YKSoul - Soul motivation for charity
Information
Many people are aware of YKSoul, though unsure of what it means or does. This information sheet has been compiled to explain this through answering some frequently asked questions.
This information is aimed at potential YKSoul charities and venue and event managers.
A further section follows, headed ‘Charity Charter’, which sets some of the ground rules YKSoul expects of the charities it supports.
What is YKSoul?
YKSoul is a charity collective of five members: Nick Beilby, Steve Bradley, Angela Rennison, Marie Mortimer and Simon Wragg. YKSoul organises soul events, with all proceeds going to charity. A typical event will be for a nominated single charity. YKSoul never stands still and our team enables us to drive forward with new initiatives and skills whilst always maintaining the YKSoul original ethos. We are also grateful to many individuals who have helped, without which we would not have achieved so much.
What can people expect from attending an event?
A typical event will have a line up of DJ’s (from YKSoul and Guests) with a bar. At most events, images are projected of former soul clubs, information about YKSoul and its charities supported, videos and pictures taken on the night. People from the charity will also be at the event.
Who attends YKSoul events?
Our fan base and attendees comprise of those who remember soul clubs in their youth, younger people discovering soul music, people who like to support the charity, and many who just enjoy a good night-out with their friends. Many YKSoul fans regularly go to other local non-charity soul events, and some come from afar. Some people will spend the entire evening dancing, while others prefer to sit relaxing or talking to their friends listening to the records with a drink. Above all, people genuinely enjoy these events, which are always friendly and non-threatening. A YKSoul event is a truly unique and memorable experience. It is fantastic to see so many people having a good time, with all proceeds going to charity.
Can Children come to YKSoul events?
Sorry, because there’s a bar, YKSoul nights are for over 18s only. However, in the past YKSoul has raised money for several childrens’ charities.
How often are the events held?
YKSoul hosts around four to six such events each year, which are usually ticket-only in advance. Many of these are completely sold out.
So, what about the costs?
All proceeds go to charity, and YKSoul does not make a penny from these nights. Obviously there are some costs which need to be recovered from the ticket sales, such as venue hire, hiring sound systems, printing flyers and tickets etc.
What’s next for YKSoul?
YKSoul has applied for registered charity status in 2008. This has the distinct advantages for not only YKSoul, but this means the charities it supports effectively receive an extra £0.28 in every £1 in ticket sales.
Where can I find out more?
More information, YKSoul’s history and reviews with pictures of some of our previous events can be seen on the YKSoul website: www.freewebs.com/yksoul
What charities has YKSoul Supported?
The list is growing, but so far: Teenage Cancer Trust, Meningitis Research, St Leonard’s Hospice, Leukemia Research, Cystic Fibrosis Trust, MacMillan Cancer Relief, DebRA, York Against Cancer, the Haemochromatosis Society, Older Citizens Advocacy York, Guide Dogs for the York Blind and partially Sighted Society, York Hospital Radio, The Stroke Association, the NSPCC, Guide Dogs for the Blind, a cerebral palsy sufferer, Children’s Variety Club, Arthritis Research Campaign, PHAB, Lollipop, Clifton Development Fund, Age Concern York and Hearing Dogs for Deaf People.
Charity Charter
The five YKSoul members hold jobs in York. YKSoul is not a business, and has limited access to resources. As such, YKSoul does have some expectations from the charities it raises funds for:
- The charities being supported should have a visible presence at YKSoul events. This is often a table in the lobby of the hall, which is staffed by the charity, with leaflets, brochures and collection tins explaining its work. Although this may not always elicit a lot of interest from all the attendees, YKSoul really values this, as it is an effective way of re-enforcing the message that all proceeds are to the nominated charity at the event. This is also an opportunity for the charity to raise awareness, promote itself, distribute literature, answer any questions and reach new audiences. YKSoul has received some positive feedback from the chosen charities.
- YKSoul would appreciate its chosen charities to attempt to sell some of the tickets for the event night: as tickets are usually sold by the York Tourist Information Bureau, every ticket sold directly by the charity means no commission on the ticket sale is payable. Some of our previous charities have been especially resourceful in ticket sales, such as arranging a works night out with a difference. This does not necessarily equate to a substantial number of tickets, but every opportunity for the charity to sell tickets directly should be sought. The charity should also ensure that YKSoul is advised in writing by the charity of ticket sales on the date of the event, so that a total tally on funds raised is known.
- YKSoul encourages the charities it supports to capitalise on all pre-event publicity opportunities to promote it. This can be, for example through press releases, internal charity newsletters, displaying posters advertising forthcoming events, and contacting local media (e.g. The Press, Radio York, Radio Leeds, Minster FM) for maximum pre-event exposure.
- YKSoul would expect to be part of any post-event media publicity. This, for example can be cheque hand-over photo opportunities. YKSoul would also like to see copies of editorials of its events in the charities own internal newsletters, which can be included on the YKSoul website.
- YKSoul would like to know if anyone from the charities it supports could possibly help at the event. These can be tasks such as providing any registered First Aiders, security staff, and even small but important jobs such as helping collect empty glasses and welcoming attendees by checking their tickets. A minimum of two people from the charity must be at the event at least 30 minutes before the start time, and must be available to assist checking tickets.
- YKSoul often has to pay to hire in much of the equipment used at its events. This can include decks, PA systems, speakers, lighting, LCD projectors, cables, computers and screens. Whilst these are often loaned with the generosity of some of the DJs, YKSoul members employers and a local church, it is not always possible to use these when they are otherwise required. YKSoul welcomes any opportunity to borrow equipment the chosen charity may be able to provide.
- Some of the events require months of pre-planning by YKSoul. Many items need to be arranged such as venue hire, security, retailing tickets, organising signage for the event, first aid, security, bar licenses, food (where applicable), DJ rosters, right up to set-up and take-down on the night. YKSoul would expect the chosen charity to be close to this planning process, and liaise with YKSoul from the outset. If a raffle is decided for the event, then the charity must help with prizes.
- The charity should provide some words well in advance of the event outlining its work. These words should be concise, as they will be projected onto screens at the event. These words will be typically interspersed with pictures, event information and soul videos. The words can be accompanied by a charity logo and website information, and as the screen changes typically every 30 seconds, sentences should be short and words impactful. This might be, for example, what the charity does, who it helps and where to find further information.
- YKSoul has the right to cancel or curtail any pre-planned events if it is considered by YKSoul that the charity is not lending the level of expected support.
- YKSoul would like to receive feedback from the charities it supports. We would especially like to know if there was anything that could have been done differently, or anything we did especially well.
Lastly, YKSoul would like to thank its supporters and fans, without whom none of this would have been possible.
For further information, please contact YKSoul. Write to us at 5 St James Court, Leeman Road, York YO26 4XW
