Making your fundraising safe & accessible

When organising a fundraising event, it is important to think about safety and accessibility.

The aim of these guidelines is to help you to organise a fundraising event or activity that is safe and legal, as well as enjoyable. Please take the time to read this important information and do not hesitate to contact us if there is any other way we can help: helpline@porphyria.org.uk or 0300 30 200 30.

Please remember that you are responsible for taking adequate steps to ensure that the event poses no risk to others. The BPA cannot accept liability for any loss, damage or injury suffered by you or anyone else as a result of taking part in a fundraising event.

MAJOR EVENTS

Charity fundraising is regulated by law and so it is important that all parties comply with any legal requirements. If you are expecting large numbers of members of the public to an event, you are likely to need to do the following:

  • Contact the police
  • Contact the local council for permits
  • Ask St John’s Ambulance for first aid advice
  • Check whether public liability insurance is needed – events run by you ‘in aid of the BPA’ are not covered by the BPA’s public liability insurance
  • Undertake a fire risk assessment
  • Consider security risks
  • Consider health and safety risks

You (may) also need to:

  • Consider provision of toilets, drinking water, washing facilities and/or disposal of rubbish
  • Ensure that any sub-contractors have the required experience and insurances
  • Obtain any relevant licences/permits from local authorities, e.g. alcohol or music
  • Ensure any paper or electronic records you keep about people involved in the event comply with the Data Protection Act requirements.
  • Consider the accessibility of your venue – does it have wheelchair access/good parking/transport links?
  • Consider how the weather could impact your event and create a plan to mitigate any risks caused by weather.

ACCESSIBILITY TIPS

When planning an event, it is important to ensure it is accessible to as many people in your community as possible. With 1 in 5 people in the UK being disabled, it is likely that 1 in 5 people that attend your event will have a disability. Many of these access provisions also provide benefit to non-disabled people, such as anyone with small children or dietary restrictions. Here are some things to consider when planning a fundraising event, whether big or small:

  • Does your venue have step-free access and accessible toilets?
  • Are there good parking facilities and transport links nearby?
  • If you are serving food and drink, have you taken into consideration dietary requirements and non-alcoholic options?
  • Can you provide seating and rest places around the event site?
  • If the event is likely to be loud, can you provide designated quieter areas for anyone who struggles with noise sensitivity or an energy impairment to take breaks from the main event?
  • Will you need sign language interpreters at your event?
  • Can you include access information in the advertising of your event? This will make it easier for attendees to make an informed decision about their ability to attend.

 

For more guidance on organising accessible events, see this guide from Creative Lives UK.

Porphyria-specific accessibility tips

If you are fundraising for the BPA, you are likely already familiar with the ways porphyria can affect people’s lives, such as sensitivity to light and fatigue. If your event is outdoors, consider if your venue provides protection from the sun, e.g. tree cover. If it is indoors, avoid bright lighting. You may also wish to pay particular attention to ensuring the event has adequate seating and places to rest for those affected by fatigue.

Note on Covid-19 safety

With a return to in-person events during the ongoing Covid-19 pandemic, it remains important to continue to take precautions to protect our communities, especially those most at risk of adverse effects from Covid-19 and other respiratory diseases, such as those who are immunocompromised. Here are some tips for making your event as inclusive as possible:

Photo of five white women are standing outside a hospital holding up a purple sign in the shape of a butterfly which reads "Porphyria Awareness". They are all wearing blue surgical face masks.

  • Hold events in outdoor spaces where the risk of airborne transmission is lower (though of course keep in mind providing protection from the sun for those affected by the skin porphyrias).
  • In indoor spaces, consider how you could effectively ventilate the space to reduce the spread of respiratory illness, such as opening windows and doors, and/or using a HEPA air filter. See UK Government advice on Improving ventilation and Living safely with respiratory illness for more guidance, as well as advice from the John Snow Project on reducing risk.
  • Provide face coverings for attendees and ask them to consider wearing them if they are able.
  • Consider including a virtual component to your fundraising event or activity so people who are not able to attend in person are still able to take part. See our page on Virtual fundraising ideas for more guidance.
  • Ask attendees and organisers to consider taking a rapid Covid-19 test before attending, and ask them to avoid attending if they are feeling unwell or have tested positive for Covid-19. If you are charging an entrance fee for your event, offer to provide a refund on in the event of cancellation due to illness.