Please read these Guidelines carefully

Fundraising is time-consuming and requires detailed planning, thorough administration and careful implementation. To assist you, in addition to these Guidelines, we can provide:

Web pages
The Fund has registered with www.bmycharity.com/ColsFundGrenGds, which provides you with three fundraising platforms.

1. You can make a donation to the Fund by debit or credit card.
2. You can organise your own fundraising page.
3. You can sponsor a friend who is fundraising for the Fund - search for him/her by name and email address.

Forms and reports to download:

Events Processing Form

Fundraising Guidelines

Sponsorship Form

Standing Order/Direct Debit Form

Donor Form

Payroll Giving Scheme Form

Your good name and the good name of the Regiment and the success of future events are all at risk if you don't keep proper records of income and legitimate expenses.

Legitimate expenses are any costs incurred in setting up and publicising an event. You should keep a record of all costs you claim against the event - with receipts whenever possible. Personal costs such as insurance, transport or telephone can be claimed but no personal remuneration or other costs. In other words, you cannot pay yourself a fee for organising the event out of the funds raised. If you have any doubts about what expenses you should claim, please err on the side of caution. Remember the aim of the exercise is to raise money for the Fund.

Try to bank all cash you collect on the same day you receive it. If you can't, bank it on the first banking day after the event and meantime keep it safe.

If your sponsors wish to give you a cheque rather than cash, please ask them to make it payable to The Colonel's Fund Grenadier Guards.

In the event that a donor would like to give a significant amount of money, please make sure they complete an individual Donor Form and the Gift Aid section.

Sending money to The Fund
Please pay all money you raise, namely cash and any cheques made out to you, into your bank account and then write just one cheque for the total, payable to 'The Colonel's Fund Grenadier Guards'. Send this cheque and any other(s) made out directly to the Fund, together with the completed Event Processing Form, by recorded delivery to:
The Regimental Adjutant (The Colonel's Fund)
Grenadier Guards,Wellington Barracks, Birdcage Walk, London SW1E 6HQ

You should send in the money you have raised no more than six weeks after the completion of your event/activity.

If in doubt about any financial matters, please contact the Regimental Treasurer (Tel: 020 7414 3225 email: regtltreasurer@grengds.com)

Gift Aid
Please take great care when completing your Sponsorship Form, particularly in respect of the Gift Aid boxes. This enables us to claim back tax on the donations at the basic tax rate i.e. currently 28p for every £1 donated.

To qualify for Gift Aid, your sponsor must have paid Income Tax or Capital Gains Tax in the UK, equal to the amount of tax that will be reclaimed and have completed the sponsor form and ticked the Gift Aid box on the form. For further information, see www.inlandrevenue.gov.uk/charities/gift-aid.htm

It is the responsibility of the sponsor to ensure that they have read and understood the Gift Aid Declaration before ticking the box.

It is your responsibility to ensure the form is completed correctly (Surname + first name/initial, full residential address, postcode for each individual sponsor). Make sure you fill in the amount received and the date when you collect the money, confirming the amount that The Fund has actually received.

Please note, Gift Aid cannot be claimed on

» The price paid for anything such as goods from stalls or raffle tickets
» Price paid for entry tickets to attend an event
» If a minimum donation is required to attend an event, this is regarded as an entry fee.
» Connected persons: Gift Aid cannot be claimed back on any donations from people 'connected' to the participant e.g. spouse, relative, spouse of relative, a company under the control of the donor or under the control of persons who sponsor you in any event.

It is essential that all fundraising events and activities are run legally and safely.
Here are some guidelines:

Legal
YOU are responsible for ensuring that any event you organise in aid of The Fund complies with relevant laws, rules and regulations and that you have all necessary licences and permissions. Neither the Regimental Charity nor the Fund authorises fundraisers to act as agents for the Regimental Charity or the Fund and neither are responsible for organising, supervising or running your fundraising activities. All activities, and participation in them, are at organisers' and participants' own risk. Neither the Regimental Charity nor the Fund accept responsibility or liability for any loss or damage to property or for death or personal injury arising out of any fundraising activity relating to an event (except death or personal injury caused by our own negligence).

There are many sources of information and advice on running events and activities - local councils, police, trading standards and The Council for Voluntary Action (check on the web for your local CVA) may be able to offer support, depending on what it is you propose doing.

All fundraising and publicity materials must include the following statements, including emails:

All proceeds/profits will go to The Colonel's Fund Grenadier Guards, registered charity 1062257

If you wish to involve any companies in an event and they want to use the name of the Regiment for their commercial benefit, please contact Regimental Headquarters before doing so since there are a number of issues which we need to consider.

Due to costs and legal concerns, we cannot permit street or house-to-house collections nor allow the use of collection boxes.

Raffles and lotteries are highly regulated. Before organising either, please check with the Institute of Fundraising (www.institute-of-fundraising.org.uk) or in the case of lotteries with The Gambling Commission (www.gamblingcommission.gov.uk).

If food or drink is being sold at a fund raising event, it's best to use a venue which already has a licence. Likewise, it is advisable to check that the owners of the venue already have Public Liability Insurance.

Safety
You must comply with the Health and Safety at Work Act 1974 (www.hse.gov.uk/pubns/law.pdf) and all other relevant subordinate legislation.

Carry out a risk assessment of the environment you plan to operate in with a view to minimising the risks involved.

Consider any First Aid requirements. Contact your local branch of St John Ambulance for advice. Consider fire safety.

Make sure that everyone is safe while attending a fundraising event or activity for The Fund. Particularly keep an eye out for the safety of children under 16.