your step by step guide to promoting charity challenges
Step 1: Select your challenge
With experience and advice from the Charity Challenge team, select the right challenge (or range of challenges) to market to your supporters. We would advise that you start promoting around a year before the challenge departs.
Step 2: Group agreement
We will provide you with an exclusive group agreement setting out challenge dates, minimum and maximum group size, at what point you are eligible for a free place for a charity rep, deadlines for deposits and sponsorship and so on. We will also allocate you an account manager to help you with planning your marketing campaign.
Step 3: Website promotion
Once the agreement is signed, we will add your challenge to our website and provide you with the URL to your exclusive challenge. You can add the relevant information (itinerary, kit list, fact file and so on) to your own website and we will provide logos, copyright free images, access to posters and interactive enquiry responses in your members area etc., to help you promote the challenge.
Step 4: Booking
Your supporters can then book via our online booking system (which can be branded with your charity logo), and pay their deposit and insurance premium through our secure online payment process.
Step 5: Authorisation
We will then email your charity to seek authorisation for each participant to fundraise on your behalf. At this point we will provide you with a template Professional Fundraising Agreement that you can send out to your supporters to comply with the Charities Act.
Step 6: Online challenge pack
Once you have authorised your supporter to fundraise on your behalf, we will email them with login details to their personal members' area where they can access an online challenge pack containing itinerary, kit list, Q&As, health advice, travel tips, and lots more.
Step 7: Fitness training and fundraising
From this point on, participants also have access to support information to enable them to start their fitness training programme and to engage in fundraising activities.
Step 8: 90 days before departure
At this point we will provide reminders to the participant in their members' area about sponsorship deadlines and if applicable provide documents explaining how to obtain their visa with relevant forms.
Step 9: 70 days before departure
At this point your supporter should have sent to your charity at least 80% of the minimum fundraising amount (under the minimum sponsorship and flexi payment options). It is your responsibility to form a relationship with the supporter to ensure you have these funds at this point.
Step 10: 56 days before departure
As long as you have received sufficient funds you will pay Charity Challenge for the balance of your supporters' challenge costs. As a self funder the participant will pay these costs for themselves.
Step 11: 30 days before departure
With only one month to go before the participant departs, we will upload final joining instructions to their online members' area. This document will include information on confirmed flights, where and when to meet the team, emergency contacts and so on.
Step 12: Take part in the challenge
Having raised lots of money for your charity and got incredibly fit, all the participants need to do now is complete the challenge itself!
Step 13: Feedback
After the challenge has been completed, we will gather feedback from the participants, challenge leader, charity rep and other relevant parties to ensure that we continue to improve our service wherever possible.
Step 14: Final funds raised
All remaining fundraising monies should be sent to your charity within four weeks of your supporter returning to the UK.