenge another Sports Club or someone else to a match, either at their sport or yours – or both! • Raising money for your clubs or a jointly chosen charity. • Members pay a small fee to take part. You can even have a refreshments stand and donation buckets for supporters. If that’s too easy, why not try playing in fancy dress? • Remember, facilities need to be booked! Please make your request to blades@essex.ac.uk with at least 2 weeks notice and be advised that not all facilities are available at all times. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

24. QUIZ NIGHTS • Always good fun, and can even be themed around your sport. Charge teams/individuals for attending, with the chance to win a set prize. • Work well as joint events with other Sports Clubs. • With sufficient notice, can be held in Top Bar free of charge – as long as the minimum bar take is met (enough to cover staff costs) • Avoid Thursday’s – SU Bar Quiz. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

25. SOME OTHER GOOD IDEAS… • Have a club piggy bank. Keep one for the club where every so often club members can donate loose change. Ensure it’s paid in regularly to your club account/to charity at the SU Reception to avoid money going missing. • Organise a club dinner. Profits from ticket sales going to a selected charity or club fund. You could hold a raffle or small auction on the night to raise additional money. • Perform a Sport Marathon. Whether it’s a12-hour Tennis match or a 24-hour Row, it’s a fantastic effort and something people will donate to support. • Stalls on squares: Guess the weight/contents of jar, non-alcoholic drinks pong, tin can knock downs, nail/face paint with specific events (e.g. Pride), fitness challenges (e.g. hold the dumbbells the longest) blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

26. WORKING TOGETHER • Working with another Sports Club (or several) should increase the participants in your fundraising event and therefore the money raised. • You can also look at pairing up with Societies or even external organisations to help fundraise. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

27. THINGS TO AVOID… • Fundraisers that involve a lot of work, for very little reward. Cake sales etc. involve a lot of preparation to make the cakes and then standing in the cold on squares selling them for not much money. • Holding identical fundraisers to other Sports Clubs, at the same time… We have previously had several clubs selling Krispy Kreme's/Millies Cookies on the same day, on the same square. Consider joining forces? • Not promoting your fundraisers! You’ve put a lot of work into organising your fundraising event, so make sure everyone knows about it. Your committee should help you promote and run the event. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20

28. ANY QUESTIONS? • These slides will be available online at www.essex.su/exectraining by the end of the week. • If you have any problems during the year, please get in touch with us. blades@essex.ac.uk Sports Club Charity & Fundraising Officer Training 2019/20