Planning an event in support of RABI, the Farmers Charity
Organising an RABI event is a fantastic way to raise awareness of our cause, bring farming and local communities together and, of course, raise vital funds and to support those who need us, when they need us. Every year, committees across England and Wales host over 160 amazing events – from elegant dinners to summer BBQs, corporate golf days to local quizzes and more.
This guide is here to help you plan and run a safe and accessible event that everyone will enjoy. It brings together a few top tips as well as clarifying some of the essential ‘must do’s’ that all RABI events need to have in place to keep you and other participants safe, and that all money collected is handled correctly.
Please read through some of the practical things to consider and contact our central team if you have any questions at committees@rabi.org.uk or call 01865 724931.
Plan Your Perfect Event
Click each heading below for practical tips to help shape your event from the very beginning.
Is it fundraising, raising awareness of RABI’s work or simply bringing people together? It’s important to ask; who is your event for? What will it achieve? You can then decide upon the best type of event for you.
- Pick a date and theme that will resonate with your audience.
- Agree your objectives and purpose of the event. Do you have a fundraising target you would love to achieve?
- Consult the A-Z Fundraising Ideas for inspiration.
- Avoid clashes with other local events and allow adequate planning time based on event size.
- Having a small events team with one volunteer as the Event Lead helps make things easier.
- Think about recruiting new volunteers to help the team. Contact volunteering@rabi.org.uk to promote on the website.
- Delegate tasks based on skills and interests and communicate clearly throughout the planning process. Use platforms such as WhatsApp to help include everyone in the planning.
- Schedule regular catch ups to discuss progress and to ensure that everyone is happy.
- Decide which two volunteers will be responsible for cash handling at the end of the event.
- Make sure your budget includes venue hire, catering, marketing and any other expenses. Don’t forget to factor in VAT if applicable. Update regularly to keep a steady hand on costs.
- Set an appropriate ticket price. Check out similar events in the area and the price of tickets charged. Don’t undersell yourselves!
- Budget for costs such as volunteer expenses and / or the cost of tickets for volunteers or RABI staff. If they are working at the event, these tickets should be free. If attending as guests, then they should pay.
- Agree your approach to handling cash and donations on the day. See separate section below.
- Look to negotiate pricing to ensure it fits within your budget. Reinforce that we are a charity and that every penny saved will help the final total as all funds go to the charity after costs.
- Refer to the separate Event Venue Checklist document.
- Your venue should meet your event and audience needs – including offering the necessary facilities (parking, ramps, accessible toilets).
- Confirm if catering will be provided and if other equipment like staging and electrical setups are available. Electrical equipment must have a valid portable appliance testing certification and appropriate voltage.
- Note the location for emergency response purposes using What3Words.
Ensuring Your Event is Safe and Legal
Your safety and the safety of our supporters is our top priority. By volunteering with us, you are agreeing to actively support a safe environment for everyone.
Click each heading below to learn how to keep your event safe, legal and enjoyable for everyone involved.
- A risk assessment is required for every RABI event.
- RABI holds a bank of risk assessments to cover all our usual events. Please get in touch with your Regional Manager or the central team to obtain the correct risk assessment and briefing sheet. In the case of more unusual events the central team can create a bespoke assessment.
- At the beginning of each event/show, a short welcome briefing should be given to volunteers in attendance. This will allow the key points from the risk assessment to be put across as well as briefing volunteers on their roles for the day. This also functions as a dynamic risk assessment and any further points (e.g. weather) that arise on the day should be noted.
- A list needs to be kept of who attends the briefing using the briefing sheet. This should be returned to volunteering@rabi.org.uk after the event.
- Refer to your risk assessment and ensure that all health and safety arrangements (for example, medical cover and evacuation arrangements) are in place.
- Check the venue for availability of an accident book, first aid kit and nearest defibrillator.
- Whilst there is no requirement for a first aid trained person to attend the event, it is good practice to have someone as a point of contact should there be a need for assistance.
- Most events will require some form of manual handling – please ensure good practice is in place and volunteers are not at risk / have attended training.
- Note – RABI free of charge First Aid and manual handling training is available. Please contact us on volunteering@rabi.org.uk for more information.
- Please take great care when handling food and work to basic rules for safe preparation, storage, display and cooking.
- The Food Standards Agency provides guidelines for preparing, handling and cooking food. This section of their website is useful for people organising charity and community events involving food.
- If you are using a caterer, you will need to ensure that they have a food hygiene certificate and public liability insurance. If catering yourself, ensure a volunteer with a Food Hygiene certificate is present.
- Please display allergen information where food is served. You can view or print the allergen card here.
- Free Food Hygiene Training is available through RABI please contact volunteering@rabi.org.uk to find out more.
We take our commitment to safeguarding very seriously.
RABI believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status.
Your safety and the safety of everyone we support is our top priority. By volunteering with us, you are agreeing to support a safe environment for everyone. RABI takes its duty of care seriously and recognises that volunteers play an active part in protecting vulnerable individuals from harm, actively promoting their welfare in all environments.
We ask you to be vigilant when you volunteer with us and report any concerns about something you have experienced or witnessed directly to a member of RABI staff.
Alternatively, you can also reach out to us confidentially, and securely at safeguarding@rabi.org.uk.
- If your event involves the sale of alcohol and/or live or recorded music, dancing, or any entertainment of a similar nature, you may need a licence.
- You can check whether your event will require a public entertainment or alcohol licence on the Government’s website. Your event venue may already hold a licence, but if not, you will need to apply for a ‘Temporary Events Notice’ (TEN) via your local authority. A TEN usually costs around £20 and you can begin the application process online.
- All necessary licenses from the local authority or relevant body will need to be in place at least three weeks before the event.
- Make sure you keep to the maximum number of people allowed to attend under the relevant, licence, or local conditions. In some cases, this will be a legal requirement set out within the licence agreement.
- All registered volunteers are covered under our Employees Liability Insurance policy. Our insurance will cover all RABI volunteers if they are following the correct RABI procedures and are demonstrating a duty of care to themselves and others. The charity will not hold liability for any actions outside of what is instructed by RABI.
- Our policy covers most volunteering activities if we can prove we have done what is reasonably practical to reduce risks.
- Some event types incur a bigger risk. If you have doubts about a proposed event, please check with volunteering@rabi.org.uk.
- Most venues will come with their own insurance – including third-party public-liability cover. It must be clear who (for example, you or the building owner) is insuring against which risk.
Where possible, we strongly encourage reducing the use of cash at events. Digital transactions are safer, more secure, and easier to manage. Your safety matters to us, and the following steps will help ensure secure handling of any cash collected.
- Go cashless where possible: we recommend using a SumUp machine to make donations and payments easier and safer. To request access to a machine or get support, please email volunteering@rabi.org.uk.
- Count cash in pairs: for security and accuracy, cash should always be counted by two people together, verified, and recorded before being banked.
- Bank cash promptly: If cash is collected, please deposit it into the bank on the same day wherever possible.
- Safe storage overnight: If you must keep cash overnight, our insurance covers up to £1,000 per person, provided it is stored securely in a locked and safe location. If necessary, consider splitting funds between trusted volunteers to ensure no one person holds more than £1,000.
- Transport cash securely: when moving cash, try to conceal within a cashbag or envelope and avoid carrying large sums in visible or easily accessible ways. Do not travel alone with large amounts of cash.
- Use cash to settle costs where appropriate: to minimise the amount of cash that needs to be stored or transported, consider using collected cash to pay event suppliers at the end of the event (where appropriate).
- Need an invoice? If you require an invoice for venue deposits, sponsorship, or ticket orders, please contact volunteering@rabi.org.uk.
- Collecting in public? If your event involves public fundraising, you must carry a signed RABI Letter of Authority and have our Collection Guidance Notes on hand.
- There are strict legal requirements about the organisation of raffles, lotteries and prize draws. More information about these rules can be found at the Gambling Commission.
- As a rule, if you are planning a raffle or other game of chance (such as a tombola or duck race) as part of an event, and tickets will only be sold at that event, you do not require a licence for this.
- Raffles that run over multiple days, over a period of time, will need to be recorded centrally as they require a licence. Please contact your Regional Manager or email volunteering@rabi.org.uk for further support.
- If running a raffle, display all the items and use traditional cloakroom tickets (2-4 different colours). We suggest £5 per strip (each strip needs to be valued equally).
- If the raffle is being drawn after some guests maybe leaving, write name and telephone number on the back of the ‘kept’ ticket.
Involving Others and Spreading the Word
Click each heading for ways to involve your community and promote your event with confidence.
- For larger events, you may wish to offer an attractive sponsorship package to local businesses or companies.
- Agree with the supporters and sponsors their level of support and how they will be promoted before, during and after the event. Understanding the difference between support and sponsorship is important. The latter involves the third party requesting or requiring additional promotion beyond a thank you or a mention in the event programme. Please contact volunteering@rabi.org.uk for further help and guidance.
- Whatever their support it is always important to recognise and thank those who are helping to make this event possible.
- Make best use of our standard templates to help promote your event and ensure it follows brand guidance.
- The central team can provide assistance in creating promotional material such as flyers and any contact with local press.
- Make an ask of your local networks and committee contacts, asking them to share the event details with their friends and contacts.
- Make best use of social media – get in touch with your Regional Manager or the central team to promote on RABI Facebook pages and the website.
- Consider promoting opportunities to volunteer and help at the event. We are always in need of willing people to help with setting up, help during the event and clean-up.
- Where possible, use online ticketing (for free and priced events) to help manage interest, capture contact details and make it easy to keep everyone.
- We are introducing an online platform called Ticket Tailor to promote our events. Please get in touch with volunteering@rabi.org.uk to get support in setting this up.
- All personal data must be held securely and in line with GDPR.
- Involving external speakers is a great way to inspire and engage people attending our events.
- When deciding who to involve it’s important to consider the relevance of the speaker and manage any risks – including risks to RABI’s reputation.
- Any involvement of previous beneficiaries needs to be approached with sensitivity and care and should be done with the support of the central team, please contact us volunteering@rabi.org.uk.
The Big Day Arrives! 🎉
Click each heading to make sure everything runs smoothly on the day and how to celebrate your success afterwards.
- Make sure the event team are easily identifiable with RABI name badges or clothing and are briefed (aware of risks, any last minute changes, first aid etc. ) and ready to welcome those attending.
- Assign tasks and roles e.g. setting up banners, co-ordinating raffle, recording income, banking funds, etc.
- Capture great videos and photographs of the event. Make sure the photography disclaimer sign is displayed clearly at the entrance. You can find the photography disclaimer sign here.
- Show your appreciation by thanking the volunteers, sponsors, donors and attendees for their support.
- Say a few words about RABI. Always assume that there is someone in attendance who isn’t aware of what RABI does and how their support will have an impact. Remind them that the biggest thing they can do to help us is to look out for their neighbours, colleagues and friends, and make sure they know that RABI is there for them if ever they need it. Also don’t forget to talk about the important role of volunteers and encourage people to get involved.
- If you’ve not used a booking process – please use Keep in touch cards to capture contact details to help them to keep up to date with RABI information.
- Celebrate achievements and recognise the collective effort of everyone involved.
- Send photographs to your Regional Manager or the central team to report the event on social media, website, etc.
- Follow up with personalised thank you letter and recognition to foster ongoing relationships.
- Put together a brief report detailing the funds raised, and final outcomes of the event. Share this information with the wider committee, ticket holders, stakeholders and donors to demonstrate transparency and accountability.
- You must make a record and report any incidents or safeguarding issues. You can also reach out to us confidentially and securely at safeguarding@rabi.org.uk.
- Bank any outstanding cash and report on the event and funding raised appropriately to the treasurer.
RABI Event Checklist
Download and print this handy checklist to keep your preparations on track from start to finish. It’s designed to make your event run smoothly and safely, with all the key steps in one place.
Planning an event in support of RABI, the Farmers Charity
Organising an RABI event is a fantastic way to raise awareness of our cause, bring farming and local communities together and, of course, raise vital funds and to support those who need us, when they need us. Every year, committees across England and Wales host over 160 amazing events – from elegant dinners to summer BBQs, corporate golf days to local quizzes and more.
This guide is here to help you plan and run a safe and accessible event that everyone will enjoy. It brings together a few top tips as well as clarifying some of the essential ‘must do’s’ that all RABI events need to have in place to keep you and other participants safe, and that all money collected is handled correctly.
Please read through some of the practical things to consider and contact our central team if you have any questions at committees@rabi.org.uk or call 01865 724931.
Plan Your Perfect Event
Click each heading below for practical tips to help shape your event from the very beginning.
Is it fundraising, raising awareness of RABI’s work or simply bringing people together? It’s important to ask; who is your event for? What will it achieve? You can then decide upon the best type of event for you.
- Pick a date and theme that will resonate with your audience.
- Agree your objectives and purpose of the event. Do you have a fundraising target you would love to achieve?
- Consult the A-Z Fundraising Ideas for inspiration.
- Avoid clashes with other local events and allow adequate planning time based on event size.
- Having a small events team with one volunteer as the Event Lead helps make things easier.
- Think about recruiting new volunteers to help the team. Contact volunteering@rabi.org.uk to promote on the website.
- Delegate tasks based on skills and interests and communicate clearly throughout the planning process. Use platforms such as WhatsApp to help include everyone in the planning.
- Schedule regular catch ups to discuss progress and to ensure that everyone is happy.
- Decide which two volunteers will be responsible for cash handling at the end of the event.
- Make sure your budget includes venue hire, catering, marketing and any other expenses. Don’t forget to factor in VAT if applicable. Update regularly to keep a steady hand on costs.
- Set an appropriate ticket price. Check out similar events in the area and the price of tickets charged. Don’t undersell yourselves!
- Budget for costs such as volunteer expenses and / or the cost of tickets for volunteers or RABI staff. If they are working at the event, these tickets should be free. If attending as guests, then they should pay.
- Agree your approach to handling cash and donations on the day. See separate section below.
- Look to negotiate pricing to ensure it fits within your budget. Reinforce that we are a charity and that every penny saved will help the final total as all funds go to the charity after costs.
- Refer to the separate Event Venue Checklist document.
- Your venue should meet your event and audience needs – including offering the necessary facilities (parking, ramps, accessible toilets).
- Confirm if catering will be provided and if other equipment like staging and electrical setups are available. Electrical equipment must have a valid portable appliance testing certification and appropriate voltage.
- Note the location for emergency response purposes using What3Words.
Ensuring Your Event is Safe and Legal
Your safety and the safety of our supporters is our top priority. By volunteering with us, you are agreeing to actively support a safe environment for everyone.
Click each heading below to learn how to keep your event safe, legal and enjoyable for everyone involved.
- A risk assessment is required for every RABI event.
- RABI holds a bank of risk assessments to cover all our usual events. Please get in touch with your Regional Manager or the central team to obtain the correct risk assessment and briefing sheet. In the case of more unusual events the central team can create a bespoke assessment.
- At the beginning of each event/show, a short welcome briefing should be given to volunteers in attendance. This will allow the key points from the risk assessment to be put across as well as briefing volunteers on their roles for the day. This also functions as a dynamic risk assessment and any further points (e.g. weather) that arise on the day should be noted.
- A list needs to be kept of who attends the briefing using the briefing sheet. This should be returned to volunteering@rabi.org.uk after the event.
- Refer to your risk assessment and ensure that all health and safety arrangements (for example, medical cover and evacuation arrangements) are in place.
- Check the venue for availability of an accident book, first aid kit and nearest defibrillator.
- Whilst there is no requirement for a first aid trained person to attend the event, it is good practice to have someone as a point of contact should there be a need for assistance.
- Most events will require some form of manual handling – please ensure good practice is in place and volunteers are not at risk / have attended training.
- Note – RABI free of charge First Aid and manual handling training is available. Please contact us on volunteering@rabi.org.uk for more information.
- Please take great care when handling food and work to basic rules for safe preparation, storage, display and cooking.
- The Food Standards Agency provides guidelines for preparing, handling and cooking food. This section of their website is useful for people organising charity and community events involving food.
- If you are using a caterer, you will need to ensure that they have a food hygiene certificate and public liability insurance. If catering yourself, ensure a volunteer with a Food Hygiene certificate is present.
- Please display allergen information where food is served. You can view or print the allergen card here.
- Free Food Hygiene Training is available through RABI please contact volunteering@rabi.org.uk to find out more.
We take our commitment to safeguarding very seriously.
RABI believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status.
Your safety and the safety of everyone we support is our top priority. By volunteering with us, you are agreeing to support a safe environment for everyone. RABI takes its duty of care seriously and recognises that volunteers play an active part in protecting vulnerable individuals from harm, actively promoting their welfare in all environments.
We ask you to be vigilant when you volunteer with us and report any concerns about something you have experienced or witnessed directly to a member of RABI staff.
Alternatively, you can also reach out to us confidentially, and securely at safeguarding@rabi.org.uk.
- If your event involves the sale of alcohol and/or live or recorded music, dancing, or any entertainment of a similar nature, you may need a licence.
- You can check whether your event will require a public entertainment or alcohol licence on the Government’s website. Your event venue may already hold a licence, but if not, you will need to apply for a ‘Temporary Events Notice’ (TEN) via your local authority. A TEN usually costs around £20 and you can begin the application process online.
- All necessary licenses from the local authority or relevant body will need to be in place at least three weeks before the event.
- Make sure you keep to the maximum number of people allowed to attend under the relevant, licence, or local conditions. In some cases, this will be a legal requirement set out within the licence agreement.
- All registered volunteers are covered under our Employees Liability Insurance policy. Our insurance will cover all RABI volunteers if they are following the correct RABI procedures and are demonstrating a duty of care to themselves and others. The charity will not hold liability for any actions outside of what is instructed by RABI.
- Our policy covers most volunteering activities if we can prove we have done what is reasonably practical to reduce risks.
- Some event types incur a bigger risk. If you have doubts about a proposed event, please check with volunteering@rabi.org.uk.
- Most venues will come with their own insurance – including third-party public-liability cover. It must be clear who (for example, you or the building owner) is insuring against which risk.
Where possible, we strongly encourage reducing the use of cash at events. Digital transactions are safer, more secure, and easier to manage. Your safety matters to us, and the following steps will help ensure secure handling of any cash collected.
- Go cashless where possible: we recommend using a SumUp machine to make donations and payments easier and safer. To request access to a machine or get support, please email volunteering@rabi.org.uk.
- Count cash in pairs: for security and accuracy, cash should always be counted by two people together, verified, and recorded before being banked.
- Bank cash promptly: If cash is collected, please deposit it into the bank on the same day wherever possible.
- Safe storage overnight: If you must keep cash overnight, our insurance covers up to £1,000 per person, provided it is stored securely in a locked and safe location. If necessary, consider splitting funds between trusted volunteers to ensure no one person holds more than £1,000.
- Transport cash securely: when moving cash, try to conceal within a cashbag or envelope and avoid carrying large sums in visible or easily accessible ways. Do not travel alone with large amounts of cash.
- Use cash to settle costs where appropriate: to minimise the amount of cash that needs to be stored or transported, consider using collected cash to pay event suppliers at the end of the event (where appropriate).
- Need an invoice? If you require an invoice for venue deposits, sponsorship, or ticket orders, please contact volunteering@rabi.org.uk.
- Collecting in public? If your event involves public fundraising, you must carry a signed RABI Letter of Authority and have our Collection Guidance Notes on hand.
- There are strict legal requirements about the organisation of raffles, lotteries and prize draws. More information about these rules can be found at the Gambling Commission.
- As a rule, if you are planning a raffle or other game of chance (such as a tombola or duck race) as part of an event, and tickets will only be sold at that event, you do not require a licence for this.
- Raffles that run over multiple days, over a period of time, will need to be recorded centrally as they require a licence. Please contact your Regional Manager or email volunteering@rabi.org.uk for further support.
- If running a raffle, display all the items and use traditional cloakroom tickets (2-4 different colours). We suggest £5 per strip (each strip needs to be valued equally).
- If the raffle is being drawn after some guests maybe leaving, write name and telephone number on the back of the ‘kept’ ticket.
Involving Others and Spreading the Word
Click each heading for ways to involve your community and promote your event with confidence.
- For larger events, you may wish to offer an attractive sponsorship package to local businesses or companies.
- Agree with the supporters and sponsors their level of support and how they will be promoted before, during and after the event. Understanding the difference between support and sponsorship is important. The latter involves the third party requesting or requiring additional promotion beyond a thank you or a mention in the event programme. Please contact volunteering@rabi.org.uk for further help and guidance.
- Whatever their support it is always important to recognise and thank those who are helping to make this event possible.
- Make best use of our standard templates to help promote your event and ensure it follows brand guidance.
- The central team can provide assistance in creating promotional material such as flyers and any contact with local press.
- Make an ask of your local networks and committee contacts, asking them to share the event details with their friends and contacts.
- Make best use of social media – get in touch with your Regional Manager or the central team to promote on RABI Facebook pages and the website.
- Consider promoting opportunities to volunteer and help at the event. We are always in need of willing people to help with setting up, help during the event and clean-up.
- Where possible, use online ticketing (for free and priced events) to help manage interest, capture contact details and make it easy to keep everyone.
- We are introducing an online platform called Ticket Tailor to promote our events. Please get in touch with volunteering@rabi.org.uk to get support in setting this up.
- All personal data must be held securely and in line with GDPR.
- Involving external speakers is a great way to inspire and engage people attending our events.
- When deciding who to involve it’s important to consider the relevance of the speaker and manage any risks – including risks to RABI’s reputation.
- Any involvement of previous beneficiaries needs to be approached with sensitivity and care and should be done with the support of the central team, please contact us volunteering@rabi.org.uk.
The Big Day Arrives! 🎉
Click each heading to make sure everything runs smoothly on the day and how to celebrate your success afterwards.
- Make sure the event team are easily identifiable with RABI name badges or clothing and are briefed (aware of risks, any last minute changes, first aid etc. ) and ready to welcome those attending.
- Assign tasks and roles e.g. setting up banners, co-ordinating raffle, recording income, banking funds, etc.
- Capture great videos and photographs of the event. Make sure the photography disclaimer sign is displayed clearly at the entrance. You can find the photography disclaimer sign here.
- Show your appreciation by thanking the volunteers, sponsors, donors and attendees for their support.
- Say a few words about RABI. Always assume that there is someone in attendance who isn’t aware of what RABI does and how their support will have an impact. Remind them that the biggest thing they can do to help us is to look out for their neighbours, colleagues and friends, and make sure they know that RABI is there for them if ever they need it. Also don’t forget to talk about the important role of volunteers and encourage people to get involved.
- If you’ve not used a booking process – please use Keep in touch cards to capture contact details to help them to keep up to date with RABI information.
- Celebrate achievements and recognise the collective effort of everyone involved.
- Send photographs to your Regional Manager or the central team to report the event on social media, website, etc.
- Follow up with personalised thank you letter and recognition to foster ongoing relationships.
- Put together a brief report detailing the funds raised, and final outcomes of the event. Share this information with the wider committee, ticket holders, stakeholders and donors to demonstrate transparency and accountability.
- You must make a record and report any incidents or safeguarding issues. You can also reach out to us confidentially and securely at safeguarding@rabi.org.uk.
- Bank any outstanding cash and report on the event and funding raised appropriately to the treasurer.
RABI Event Checklist
Download and print this handy checklist to keep your preparations on track from start to finish. It’s designed to make your event run smoothly and safely, with all the key steps in one place.
