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Organising an event

General help in organising an event.

Event checklist:

Before the event:

  • Research your fundraising idea
  • Check the safety, legal and insurance issues
  • Form an organising committee, if necessary
  • Get lots of helpers lined up
  • Plan your budget
  • Look for sponsors, if necessary – who do you know with contacts?
  • Schedule your event, inform everyone and spread the word
  • Find someone to talk about your event and contact the media

During the event:

  • Make sure you have enough people on hand to help out
  • Appoint someone to be responsible for handling the money
  • Use the opportunity to tell people about your charity and other events
  • Take lots of photographs

After the event:

  • Make sure you have lots of helpers
  • Seek feedback, consider what went well and review how you might do things differently next time
  • Thank all those who helped and supported – the JEP have a free letters page which might like to take use of
  • Show everyone your pictures and send them to us too!

Compliance

Will your event be subject to certain regulatory restrictions or health and safety considerations? Do you need to consider insurance for specific events?

For more information on the permissions and relevant permits needed for raffles/lotteries, public events or collecting money see below

If you’re planning an event and the location doesn’t already have a public entertainment permit, you can apply for one through the Bailiff’s Chambers. It’s recommend you contact the relevant parish hall asap to inform them of your plans too.

When applying for a public entertainment permit, you will need to do a risk assessment and show that certain health and safety standards will be met, particularly in terms of catering, toilets and noise.

For more information and helpful guides as to what is legal click here

Health & Safety

What do you need to consider in order to make sure your event is run safely and according to rules and regulations? Click here for more information or contact the Health and Safety Inspectorate directly on 447300 or hsi@gov.je.

Consider any first aid requirements. If necessary, speak with St John Ambulance and they can attend charity events - follow this link

Planning an event

Your fundraiser often begins with an idea. Run this by friends, colleagues etc who can then add their thoughts, ideas and experiences. Try and get as many people as you can involved to spread the load and the more people you tell the better to ensure your event is a success.

The internet is a great place for ideas and advice regarding events and fundraising. Here are some websites that might be useful:

www.fundraiser-ideas.net
www.fundraiserinsight.org
www.fundraiserhelp.com/fundraising-ideas.htm
www.fundraising-ideas.org/DIY/UKCollection.htm
https://www.institute-of-fundraising.org.uk/home/

Getting the word out

Social media is a great way to get the word out there. Email us and we can add it our FB page and the website and as a member, you get a free advertising slot in the Jersey Evening Post. Posters and flyers can be placed in gyms, at schools, in the library, in shop windows, on work notice boards, kitchens and staff rooms. Banners can also be made relatively cheaply and put up in various sites. See below.

Local media contacts

The media are very supportive of charity events. Before contacting them, make sure you have someone who is enthusiastic and willing to speak and that they know all the information.

Events diaries:

info@channel103.com

studio@channel103.com

diary@jerseyeveningpost.com

radiojersey@bbc.co.uk

For the newsrooms:

editor@bailiwickexpress.com

news@jerseyeveningpost.com

news@channel103.com

studio@channel103.com

channelnews@itv.com

radiojersey@bbc.co.uk

jerseynewsonline@bbc.co.uk

annie.bienvenu@posh.gov.je

everyone@gallery.je

For more information and advice about how to work with the media, check out our training page as we run regular courses which might be of interest.

Sponsorship/donations

Many organisations offer matched donations for charities, so it’s worth asking your supporters about this.

And if you receive a single donation of £50 or more, your charity can claim 25% tax back - click here for more info.

Online giving campaigns

The Association cannot recommend one platform over another. We recommend you do your research to find the best priced platform for your campaign - there is a useful 'top 10' guide here: https://charitydigital.org.uk/topics/topics/the-best-online-fundraising-platforms-for-charities-5324. Please note that 'gift aid' does not apply in Jersey, you need to encourage Jersey taxpayers to complete an R10 form - see below.

Furthermore, you can use the online donation facility on your page of our site - all members of the AJC have this option, which is administered for us by PayPal, and the rates are very competitive - 1.4% of donation plus 20p per transaction, and we pay the full amount, after fees to you on a monthly basis.

Once you have set up your 'online giving' page, and you have encouraged Jersey taxpayers to complete an R10 form in order to claim the 25% tax (if the donation is £50 or more) then please follow this link to find out how you claim the extra tax: https://www.gov.je/TaxesMoney/IncomeTax/Charities/Pages/SubmittingAClaim.aspx

Organising an event

If you want to collect money during an event, you need to get permission from the Bailiff’s chamber, writing in advance with more details. When collecting money, you are specifically requested not to shake or rattle any tins or buckets. Contact 01534 441103 bailiffschambers@gov.je for more information

Before you organise a walk, or cycle ride etc you need permission from the Department Of Infrastructure: 445509 dfi@gov.je and the relevant parish constables and you’ll need to provide them details about the event. Click here for relevant parish hall information

Public entertainment licence

If your planned event involves music and dancing, films and theatre, motor sports, boxing, wrestling and equestrian events, circuses, funfairs and fetes etc you will need to apply for a public entertainment licence. An event plan is required covering all the necessary details including site setup, noise management, a risk assessment and insurance.

For more information and to download an application form follow this link
http://www.gov.je/Leisure/Events/OrganisingPublicEvent/Pages/Licensing.aspx

Flag Days

A ‘Flag Day’ is where you have a single day, or a week, for collections.

For these, charities need to get permission in writing from the Bailiff’s chambers and as they are carefully controlled so all charities get a fair chance, you need to apply by 15th November in the year before the proposed Flag Day. Applications are considered in December and dates allocated by the end of the year. There is a £10 fee for a Flag Day.

There are various rules relating to permissions granted, so please make sure you are aware of these beforehand.

Contact 441100 bailiffschambers@gov.je for permissions or more information.

Releasing balloons/Chinese lanterns

You are asked to write to the parish where any such event will be happening and this will be risk assessed. The following agencies must also be notified in advance that this is taking place:

States of Jersey Police General Enquiries 01534 612612

States of Jersey Fire Service Fire Safety Enquiries Number 01534 445906

St Helier Honorary Police Duty Centenier 07829 722227

Jersey Coastguard 01534 446000

Jersey Air Traffic Operations Department 01534 446100

For more information on all of the above follow this link

For more details and information about holding events in town, follow this link

Flyers

If you would like to hand out leaflets and flyers within St Helier, please complete the application form found here

Banner/lamp post advertising

Advertising banner sites are available for charity and non-profit making organisations at the steam clock, La Route de Liberation and at Les Jardins car park. For each event you are planning, you can book one site for two weeks.

Lamp posts can be booked along Victoria Avenue, the Esplanade and La Route de Liberation.

Contact the events co-ordinator by email dfi@gov.je or in writing to apply or for more information:

Infrastructure
PO Box 412
Beresford House
Bellozanne Road
St Helier
Jersey
JE4 8UY

There are also various raised banner sites available from Feb-Oct in St Helier and you need to get permission directly from the owners of the premises for these.

For more information, click here

Useful contacts

Promenades, Raised Banners (King & Queen Street) & Railing Banners (Steam Clock, La Route de Liberation)
https://www.gov.je/Leisure/Events/OrganisingPublicEvent/Pages/BannerAds.aspx 01534 445509

Raffles/lotteries
Gambling Commission - 01534 828540 info@jgc.je

Royal Square
Bailiff’s Office - 01534 441100 bailiffschambers@gov.je

States Main Roads
Infrastructure, Housing & Environment - 01534 445509 dfi@gov.je

Street Entertainment & Busking Permits
Hettie Duncan (Education & Outreach Co-ordinator) - Arts Centre – 01534 700419 hettie@artscentre.je

Sunday Trading
https://www.sthelier.je/do-it-online/sunday-trading-permits/

Town Centre Manager
Vicky Trehorel – 01534 811835 victoria.trehorel@posh.gov.je

Market and Festivals Organiser
Simone Glendewar – 01534 447818 S.Glendewar@gov.je

Town Hall
01534 811811 townhall@posh.gov.je     https://www.sthelier.je/contact/

Parks & Gardens
Richard Le Gresley – Parks & Gardens - 01534 448659 r.legresley2@gov.je

Raffles & lotteries

If you run a raffle or lottery you may need to register or you may need a permit.

Since the adoption of the revised Gambling (Jersey) Law 2012 The Commission approaches Charitable & Social Gambling with a much lighter touch, and as such we recommend taking the time to review these changes which are detailed under this section of the website.

It should be noted that the Commission can only approve Social & Charitable Gambling activities that are conducted by Charitable organisations, clubs, groups or societies that are based, and run from Jersey.

  • If your prize fund is under £1500 (for any one event) and you have 3 or less events in the year, this falls into the Exempt category and does not require a registration or a permit. The gambling must still be run properly and in accordance with the law and the Commission's published Policy. Please refer to our Advice: Conducting Social Lotteries.

  • Registration is required if your prize fund exceeds £1500 (for any one event) and you have more than 3 events in the calendar year.

  • Permit is required if your prize fund exceeds £12,000 per event or £30,000 in the year.

Note: Prize fund refers to the total value of all prizes offered. An appropriate value must be attributed to any prizes that are donated. There is no requirement to offer a fixed percentage of ticket sales as part of the prize fund, this only applied under the old law.

Visit the Jersey Gambling Commission website here: https://www.jgc.je/social-and-charitable/registration

Flag days

A charity needs to obtain permission to collect in public places.

Taking collections in public places requires the permission of the Bailiff under Customary Law powers. A person who collects in public without the Bailiff’s permission is acting contrary to the Law.

Anyone seeking permission to collect in public must make such a request in writing to the Chief Officer

Details must be given of the proposed time and place of the collection, with the name of the organisation that will benefit. In the event that a collection is proposed on behalf of another charity, written evidence will be required that this charity recognises the collector and supports the collection before the application is considered.

See here for details of how to obtain permission plus further information regarding charity activities in public.https://www.gov.je/leisure/events/organisingpublicevent/pages/collectingpublic.aspx

Health & safety

Ensure your event is 'risk free' to the public and to those running the event.

A risk assessment will be required, not just for the charity's benefit, but also if the charity is applying to the States of Jersey for permission to hold a public event.

This will be for the measures you'll take to make sure any potential and foreseeable risks are being addressed - whether to those taking part in, or watching, the event.

The States of Jersey do not have a 'risk assessment' template and do not give guidance on what this should consist of, however there are many templates and guidance notes on the Internet, for example, see here