Fundraising Policy

Fundraising Terms of Reference (TOR) & Financial Controls Policy 

MWSD-POL-6, December 2022


Fund raising is an essential part of Scouting activities in the District and may take many forms e.g. bag packs, sponsored walks, summer balls etc. In all cases these events will entail collecting, and in some cases spending money.

It is essential that in all activities involving the collection of money from the public, on behalf of a charity, careful controls are in place. This is not only to look after the money itself, but also to have steps in place to ensure it can be audited as having been looked after. 

There are some simple steps that can be taken that will enable this, this policy sets out to define these steps in Mersey Weaver Scouts.

The following sections of POR in relation to fundraising should be consulted for additional information:

  • Groups – Rule 3.55 to Rule 3.61
  • Districts – Rule 4.67 to Rule 4.73

All fundraising events must be run safely and in accordance with our Safety and Safeguarding Polices. All adults must have been given a copy of and familiarised themselves with the Yellow (Safeguarding), White (Safety), Purple (Emergency) and Green (Alcohol in Scouting) coloured cards. There must be an adult with a full Scout appointment present at every event as well as a First Aider.

A Risk Assessment for all Scouting activities is compulsory.  A Risk Assessment must be created for every fundraising event and importantly shared with everyone taking part. The Event Lead will be responsible for ensuring a Risk Assessment is in place for the event but does not have to be the person who compiles it.  Sample Risk Assessments are available in Sharepoint and on The Scouts Website:

Additional information can also be found at:

Fund Raising Sub-Committees TOR

When a significant sum is to be raised, it may be appropriate to establish a small sub-committee. The decision to establish such a sub-committee will be determined by the Mersey Weaver Board of Trustees. Should a sub-committee be set up, the following steps will be taken:

  • A Chair will be appointed to lead the sub-committee and such appointment ratified by the Board of Trustee. The Chair or nominee will be responsible for reporting developments to the Board of Trustees.
  • As appropriate a Secretary and a person to lead the monitoring and reporting of the finances will be appointed.  Additional positions, including a Sponsorship / Grants coordinator, may be created as appropriate determined by the size of the project.
  • Volunteers to support the fundraising will be secured from parents, helpers, our Young People and leaders as appropriate.
  • The expectation is that every Scouting family who will benefit from a fundraising activity will actively participate in and support the fundraising efforts.
  • Regular meetings will be arranged to co-ordinate, develop and deliver a programme of fundraising events. Notes must be produced of these meetings to identify key actions. The frequency of the meetings are to be determined by the Chair but is recommended they occur at least every other month.
  • Ensuring timely and effective communication across the team to support this co-ordination, and achieve success is vital, it is expected that the Mersey Weaver Microsoft Teams or Slack is platform is used to communicate as well as centrally store documents and minutes.
  • In line with POR, at least two members of the Board of Trustees must be involved, and no Section Leader or Assistant (unless a parent of a participant) can be a member of this sub-committee.
  • The District Treasurer, or an appropriate nominated alternative person will support the financial oversight and reporting to the Board of Trustees.
  • If organisations are to be approached for sponsorship, donations or grants there must be a coordinated approach within the Fundraising Committee to avoid duplication or excessive approaches.  Both the initial approach and result must be clearly recorded on a shared spreadsheet, ideally through a Grant and Sponsorship Coordinator. Such information should be made available to the Board of Trustees.
  • No approach must be made to any local authority without prior approval of the Lead Volunteer and District Chair.
  • When fund raising events are arranged, it is essential that care is taken to respect the boundaries of other Scout Districts.
  • If events require an application to a local authority for licences e.g. A Lottery Licence, prior approval must be obtained from the Board of Trustees. As stated in POR the promoter of any fundraising activity governed by legislation should be a member of the Board of Trustees.  

The methods of fundraising chosen must be consistent with the Movement's reputation and good standing. All fundraising undertaken on behalf of the Movement must be carried out as prescribed by the law. This will include those regulations governing house to house collections, street collections, lotteries, gaming, children and young persons. 

Special care needs to be taken when organising events which involve alcohol see Green Card:

Details may be obtained from the Fundraising section of the Scouts website:

Financial Controls

The Board of Trustees requires that any fundraising team who are raising funds on behalf of MWS take the following steps.

  • Where practical money should be gathered in the form of electronic payments or Cheques. 
  • Cheques should be paid into the main District account by the fundraising team and a receipt of the deposit along with a clear reference to the event from which the money was raised / donated must be emailed to the District Treasurer, e.g. Donation from Runcorn Rotary Santa Sleigh.
  • Any electronic payments should be made into the appropriately defined collection account for the event and with a clear reference to the event e.g. Hoody Sponsorship
  • Where cash is collected, it must be in line with our Handling and banking Cash Policy (MWSD-POL-7).
  • Monies should never be paid into an individual’s bank account and then transferred to the District bank account. 
  • Fundraising carried out on behalf of Scouting must be conducted in accordance with the principles embodied in the Scout Promise and Law.

Use of Mersey Weaver Assets

Where Fundraising Teams are planning fundraising events and activities, on behalf of Mersey Weaver, we will make Mersey Weaver owned assets that are normally chargeable available free of a charge e.g. the mobile climbing wall, minibuses etc. This is subject to fair usage and the assets being available.

Still need help? Submit a ticket Submit a ticket