The Institute of Fundraising

The Institute of Fundraising Code of Practice for outdoor land-based fundraising events in the UK exists to ensure that the environmental impact of organised challenges is kept to an absolute minimum. This Code was set up several years ago with input from the Association of National Parks (e.g. the Lake District National Park Authority), National Trusts and several of the main organisers of mountain based challenges such as the CARE International UK.

Please read through the summary of the Code of Conduct and follow its advice. If you would like any further information on the Code, contact Neil Munro on 020 7934 9470.

Summary of the Code of Practice

• Timings of events must be planned for least disturbance in settlement areas. You will not arrive or leave between the hours of midnight and 5am.
• The movement of participants is planned in such a way as to avoid severe congestion of local footpaths and access points.
• The routes used must not obstruct narrow roads.
• Parking facilities must be checked thoroughly for suitability.
• Toilet facilities are provided where possible.
• Litter disposal sites are made available.
• Total numbers on the event must not exceed 200 participants.

Help us minimise the environmental impact of your event by sticking to footpaths and prescribed routes, taking litter with you, driving sensibly, keeping noise down to a minimum and by treating other mountain users with respect.

Environment

• Consider the impact of the event on the environment, particularly regarding facilities, local impact, footpaths and number of participants.
• Consult with relevant authorities establishing environmental concerns. If they don’t approve/support event plans, look elsewhere/revise aspects of the event.
• All participants should be expected to use agreed routes and be briefed on the need to avoid the damaging impact of short cuts or crowding on footpaths.

Numbers

• Cause no disturbance/inconvenience to the local community & environment.
• Sensitive areas should not be used for fundraising events involving 200 or more participants except with the approval of the landowners.
• Consider the impact of numbers taking part on narrow roads, limited parking, toilet facilities, waste supplies & disposal and local people. Look realistically at the capacity of local facilities. Seek and follow local advice where necessary.
• Manage the event to avoid accumulation of too many people at any one place and time.
• Consider others and be prepared to look elsewhere if your event will spoil other’s enjoyment of the area.
• Keep participants away from local settlements in anti-social hours and respect the local community. Do not arrange events involving participants embarking or disembarking in settlements during hours of twelve midnight - 5am.

*Institute of Fundraising members organising events and knowingly encouraging excessive numbers in areas of environmental sensitivity are irresponsible and will be in breach of this Code.

Briefing

• Written/verbal briefings to participants and marshals are crucial and should be sent in advance of the event. These should cover event procedures, environmental impact, amenities, safety, equipment, training, vehicles and safety. Explain expected levels of physical ability, equipment and nature of environment.

Risk Assessment

• It is imperative to record a risk assessment before running an event. No organisation should run events, unless they are confident they can do so safely.

Competent Marshals

• Marshals have a critical role in the safe running of the event. There must be enough on duty and must have relevant experience and local knowledge.
• Identify the responsibilities and authority of marshals and checkpoint staff.
• Marshals must be equipped to deal with incidents on the day.
• Have clear written instructions for marshals available well in advance of your event.

Local Emergency Services

• Consult the appropriate local emergency services.
• Inform Mountain Rescue teams, where relevant in writing, of proposed dates, routes and numbers of participants.
• Give local contact numbers of hospitals/doctors/emergency services/etc. to all marshals and participants.

Communications

• Effective communication is vital to the safety and management of an event.
• Clear lines of communication and procedures must be in place as early in the planning process as possible.
• Communications should be routed through a central control centre.

Contingency Plans

• It is imperative to have a plan to cover even the worst incident and brief all concerned to understand exactly what is expected of them.
• Ensure that you have an extreme weather plan (hot, cold, wet, foggy, snowy, etc.).
• Have your shut-down plan ready to put into action before the event.
• Prepare a media plan to be used in the event of an incident.

Insurance

• Any charity organising an event should consult with their insurers for adequate cover.

Screening

• Depending on the event, screening of participants may be necessary.

Fundraising

• The organisers/promoters of the challenge event shall be responsible for compliance in law of all fundraising activities associated with the challenge event, including security and control of funds collected and declaration of the registered charity number on all publicity materials.

Challenge Events run by Third Party

• Particular care should be exercised where the challenge event is organised/promoted by a third party, operating externally on behalf of the beneficiary charity that are subject to regulations within the Charities Act (see Guidelines).
• The Charity benefiting from a challenge event organised by a third party on its behalf shall be deemed responsible for full compliance by the third party with this Code of Practice.

Follow Up

• Leave no trace of the existence or passing through of the event.
• Remember to acknowledge and thank everyone who helped to facilitate the event, e.g. National Parks Authorities, landowners, participants and others.
• Charities are encouraged to consider making a donation towards environmental maintenance in the area.

Questions

For more advice on the Institute of Fundraising Code of Conduct, please contact Neil Munro