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Safe and legal fundraising

Fundraising for CLAPA is a fantastic way to support people affected by cleft, but it’s important to make sure your event is safe, legal, and well‑organised. As a fundraiser, you are legally responsible for the money you raise and must ensure all donations go to CLAPA.

Find out what rules are in place

In this section

Keeping your fundraising safe and legal

Fundraising for CLAPA is a wonderful way to support people affected by cleft lip and palate. Whether you’re planning a bake sale, a sponsored challenge, or a community event, it’s important to make sure everything is safe, legal, and well-organised.

Here’s everything you need to know to get started.

Your Responsibilities:

As a fundraiser, you are legally considered a trustee of the funds you raise. This means:

  • All donations and sponsorship money must be paid to CLAPA.
  • You must inform donors if any portion of the funds will not go to the charity.
  • If your actions risk CLAPA’s reputation, we may ask you to stop fundraising.

Terms and conditions of ‘in aid of’ fundraising

When you choose to fundraise for CLAPA, you are confirming that you understand and agree to the terms and conditions of ‘in aid of’ fundraising.

Download here

Legal consideration

Please read though every section carefully

You might need a licence for:

  • Selling alcohol or providing entertainment (including recorded music)
  • Holding a raffle, lottery, or auction
  • Collecting money in public places
  • Displaying banners or signs in public areas

If you’re unsure, contact your local authority or the CLAPA fundraising team.

  • You must have a licence or permit from your local council for any public bucket collection. CLAPA does not permit door-to-door or table-to-table fundraising (e.g. in pubs).
  • For activities on private property such as a supermarket or school, always get the owner’s permission.

If you’re under 18, your parent or guardian must take responsibility for your fundraising and they must be happy with your plans. They can email us to confirm this.

Planning a raffle?

If all ticket sales and the draw happen during your event, you won’t need a licence – This is known as an incidental lottery, and it’s commonly used for small, on-the-day fundraising raffles.

However, if you plan to sell tickets ahead of the event, different rules apply:

📝 Advance Ticket Sales

Selling tickets before the event means your raffle may be classified as a small society lottery, which does require a licence. Before you begin:

Please get in touch with CLAPA’s fundraising team to discuss:

  • What type of licence you’ll need and if you can use CLAPA’s
  • What information must be printed on your tickets
  • Whether your raffle qualifies as a lottery under UK law

Printed Ticket Requirements

If your raffle requires a licence, your printed tickets must include:

  • The name of the promoting society (e.g. CLAPA or your local fundraising group)
  • The ticket price
  • The name and address of the organiser
  • The date of the draw
  • Any terms and conditions

You’ll also need to cover the printing costs, so if it’s a small raffle, we recommend selling tickets on the day only to keep things simple and cost-effective.

🔗 https://www.gamblingcommission.gov.uk/

Safety advice

Please read though every section careful

Before your event, identify any potential hazards. Use free resources from the Health and Safety Executive.

CLAPA cannot accept liability for your event. If it involves the general public, you’ll need public liability insurance. Check with your venue or insurance broker.

Follow guidelines from the Food Standards Agency. Label food clearly for allergy sufferers. If using a caterer, ask for their hygiene certificate and insurance.

  • Use a secure container or lockable cash box.
  • Have two people present when counting money.
  • Bank funds as soon as possible.
  • Always state your event is “in aid of CLAPA”.
  • Include our charity number:
    Registered charity number 1108160 (England & Wales)
    SC041034 (Scotland)

Contact us to use our logo .

 

 

  • Display a clear notice if you plan to take photos or video.
  • Explain how attendees can opt out.
  • Do not take or share photos of children without parental consent.

If children are involved:

  • Don’t run events that encourage children to attend without parents.
  • Make sure the environment is safe.
  • If offering a crèche or play area, consult your local authority.
  • Check insurance and DBS status of any external providers (e.g. face painters, bouncy castles).

CLAPA encourages eco-friendly fundraising. Please:

  • Deflate and bin balloons after use.
  • Avoid releasing helium balloons or sky lanterns.
  • Contact us for sustainable alternatives.

Cancelling Your Event

If you cancel after receiving donations, you must contact donors to ask if they’re happy for the money to still go to CLAPA. If not, you must refund their donations.

 Need Help?

We’re here to support you every step of the way.
📧 [email protected]
📞 020 7833 4883