Keeping it safe and legal

Licences and insurance 

We’re here to cheer you on and support your fundraising, but the event itself is your responsibility. Kidney Research UK is not able to accept liability for activities you organise. 

Make sure you: 

• Carry out a simple risk assessment to spot anything that might cause issues and how you’ll manage it. 

• Check that any venue or equipment you hire is properly insured (this is often included in hire fees). 

• Consider whether you need public liability insurance, especially for larger events or those open to the public. If you’re unsure, seek professional advice from your local authority. 

• Check whether you need any special licences. For example, for serving alcohol, hosting or using live and recorded music. Your local authority will be able to advise you. 

You may find the following resources helpful when planning your event: 

• Organising a voluntary event – GOV.UK guidance link 

• Running an event safely – HSE guidance link 

• Risk assessment templates and examples – HSE guidance link 

Collections 

If you’re planning to collect money in a public place (e.g. street collection, a shopping centre), you’ll usually need permission or a licence from your local authority.
For collections on private land (e.g. supermarkets) you’ll need permission from the site owner or manager. 

Once your collection is complete, make sure you do the following for security and transparency: 

• Two unrelated people count any money raised. 

• Funds are kept secure until they are banked or paid to Kidney Research UK. 

Food hygiene 

If you’re serving food at your event, follow basic food safety rules for preparation, storage, cooking and display.
Clear guidance is available from the Food Standards Agency. 

Raffles 

Raffles can be a brilliant fundraising tool, but there are rules about how they must be run. In some cases, you may need a licence depending on how and when tickets are sold. 

For up-to-date guidance please visit the Gambling Commission website. 

Taking and sharing photos 

If you plan to take photos or film at your event, make sure you have permission from everyone featured, particularly if you intend to share images publicly or on social media. 

• Always get written or verbal consent from adults before taking or using their image. 

• Never photograph or film anyone who objects. 

Under 18s 

Children and young people can be fantastic fundraisers, but their safety must always come first. 

• Anyone under 18 must have permission from a parent or guardian to take part. 

• Under‑16s should be supervised by a responsible adult at all times. 

• Some activities aren’t suitable for under 18s, so please check before planning. 

• Photos and videos of anyone under 18 must only be taken and shared with permission from their parent or guardian 

Letter of authority 

If you need a letter of authority to support your fundraising (e.g. to approach venues or collect donations) we can provide this. Please contact our Supporter Care team.