FUNDRAISING – Step-by-step colour run

● LICENSING: If playing music, make sure you have a PRS licence (the school’s may cover it). If selling alcohol, ensure you have a TEN, and, depending on numbers, rope off a serving area limited to 500 people.

● DATE: It can be too hot for this kind of event in the summer, so spring or autumn work well. Ensure the event doesn’t clash with local runs.

● THE ROUTE: Decide whether the route will have a separate start and fi nish, or be a circuit with laps. Consider whether these should differ for different ages.

● CHARGING: You may not make much profi t from the entry fee, but there are other ways to boost profi ts. Make it clear what’s included in the entry fee, e.g. colour, a medal, a wristband or even a T-shirt.

● APPLICATION PACK: This should include event details, a sponsor form, T&Cs, an application form and possibly FAQs. Advise participants to wear light clothing for maximum colourful effect, and sunglasses to protect their eyes from the powder.

● EQUIPMENT: Encourage sign-ups early to help you work out how much coloured powder to buy. See if any local businesses can supply medals for free. Consider hiring portaloos to avoid a mess in the school.

● BOOST PROFITS: Sell refreshments, snacks, or a BBQ. Have some stalls to engage spectators, and make sure you have plenty of extra bags of colour to sell on the day!

● SPONSORSHIP: Encourage participants to collect sponsorship by setting up an event page on a platform such as BT MyDonate.

● VOLUNTEERS: Volunteers are required to register participants, act as marshals, run stalls, hand out water or medals, set up and clear away. Talk to organisers of any local running events to see if they can help.

● REGISTRATION: Make sure your registration lists are organised in a logical order, split into manageable chunks. Boost the atmosphere with music or a group warm-up.

Two months before Continue promoting the event, both at school and publicly

through social media. Approach local companies to ask for sponsorship. Contact local press to come and take photographs. Work out how many volunteers and marshals are required and put out a request to parents and staff. Collate a list of volunteers and allocate roles. Check PTA supplies for any extras such as charcoal for the barbecue and face paints etc.

One month before Put up the early bird ticket price, if using. If planning to

sell alcohol, apply for a Temporary Event Notice. Agree fl oats for any refreshments stalls with treasurer.

Book a local fi tness instructor to lead a group warm up before the run.

Two weeks before Finalise runner numbers and order coloured powder,

plus medals, certifi cates, T-shirts and wristbands. Running Imp (runningimp. can supply all of the above. Continue to promote the event via banners and posters. Send a press release to local media. Ensure you have enough helpers on the day.

One week before Create signage for the event and make sure the registration

area, toilets and race starting point are clear. Compile registration lists, splitting into groups by surname.

On the day Collect fl oats from the bank. Measure and mark out the

route clearly to ensure participants are running the distance advertised. Set up your refreshment stalls and a registration tent or desk. Open for registration around an hour before the event begins, and factor in time for participants to take part in a warm up. Have medals/certifi cates ready.

After the event Have a post-event debrief to discuss what worked well and

what may need tweaking for next time. Thank your volunteers after the event and ask for feedback. Give details about how much the event raised and how this will be spent. AUTUMN 2018 39


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