How to Fundraise
Planning a fundraising activity for your Club or Society? We’re here to help! We've put together this step-by-step guide to make sure you’ve got everything in place before you start, and that your funds can be safely transferred to your chosen charity.
1. Check you're eligible to fundraise through ICU.
To fundraise through Imperial College Union, you must be a member of an active, affiliated Student Group.
This is because fundraising needs to be processed through eActivities. If you’re not currently part of an active student group, you’ll need to join one before you can start the fundraising process.
2. Choose a charity to fundraise for.
Choose a charity that:
- Has a registered UK charity number. To research a charity and to check whether it’s registered you should use the either the Charity Commission, the Scottish Charity Regulator and/or Charity Commission for Northern Ireland websites.
England and Wales: Search the charity register - GOV.UK
Scotland: OSCR | Home
Northern Ireland: Charity search | CCNI - Aligns with the Union's charitable objectives.
- Aligns withthe aims and activities of your Stuedent Group.
3. Discuss your plans with the charity.
Before you start fundraising, discuss your plans with your chosen charity.
Set a provisional plan for:
- What your fundraising activity will involve.
- How you will raise the funds.
- How you will handle and transfer the funds raised.
- Any requirements they have for the fundraising activity, such as collection buckets, branding or promotional materials.
4. If you're running an Activity alongside your fundraising, submit your proposal to the Union.
Depending on your activity, you may need to submit an Activity Proposal, Room Booking Request or other documentation before you can proceed.
Your Activity Proposal will help the Union understand your fundraising plans so that we can support you as much as possible.
NOTE: Some activities may also require permission from organisations outside of the Union. For example, if you are planning to fundraise through busking, you may need permission from the relevant local council.
5. Submit your Fundraising Request.
Submit your 'Fundraising Request' on the Committee Admin Request Form, providing details of your fundraising plans and how you will handle the donations you receive - Your Activity Proposal Form will prompt you to complete the Fundraising Request where one is required.
This information helps us make sure your fundraising activity is compliant with Charity Law and Union Finance Processes, and that we understand how the money will be collected, managed and transferred to the charity.
6. Complete your fundraising.
Once your activity has been approved by the Team, you can go ahead with your fundraising!
Make sure you follow the plans and arrangements you submitted, and are clear with donors about who they are donating to and what their donation will support.
7. Transfer the funds to the Charity.
Once your fundraising is complete, submit a Charitable Donation Request through eActivities to transfer the funds to your chosen charity.
If you are collecting cash on behalf of an external charity in one of their charity buckets, make sure you follow the charity's agreed process for handling and transferring the money. Otherwise, all cash donations should be banked following the Union process, and the profits or proceeds logged on eActivities.
You'll need to attach the following supporting evidence to your Donation Request (where applicable)
- A screenshot of your approved Fundraising Request #ID. This will allow us to check the details of your submission match the details provided on the request.
- Any banking records from the fundraising activity.
- A screenshot of any product sales/ donations that have been processed through the Union Shop.
- A photograph or screenshot of the evidence that you advised donors of the following: 'This is a voluntary donation to [charity/cause]. I understand this is purely a donation and I will not receive any goods, services or other benefit in return.'
If your fundraising involves collecting cash:
- Never bank charitable donations into a personal bank account.
- We recommend that cash is banked on the same day where possible.
- For your own safety, avoid carrying or taking cash home unnecessarily.
- If you are collecting cash on behalf of an external charity in one of their charity buckets, make sure you follow the charity's agreed process for handling and transferring the money. Otherwise, all cash donations should be banked following the Union process, and the profits or proceeds logged on eActivities.
Still have questions? Check out our knowledge base articles or submit a ticket to the Activities Team.
