Moderator Manual:Mod events

Event Guidelines

Whether it's called a Free Bee, a Free Meet or a Free4All, or it's simply having a booth at the local Earth Day Festival or Farmer's Market, taking part in an event can be a lot of fun. In case you're thinking about taking part in an event, we have put together some general points to keep in mind to make sure you have your bases covered. We hope this list helps you and if you have further ideas based on your own local experiences, by all means share them with us at info@freecycle.org!

Thanks, good luck with your local event, and have fun!

1. Always assure that the event organizer has insurance.
2. Remember that we are a nonprofit organization with a charitable mission. Please use care in weighing whether a potential event partner or venue is appropriate to our environmental and community mission and goals.
3. For use of the logo on posters or other materials, you need copyright / trademark approval, Please contact info@freecycle.org for more information.
4. Event idea: local charity shops / thrift stores such as Salvation Army, Habitat for Humanity Habistores or Oxfam often can be a great partner. They generally have to throw away 60-75% of all donations they receive. By having a Free Bee at their store, it enables them to also give items away they'd otherwise have to throw away and attract potential customers to their store in the process. For our part, we have a free, insured venue in their parking lot, with parking. It works out well for all and provides an additional local nonprofit name to attract local media interest.
5. Earth Day: In addition to having a table at a local Earth Day Festival, consider having a little "Free Stuff" corral / roped off area next to the table and invite your members to bring items to give and get with each other. Also, leave a couple extra chairs for members to sit down at the table and have a chat! It's always good fun getting to know the faces behind the names

Fundraising Events

As a registered charity there are a number of procedures that need to be followed when money is being raised in the name of Freecycle. If you are interested in raising money for Freecycle activities, it is important that you get permission first.

Please note that local groups can not apply directly for funds or fund-raise in their own name.

Public Liability Insurance (U.K.) – Do we need this for events?

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When promoting the group at a public event, it is your responsibility to ensure you are covered with public liability insurance. If on council ground, the local council insurance should cover you but a council risk assessment form will need to be completed prior to the day. Do discuss prior to the event with the organizers exactly what you intend doing.

Freecycle UK does have its own Public Liability Insurance which can be used where there is no exisiting local cover.

If you intend holding an event which will be covered by the Freecycle UK insurance, do notify ukadmin@freecycle.org well in advance, and you will be directed to the UK Events Support Team and a risk assemsment will be completed with you - make sure you cover the key points:

1. Identify the hazards
2. Decide who might be harmed and how
3. Evaluate the risks and decide on precaution
4. Record your findings and implement them
5. Review your assessment and update if necessary
   

For further reading on Risk Assessments please see the UK Health & Safety Executive website

Some other considerations affecting insurance:

If you are holding a GiveNTake type event, consider carefully what you intend to do about whether or not to accept electrical items. See
PAT Testing and Portable Appliance Testing information
Consider having a certified PAT tester on site to test all items. Otherwise, consider individually labelling each electrical item clearly as UNTESTED, or, failing this, do not allow them at all. This is because if they are left on the stall, technically, your Freecycle group will be giving the items instead of the usual role of the group as a conduit to help members exchange directly, and privately.

Face painters need their own insurance and a COSHH risk assessment

A Certificate in Food Hygiene is required where appropriate.