Your charity do not have to pre-purchase places and there is no minimum allocation required per event. It is entirely risk free for the charity and you are guaranteed a minimum return of fundraising per participant.
The participant process works as follows:
1. The participant selects either Charity Sponsorship or Mixed Funding and pays a registration fee online (this pays in-part for their place on the Challenge) and they can select a listed charity to fundraise for. The Participants details are then forwarded to the charity. It is then the responsibility of the charity to look after this data. Action Challenge will not be able to resend details or 'updates' for data lost by the charity.
2. By registering, the participant has committed to the allocated fundraising target for that distance and fundraising selection. 50% of this target is due 6 weeks prior to the Challenge and should come straight to the charity via Justgiving or the preferred fundraising platform (not through Action Challenge).
3. The charity contacts the participant to help with fundraising and to send any welcome packs and make a note of where the participant fundraising pages are. If you have a fundraising platform preference other than Just Giving you must communicate this to your fundraisers when first contact is made. It is a good idea to keep in contact with your supporters throughout their journey up to the Challenge.
4. 8 weeks prior to the Challenge, Action Challenge will email the charity a list of their registered participants – these are called PHASE 1 Participants. Action is required at this point and must be undertaken no later than 6 weeks prior to the Challenge.
4a) The charity must CANCEL any participants who may not have not reached 50% of their fundraising target (Action Challenge will then ask them to pay the remaining costs themselves and there is no cost to the charity).
4b) The charity must CONFIRM all participants who have reached 50% of their target – or all the participants that they want on the challenge (that is the charity’s decision ultimately even if the 50% target is not met – as you may feel that they will ’catch up’ later).
5. The charity is then invoiced for each participant they have confirmed (costs can be found within the Charity Invite below) – payment is due 2 weeks prior to the Challenge.
6. This process is repeated as PHASE 2 for any participants who sign up after the 6-weeks-to-go mark. They pay an extra £10 registration fee for the extended deadline and must have 50% of their target with the charity no later than 4 weeks prior to the Challenge. The charity is invoiced 4 weeks prior and payment terms are immediate.
7. The remaining 50% of the participant fundraising (plus any extra) is due with the charity up to 4 weeks after the event.