The FAQs and Policies covered here apply to the Rotary Big Space Cancer project.  This is a fundraising project to raise donations toward Cheltenham & Gloucester Hospital Charity's main Big Space Appeal, but there are no organisational or formal relationships between the two.  Therefore, the FAQs and policies here are applicable only to the Rotary club led project and events.  Hopefully, the FAQs and policies will help to better explain the project and its objectives, but if there is anything else that would help to be explained then reach out to info@rotarybigspacecancer.org 

FAQs

How does the Rotary project align with the Cheltenham & Gloucester Hospital Charity's Big Space Appeal?

This Rotary led project is running in parallel to the main Big Space Appeal with regular communication and cooperation between the 2 teams. Our timing has been planned so that the culmination of our fundraising and readiness to make purchases coincides with the point when the new building is ready and priority switches to internal decoration, staff preparation and planting in the new garden. This is currently projected to be in early 2026.  The funds raised by the Rotary project will be used to make purchases that are donated to the Oncology Centre, the funds will not be simply be handed over.  

Is it only Rotary clubs involved in the project? 

Any club or individual can get involved in the project and we encourage partnerships between organisations that don't normally work together but have similar aims of improving the lives of their community.  Rotary are leading this fundraising project because if successful we can seek additional funds from Rotary International that, in effect, multiply the funds raised.

What is the role of the Rotary Club of Cotswold Tyndale?

The Cotswold Tyndale leadership team, like so many other individuals, have a personal connection with the Oncology Centre and therefore the motivation to make a difference.  Because of this the club has taken the initiative to start and coordinate the project, bringing together the result of individual fundraising efforts to ensure that the ‘whole is greater than the sum of the parts’. 

Procedurally, when applying for Rotary District and Global Grants there has to be a ‘lead club’ responsible for ensuring that all governance and project management controls are in place.  Cotswold Tyndale Club has put these measures in place and is responsible for the correct and effective procedures. 

How can I/we get involved?

There are many ways to get involved and we would encourage anyone to reach out and get in touch via info@rotarybigspacecancer.org.   Some examples are:

• Donating funds, as an individual, organisation or club.
• Raising funds by undertaking a challenge, running an event (for example a quiz night or table top sale) or simply asking for donations.
• Offering help or resources for one or more of the events planned by fundraisers.
• Spreading the word and encouraging others to get involved.
• Joining the project team to help with events and overall project management. 

What benefit will our donations achieve? 

A physical building is not sufficient on its own to ensure the mental health and pastoral care required of patients going through cancer treatment, nor does it ensure the best working environment for the excellent doctors and nurses providing that care.  As a result of the money raised by this project more patients and their families will receive better care, greater support and greater resilience to take them through the treatment process.  In addition, the nurses, doctors and support staff will benefit from an environment within which they can provide their best care and know that they are doing everything they can to improve the lives of their patients, this in turn will make them feel and work better. 

Why donate to Rotary instead of donating to the NHS Big Space Appeal directly? 

The Rotary project has a very good chance of qualifying from additional donations from our District Designated Fund and a Rotary Global Grant,  The amount donated from these sources is proportional to the amount raised, so the more we raise the greater the potential for multiplying our individual donations by up to 180%.  We cannot stop anyone from donating directly to this great cause, but by donating through Rotary every pound can have a greater effect.

What will the money be spent on?

The specific items, training or services that the money will be spent on will be detailed between January and May 2025.  Candidate options have already been identified to prove that the funds provided through this project can be both effective and worthwhile.  The final choice will result from the completion of a Community Assessment.  The purpose of the Community Assessment is to identify the shortfalls and therefore the goals of the project, before then selecting the specific goods and services that can be proven to meet the shortfalls and deliver the benefits.

Can we choose what our donations will be spent on?

It is understandable that some individuals and/or clubs would like to see the specifics of where their donations have been spent.  Under Rotary rules, Cotswold Tyndale itself is required to have full control of expenditure and cannot simply give donations to the NHS Trust for them to decide what to spend it on.  If individuals and/or clubs have a concern over the specifics of the use of their donations then they should discuss this with the project team and an appropriate approach can be arranged within the constraints of the overall plan. 

Where will funds be held?

All donations will be collected into and managed within a specific account, set up and held by Cotswold Tyndale.  As a registered charity, Cotswold Tyndale has the necessary governance in place to comply with financial accounting rules and protect the interests of donors.  Having all funds in one place is a condition of successfully qualifying for additional Rotary donations.  Full records of donations (and associated interest gained) will be maintained and will be available to donors on request via the project treasurer. 

Is Gift Aid applicable to donations?

Rotary Cotswold is in the process of qualifying for Gift Aid and once achieved will seek Gift Aid benefits for all applicable donations.

Can we get help for our fundraising activities?

Help is available for fundraising in several different ways, including:

• Advice – Rotary clubs have years of experience that can help in the planning and delivery of fundraising events.
• People – Rotary clubs have many members that are keen to help at events and we can advertise an event across all project partners to seek additional people to help plan and deliver activities.
• Resources. – within Rotary and partner clubs there are gazebos, tables, tents and other practical resources to provide the underpinning infrastructure for events.
• Marketing material – We can provide banners and other forms of information to help explain the project and bring some colour to fundraising events.

How do we keep up to date with progress?

There is a project management team in place, covering all aspects of the project.  The project team runs regular online calls for partners to join and be kept. Up to date. Alternatively, one-to-one calls can be arranged to provide specific information.  All partners and prospective partners should feel free to contact the team at info@rotarybigspacecancder.org 

What happens if there is a delay to the hospital build?

The Cotswold Tyndale project team are in regular contact with the Big Space team and confident that they will become aware of any likely or actual changes to the overall project timeline.  Depending on the length and nature of the delay, the project team will assess when spending the funds will have the greatest impact and benefit.  Any changes will be communicated to all partners. There is no risk to additional Rotary funding if granted as long as delays are understood and plans are adjusted.

What happens if the hospital project is cancelled? 

This is the biggest risk but highly unlikely outcome of current activities.  Even if the Big Space build project is cancelled, the Oncology Unit will continue to exist and investment in services such as the Focus centre and provision of improved mental health related support will be hugely beneficial.  Even without a new building (although this outcome is highly unlikely) the Rotary Big Space Cancer project can improve the lives of patients and staff, therefore funds will still be spent on appropriate resources and services.

How will the benefits be sustained?

It is critically important for attracting wider Rotary funds that a sustainability plan is in place.  Sustainability is achieved by investing in resources and services that can be sustained by the NHS Trust beyond the life of the Rotary project without further support from Rotary and its partner fundraisers.  This is therefore forming part of the investment analysis.

This rule does not prohibit ongoing relationships between fundraising organisations and the Oncology Unit and there may be opportunities for longer term volunteering and other fundraising efforts.  The Unit will not, however, be dependent on these. 

Policies

Project Governance

Although the Rotary Club of Cotswold Tyndale is the lead club for this project, a specific project team has been created to oversee this project and provide separation from the governance of the club itself.  This project team is compliant with the governance requirements of Rotary International when a club is applying for District Designated Funds and a Rotary Global Grant,  For information about the specifics of this governance model, please contact the project team at info@rotarybigspacecancer.org

Financial Management

Because the finances of the project and the associated monies are charitable, the necessary financial management and trustee governance structures are in place. 

Grant Application Process

From the outset, this project has been designed to maximise its chance of attracting external funding, which will then multiply the donations made by individuals and clubs.  The formal process for making the grant application is structured, formal and laid down by Rotary International.  This process includes project oversight, putting in place Memorandums of Understanding with partners, detailed and evidence based Community Assessment, acquisition and delivery plans and project reporting.  Requirements of this process will be communicated to partners when and if appropriate as it is the intention to keep the project as flexible and transparent as possible, while protecting partners from the additional time and resource cost of following processes.

Privacy Policy

The Rotary Big Space Cancer project is fully complaint with necessary data protection and privacy policies.  A full version of our privacy policy can be found at the link below:

https://www.privacypolicies.com/live/060995bc-00d6-46f8-8507-ce9d9fe968c7