Charity Fundraising Policy

Matt's Tractor Pack Charity Fundraising Policy

1. Purpose of this Policy

This policy outlines how Matt’s Tractor Pack will organise, manage and record fundraising activities in a responsible, transparent and lawful manner.

The purpose of fundraising is to support recognised charities while promoting community engagement through tractor meets, events and shows organised by the club.

2. Fundraising Objectives

Matt’s Tractor Pack aims to:

• Raise funds for recognised charities and community causes

• Support local communities and rural organisations

• Promote tractor heritage and responsible tractor events

• Encourage community participation through club activities

Fundraising activities must always support the reputation and values of the club.

3. Types of Fundraising Activities

The club may organise or participate in fundraising activities including:

• Tractor shows and displays

• Tractor road runs or convoys

• Community events and open days

• Charity raffles or prize draws

• Auctions or fundraising competitions

• Sponsorship from local businesses

• Donations from members and the public

• Sales of club merchandise such as clothing or memorabilia

All fundraising events must be approved by the club committee.

4. Selection of Charities

The committee will decide which charities are supported by Matt’s Tractor Pack.

When choosing charities the committee will consider:

• Local charities within the community

• Agricultural or rural charities

• National charities with recognised public benefit

Where possible, the supported charity will be clearly advertised before fundraising begins.

5. Financial Management and Record Keeping

The Treasurer is responsible for managing all fundraising income.

Responsibilities include:

• Recording all money raised from fundraising activities

• Maintaining accurate financial records

• Ensuring money is deposited into the club bank account

• Separating club funds from charity donations

• Reporting fundraising totals to the committee

All money raised for charity must be clearly recorded and traceable.

6. Cash Handling Procedures

To ensure transparency and accountability, the following procedures must be followed when handling cash:

• At least two people should count cash collected at events

• Cash should be recorded immediately after an event

• Funds should be deposited into the club bank account as soon as reasonably possible

• The Treasurer will maintain records of all income and donations

Where possible, electronic payments or bank transfers should be encouraged.

7. Donation and Payment Process

Funds raised for charity will normally be transferred to the chosen charity within a reasonable timeframe after the event.

The club will:

• Keep records of the donation amount

• Retain proof of payment or receipt from the charity

• Inform members when donations have been made

This helps ensure transparency and accountability.

8. Event Fundraising Procedures

When organising fundraising events, the club will ensure:

• Events are properly planned and risk assessed

• Health and safety requirements are followed

• Adequate supervision is in place

• Public areas are safely managed around tractors and machinery

Where required, the club will obtain appropriate permissions from local authorities or landowners.

9. Legal Compliance

Matt’s Tractor Pack will ensure all fundraising activities comply with relevant UK laws and regulations, including:

• Charity Commission guidance

• Fundraising regulations

• Local authority licensing requirements

• Raffle and lottery regulations where applicable

• Health and safety requirements for public events

The club will take reasonable steps to ensure all fundraising is conducted legally and responsibly.

10. Ethical Fundraising

Matt’s Tractor Pack will ensure fundraising is conducted fairly and respectfully.

The club will:

• Be honest about where funds are going

• Avoid misleading fundraising practices

• Respect donors and supporters

• Protect the reputation of the club and supported charities

Members must always behave responsibly when representing the club.

11. Sponsorship and Donations

Local businesses may be invited to support club fundraising events through sponsorship.

Sponsorship may include:

• Event sponsorship

• Advertising banners at events

• Donations of raffle prizes

• Financial support for charity events

All sponsorship arrangements must be approved by the committee.

12. Policy Review

This policy will be reviewed periodically by the club committee to ensure it remains appropriate and compliant with current regulations.

Approval

Approved by the Committee of Matt’s Tractor Pack

Chairman Matt Harris

Secretary Martin Whitfield

Treasurer Helen Harris

Date: 05/03/2026