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How to Plan Successful Fundraisers for School

By Whit Hunter

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Planning a successful fundraiser for school can be a lot of work. From recruiting volunteers to cultivating supporters and donors, there are a ton of responsibilities that come with it. 

But, if you don't plan things out properly, you risk losing potential money and creating a negative impression that could take years to fix. That's why overseeing all aspects of the event is crucial to ensure its success. 

In this article, we'll share some basic but effective practices that you can follow to plan a successful fundraiser for your school.

#1 Establish a Goal and Plan 

Define the Purpose of the Fundraiser 

When organizing a school fundraiser, begin by determining its objective. To accomplish this, establish your desired outcomes by addressing the following straightforward questions:

  • What is the underlying reason for the fundraiser?
  • What is the specific purpose of the funds being raised?
  • What is the total amount of money required to be raised?

Consider whether the fundraiser has multiple objectives, as many fundraisers aim to achieve both financial goals and broader public relations objectives.

Determine the Fundraising Goal 

Now that you have identified the purpose of the fundraiser, determine the goal of the event. Decide how much money you are trying to raise at the event. Knowing what the goal of the fundraiser is will also help you decide what type of fundraiser to organize. 

If raising money is the only goal of the event, then everything in the event plan will be concentrated on raising that money. 

Fundraisers work best if they are tied to a specific financial goal, so it is better to start with a small goal rather than an aggressive and unrealistic one. 

Create a Plan to Achieve the Goal 

Hosting a fundraising event without proper planning is similar to sailing a ship that's doomed to sink. If you fail to formulate a solid plan for the event, your team may become lost and bewildered, and investing time in such an event will be pointless as it will likely end in failure.

To ensure success in achieving the fundraising goals, it's crucial to develop a comprehensive plan. Seek guidance from the school staff and executive board members, and determine a budget for the event. 

Remember that the amount raised will be the difference between event expenses and proceeds, so plan accordingly based on available team resources.

#2 Identify Fundraising Opportunities

List Fundraising Opportunities 

Now that you have clearly defined the goal and purpose of the fundraiser, you can easily decide what kind of fundraiser you will organize. There are a lot of fundraising opportunities, and the type of fundraising you choose depends on your goal for the fundraising event. 

Research the fundraising ideas suitable for school fundraisers, most common fundraising opportunities are auctions, bake sales, community service days, etc.

Evaluate the Potential of Each Opportunity 

After listing down some fundraising opportunities, select the ones that you think would suit your school dynamics and fundraising goals. Try comparing different ideas with each other and decide which one would benefit the school fundraiser more. 

The goal here is to come up with a fundraising opportunity that will take you closest to your goal.

Select the Most Effective Fundraising Opportunities

After evaluating the different fundraising ideas, you should select the most effective one. It is important to select the idea that compliments the school’s budget and resources. 

Every fundraiser is different, some of them are more profitable than others, and some require fewer volunteers or more. Plus, notice how some members of the staff suit certain types of fundraisers over others. 

Choose the fundraiser that puts the staff’s talents to good use — this will make the event more fun and organized. 

#3 Develop a Marketing Plan

Define the Target Audience 

Before inviting people to your fundraiser, it's important to identify your target audience. Is your fundraiser geared towards a specific group, such as local businesses, young professionals, kids, or parents, or is it intended for a more general audience? 

Once you have determined your target audience, you can select a fundraiser that is a good fit for their interests and invite individuals accordingly. It's important to keep the theme of your fundraiser in mind when extending invitations.

Create a Marketing Message 

When planning a fundraiser, generating awareness for the cause is crucial. Although not all attendees may donate initially, it's possible to persuade them by promoting donations and spreading the word about the event's objective. 

Crafting a compelling marketing message that resonates with the attendees can inspire everyone to contribute. A powerful message that speaks to the attendees' emotions can create a long-lasting commitment to the cause.

Develop a Plan To Promote the Fundraiser

At this stage, you've ironed out all the details and finalized the plan for the upcoming fundraising event. However, the success of the event heavily relies on attracting donors, and that requires a well-planned marketing strategy. 

Without attendees, the event is nothing, and without donations, the fundraiser cannot achieve its goals.

To effectively promote the fundraiser, you need to employ a strategic approach to marketing. One approach could be designing a flier for the online distribution and printing it for publication in a newspaper to reach a wider audience. 

It's important to identify the communication channels preferred by potential donors and attendees and tailor your messaging to those channels to attract the right audience to your event. 

By doing so, you'll be able to engage the right people and ensure a successful fundraiser.

#4 Recruit Volunteers

Identify the Volunteer Roles Needed

A fundraising event may seem exciting and fun but it is nothing without the people that are running it in the background. When planning for the fundraising event, people tend to forget about the staff or helping hands that will take care of all the logistics of the event. 

Take time out to determine who will be handling all of the different responsibilities of the cause. List them down and send the word out to search for volunteers. 

Try delegating a person or team to tackle specific tasks like sponsorship, venue/catering, marketing, ticket sales or registration, volunteer management, venue setup, etc.

Recruit Volunteers 

To bring your fundraiser to life, it's essential to assemble a team of individuals. The first step is to appoint a leader who will oversee the planning process and steer team members toward achieving the goals.

Recruiting volunteers from your school is a great way to find enthusiastic helpers. You can request assistance from both students and teachers, who can take on specific roles in the event. 

It's important to choose volunteers who can manage the logistics effectively as they are the backbone of the fundraiser.

To attract volunteers who are interested in the fundraiser's theme, you can create a survey to identify their interests and talents. This information can be used to assign tasks that are suitable for their skills.

Train Volunteers

After recruiting volunteers, the leader or head of planning should train the volunteers for the event. Ask them to minimize the risk of miscommunication and let all the staff and volunteers know what their roles and tasks are for the event. 

Volunteers will be handling most of the event so make sure to train and motivate them to treat everyone with a positive attitude and with respect.  

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#5 Plan the Event

Determine Event Details 

Planning an event can be a challenging task, as it involves several tasks that need to be taken care of for the event to be successful. To ensure everyone is on the same page, create a detailed list of the event's requirements and share it with the entire crew.

It's crucial to inform the staff and volunteers about the event's time and location, dress code, assigned tasks, and the expected duration of their presence. Follow up with them promptly and answer any queries they may have.

Along with that, make a note of the expected number of attendees, which will help you determine the number of refreshments required on the day of the event.

Plan Event Logistics 

It is time to organize the logistics for the upcoming fundraising event. The logistics may entail the following tasks:

  1. Collaborate with the entertainment team to confirm their arrival time, schedule rehearsals/soundchecks, and designate a parking area for their van.
  2. Decorate the venue.
  3. Set up the ticket sales or registration area.
  4. Display auction items (if applicable).
  5. Work with the caterers to arrange refreshments.

Develop Contingency Plans

Prior to the event day, make sure to remind the event crew of their responsibilities. To avoid any confusion or uncertainty, distribute printed guidelines to each member. 

Additionally, conducting a rehearsal beforehand can help identify and resolve any potential issues that may arise during the actual event. 

It's also advisable to have backup technology available to mitigate the impact of any power outages. By taking these precautions, you can ensure a smooth and successful event.

#6 Execute the Plan

Implement the Marketing Plan 

It's time to get organized and put your plan into action, beginning with the marketing strategy. To ensure the success of your fundraiser, it's crucial to spread awareness of our campaign through various channels to maximize donations. Without publicity, the fundraiser won't generate any revenue.

Develop a comprehensive marketing plan that encompasses multiple communication channels, such as social media, email, school website, PTA/PTO website, SMS, and print media. Promote the fundraising cause, as well as the date and time of the event, through these platforms to create a buzz about the upcoming fundraiser.

Set Up the Event 

As the event day draws closer, the preparation phase comes to a close and the execution stage begins. 

Instruct the crew to begin with the event setup, which includes all logistical aspects, such as selecting the event venue and determining the number of required tables, as well as deciding on the refreshments menu. 

In the case of a virtual fundraiser event, setup is still necessary. You must ascertain which online streaming services will be used and whether attendees can easily access them. It's also crucial to determine if any graphics need designing for the event.

Manage the Event

As the big day approaches, the successful execution of the plan is cause for celebration, but it's not yet time to relax. Keep a watchful eye to ensure that all event duties are carried out by the volunteers. At the same time, take a moment to unwind and greet the guests with a smile.

As the event manager, your top priority is to engage with the attendees. This presents an excellent opportunity to connect with donors and supporters of your school's fundraising efforts and build strong relationships with them for future campaigns. 

You can also consider live streaming the event on the school's social media platforms to increase social engagement and connect with donors who couldn't attend in person.

#7 Evaluate the Success

Measure the Success of the Fundraiser 

After the event ends, you need to review the data to determine its success. See whether you:

  1. Remained under the planned budget or not. 
  2. Did your promotional campaigns attract extra attendees? 
  3. Did you connect with new donors? 
  4. Determine if your corporate sponsorships were successful or not. 

Go over these questions to see what worked in your favor and what didn't. This will help you measure the success of the fundraiser and see where you lacked. 

Identify Areas For Improvement 

To ensure the ongoing success of your fundraisers, it's crucial to strive for continuous improvement. No event is flawless, and there is always room for growth and refinement. 

By assessing both the strengths and weaknesses of each event, you can pinpoint areas in need of improvement and focus your efforts accordingly.

Use Feedback to Improve Future Events

A great way to identify areas of improvement is to generate feedback from the guests and donors. Survey all the appropriate questions and send them to your list of attendees. The survey can include questions like:

  • In your opinion, was the fundraising event successful? If not, please specify why.
  • Was the theme of the fundraising event an appropriate way to raise funds? 
  • What qualities of the event motivated you to donate?
  • In what ways can we make our next fundraising event even better?

This will help you know your weak points as well as let you know the preferences of your target audience. 

Final Thoughts

Hosting a fundraiser for your school may seem hard, but following the right tips can make it easier and ensure your donors have a great experience while raising a lot of money. If you want to improve even more, just ask for feedback and keep working on getting better.

BetterWorld is here to help you reach your fundraising goals and beyond. Our experts are excited to provide you with the guidance and support you need to help your school pull off a successful fundraiser. 

With BetterWorld, you’ll get all the tools and insights you need to make sure that your fundraiser is a success! Sign up for a free demo and experience the power of this fundraising tool first-hand.

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Whit Hunter
AUTHOR

About Whit Hunter

Whit Hunter is the co-founder of BetterWorld, the free, easy-to-use online fundraising platform. His passion for empowering nonprofits and tech expertise have shaped BetterWorld’s mission to make fundraising more accessible and efficient.

Whit's innovative vision has helped countless organizations raise more funds and reach their goals, driving BetterWorld’s ongoing success.

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