How to host charity cash collections – key guidance for retailers

Charitable cash collections can make a real difference, especially for causes like the Rainy Day Trust, supported by Bira. This quick guide outlines key steps for retailers to host secure, well-managed collections in line with Fundraising Regulator advice.

Retailers can make a valuable contribution to charitable causes by allowing in-store cash collections. Charities, including the Rainy Day Trust which is backed by Bira, value cash collections from businesses including independent retailers.

In order to support responsible and secure fundraising, the Fundraising Regulator has issued guidance for retailers and their staff. This summary highlights the key steps retailers should take to help ensure collections are well-managed and trustworthy.

1.  Before the Collection: Carry Out Checks and Set Clear Arrangements

• Verify legitimacy: Check that the collecting organisation is genuine. This could include confirming their charity registration number or contacting the charity directly.
• Establish a booking process: Use a formal system to manage collection requests, including confirming the collection date, times, and contact details.
• Appoint a named store contact: Designate a staff member to coordinate with the fundraiser, confirm arrangements, and be present or available on the day of the collection.

2.  During the Collection: Support Safe and Transparent Fundraising

• Oversee the activity: Ensure the collection takes place as agreed and that collectors behave appropriately while on the premises.
• Secure donations: Follow recommended procedures for collecting and storing cash securely to reduce the risk of loss or misuse.
• Monitor collection materials: Make sure buckets or tins are sealed and clearly display the charity’s name and registration number.

3.  After the Collection: Confirm Follow-Up and Fund Handling

• Ensure proper handover of funds: Agree in advance how and when funds will be passed to the charity. Encourage transparency and keep records of the amount collected.
• Record and review: Maintain internal records of collections, including who collected, when, and any issues that arose.

4.  Raising and Escalating Concerns

• Act on anything unusual: If there are doubts about a collection, or if behaviour seems inappropriate or unauthorised, raise the issue with a manager or relevant contact.
• Know who to contact: Be familiar with your internal escalation routes and external points of contact, such as local authorities or the Fundraising Regulator.

5.  Working with Charity Partners

Charities fundraising in-store should be aware of retailer expectations. Open communication and aligned processes help ensure a positive experience for everyone involved — including donors.