administration
This section provides an overview of the level of administration for the challenges, and explains where you may be involved.
Regardless of who takes part and where they choose to go, you can rest assured that they will get the same high levels of customer service. This is because we carry out all of the administration, regardless of where or when they go, and who they raise funds for.
Where possible, all administration is now fully automated and sent via email, rather than letters and faxes, as this is intended to make the process quicker and more environmentally friendly. However, if an individual does not have an email address, or they have entered it incorrectly and the email does not reach them, a hard copy will be sent out making sure everyone receives all of the relevant information.
Booking
Once an employee has decided to participate in a Charity Challenge, they must complete a booking form. We can easily personalise this form with your charity of the year logo, contact details and web address. The easiest way to do this is via our online booking form which means that the second they click “submit” we have their booking in our system. We can also provide you with a white label booking area (for exclusive challenges) which will have your charity of the year logo displayed when they book.
Authorisation
Once we receive the booking form from your employee, we will send them a thank you email/letter for booking and we will send the charity an authorisation request email. This email explains the basis on which this participant is going to raise funds in the charity’s name, and what the charity will have to pay as the balance of their challenge costs (if they are a minimum sponsorship or flexi participant), and if they have raised sufficient funds.
Confirmation
As soon as the charity authorises the participant to fundraise in its name, we will send the participant a confirmation email which provides their username and password to access their unique members’ area of our website where they can view and print the following information:
General
- Welcome letter
- Copy of the details from their booking form
- ATOL receipt
Fundraising
- Clarification of fundraising objectives
- Fundraising advice
- Sponsorship form
- Access to online sponsorship form
- The charity’s logo and contact details
- Link to the charity’s website
- Sponsorship form
- How to write a press release
- A-Z of fundraising ideas
Fundraising advice
- Fitness Training
- Fitness training advice
- Training weekend details
- Trekking or biking training programme
Challenge Information
- Itinerary
- Kit list
- Country fact file
- Q&As
- Health notes
- Travel tips
- High altitude notes (If applicable)
- Insurance information
- Insurance policy document
- Group contact details (subject to data protection)
- Visa application form and guidance on application
- Joining instructions
As the members’ area is database driven, as soon as we update a piece of information in the database, the members’ area will automatically update too.
Polite reminder
Three months before departure, the participant will receive another communication reminding them of the sponsorship deadline (10 weeks before departure), and providing flight details to help with arranging connection flights to London. We also provide a copy of the itinerary if changes have been made, and if a visa is required, we provide application forms and notes on how to apply.
Joining instructions
One month before departure, we upload joining instructions to the members’ area. This is very detailed and amongst other things covers their confirmed flight details, arrangements for arrival at London and any intermediate stops on the way, reminders about passports, visa, insurance and other important travel documents and emergency contacts.
Congratulations
Once the participant returns, we send out a congratulations letter, with colour certificate from Charity Challenge and a feedback form to gather their thoughts on how they found the challenge, pre-challenge advice and support, and how we can improve the trip. It is also a useful source to find out if they would be keen on doing another challenge and where they would most like to go. All feedback is passed on to the operations manager at our office who then amends the relevant information sheets on our website (if applicable).
