Fundraising events are more than just a way for your parent group to raise much-needed cash for extracurricular activities and other causes. They also give your club opportunities to build the school community. Successful school fundraisers bring like-minded people together and connect them with a shared goal. Planning a fundraiser checklist that clearly outlines your tasks, deadlines, and responsibilities is key to success. On the other hand, poor planning can lead to financial setbacks and a disconnected community.
Effortless school fundraising starts here! This guide offers a clear road map, breaking down the entire process from start to finish. It dives into step-by-step tasks, transforming otherwise complex planning into simple, actionable items. Feel free to download this guide or print this page to help plan fundraisers that benefit your group and the school community.
Let’s begin by answering the five most asked questions by parent-teacher groups.
Fundraising FAQs Your Group Needs to Know
School fundraising can be a challenging task, even for well-established groups. Having answers to these five essential, frequently asked questions will make our checklists even more helpful as you prepare for your next fundraising campaign.
What key steps should be on my school fundraiser planning checklist?
There are three areas of your event to think about: before, during, and after. You may have some of these in place already but consider all the points listed here as you create an outline for your campaign.
#1 Before the Big Event: The first step is to form a team that typically consists of parents, teachers, students (if applicable), and administrators. After deciding on your fundraising goal, set a realistic budget. Choose the type of fundraiser that aligns with your club’s goal, budget, and community interest. Create a timeline with deadlines and recruit suitable volunteers with the necessary skills and commitment. Lastly, obtain all the required permits or permissions from authorities and the school if needed.
#2 During the Event: The key to a successful event is early, detailed preparation! Confirm that everything is set up and ready to go before guests arrive. Remember to loosen everyone up and have fun, too! This is a real opportunity to make a lasting impression on supporters by creating a truly memorable experience. Ensure you have a clear system in place to collect donations, both cash and pledges, so that you can track your fundraising success.
#3 After the Event: Express heartfelt gratitude to supporters for their valued contributions. Assess the funds raised and the campaign’s overall success with the group’s organizers. An evaluation is vital, as it helps you identify potential places for improvement. Use constructive criticism with care and avoid the blame game in areas that fail. This balanced approach helps you plan even more effective fundraising incentives to raise cash in the future.
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How far in advance should I start planning our school fundraising event?
Aim to start planning your school fundraiser six months in advance and even sooner for large-scale events. This will give your group the time it needs to form a committee, secure a suitable venue, and line up a pool of winning volunteers. You’ll also need time to build awareness and promote the event effectively.
The extent of planning varies depending on the complexity of the fundraising campaign. Although a simple fundraiser may only need a few weeks of prep, sooner is always better than later. This way, you have time to address any unexpected challenges, gather all the necessary resources, and maximize the potential success of the fundraiser.
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What are some essential items to include in a school fundraiser budget?
You need to consider both income and expenses in a well-crafted school fundraiser budget. Income might include ticket sales, donations, etc., while expenses cover venue rental, food, hired equipment, and supplies. You can only anticipate income from attendees, donations, sales, insurance, and sponsorships, of course. Planning expenses for venue rental, food/drinks, supplies, permits/insurance, etc., is more predictable. Always allocate extra funds for those unexpected costs to ensure a realistic fundraiser budget.
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Who should be on my planning team for a successful school fundraiser?
Fundraiser teams tend to thrive with 3-6 members of varying strengths. Parent volunteers bring family passion, while teachers understand student needs. And school administrators can add logistics and promotional expertise. You might also want to involve students for enhanced engagement and community members for sponsorships. The idea is to balance your team’s skill sets, i.e., budgeting, marketing, communication, and event coordination. Consider additional volunteers for specific tasks as you form your well-rounded team.
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How do I keep my school fundraiser checklist tasks on track?
Organization, communication, and resourcefulness are behind all successful fundraising initiatives. Your task list needs a realistic timeline, clear task ownership, and seamless communication. For larger campaigns, use project management tools like Trello, Asana, and others and prioritize the most critical tasks. Automation can be a godsend for repetitive actions such as sending email updates or scheduling social media posts.
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Now, it’s time to turn your fundraising vision into reality with these essential checklists. This section covers all the critical points to guide you through every stage, from brainstorming your first unique event concept to managing people and procedures on the big day. We’ve divided each section into event planning, marketing, and event hosting for easy reference.
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Organizing a Successful Fundraiser with Checklists
The first checklist covers it all, so feel free to download our PDF guide at the link below. The two other lists are specifically for marketing and hosting checks. Because every group has its unique needs, we’ve included links to document formats as well. Use the document links if you want to adapt these lists to your group’s specific requirements and preferences.
| School Fundraising Event Planning Checklist |
Maximize donations and leave an impression with our Fundraising Event Planning Checklist. Stay organized from early prep to event day for a smooth and successful experience.
Six months out or more:
- Clearly define fundraising goals; identify target donor groups
- Brainstorm unique event concepts and cohesive themes
- Create a comprehensive budget with detailed cost estimates
Three months out:
- Secure a suitable venue and catering services aligned with the event
- Launch sponsorship and ticketing campaigns well in advance
- Recruit volunteers, matching talents and interests to specific tasks
One month out:
- Finalize attention-grabbing marketing materials for distribution
- Create a detailed volunteer schedule and training if needed
- Confirm all vendor agreements and delivery schedules
- Secure event insurance if not already covered (sooner for large-scale events)
Two weeks out:
- Review event insurance coverage to ensure all necessary policies are in place
- Send reminder emails to all volunteers and attendees
- Prepare easy-to-follow signage and engaging decor
- Conduct a thorough final venue walk-through with the team
The day before:
- Set up the venue and check that all equipment is functional and festive
- Finalize event logistics (food prep, rehearsals), tie up any loose ends
- Walk all volunteers through everything they need to know
The event day:
- Predict and resolve any challenges that may arise during the event
- Collect donations and offer ongoing updates on progress to stakeholders
- Choose communication channels for progress updates, e.g., email, social media
- Shoot captivating content (pics & video) that drives engagement
After the event:
- Express gratitude: send personalized thank you notes to all involved
- Analyze the event’s success metrics to gauge effectiveness
- Reconnect with potential donors about future support & engagement
Download the Editable File Here.
Download the PDF File Here.
| School Fundraising Event Marketing Checklist |
Use this handy checklist to maximize participation, build excitement, and get the word out to ensure all your stakeholders are engaged in the process.
Six months out or more:
- Develop/update the event website and social media pages
- Find and lock in potential event sponsors
Three months out:
- Set up your support network with school clubs or interested groups
- Launch an email campaign to connect with parents and school
One month out:
- Create visually captivating flyers and posters to spread the word
- Pitch your upcoming event to local media outlets
Two weeks out:
- Boost online interest using social media ads and other web promotions
- Confirm the attendance of any special guests/speakers
- Obtain insurance to protect the event and participants
The day before:
- Schedule pre-event reminders, highlighting key activities
- Prepare any last-minute materials or supplies
The event day:
- Capture social media content & encourage attendee sharing
- Provide clear signage and directions for attendees
After the event:
- Share event photos and thank all your supporters publicly
- Send out surveys to gather feedback for future events
Download the Editable File Here.
Download the PDF File Here.
| School Fundraising Event Hosting Checklist |
The School Fundraising Event Hosting Checklist ensures a hospitable experience for everyone, creating memorable and successful events that maximize participation and fun.
Six months out or more:
- Define hosting goals (tone and atmosphere) for the event’s target audience
- Brainstorm hosting themes and ideas
- Develop a preliminary hosting budget
Three months out:
- Recruit volunteers early for hosting roles (greeters, servers, auctioneers)
- Secure the event venue and caterers
- Open sponsorships & ticket sales
One month out:
- Create detailed volunteer schedules and training
- Confirm hosting vendor contracts & deliveries
- Finalize all marketing materials
Two weeks out:
- Confirm your event has the necessary insurance coverage
- Send reminders to attendees & volunteers
- Prepare signage & decorations
- Conduct a venue walk-through
The day before:
- Set up the venue space and equipment for guests
- Prepare food and any stage presentations
- Conduct a volunteer kick-off meeting
The event day:
- Manage event flow and support presentations
- Collect donations & track fundraising
- Publish photos and videos that feature volunteers and guests
After the event:
- Send thank you messages to event contributors
Download the Editable File Here.
Download the PDF File Here.
Summing Up
You now have the essential checklists to turn your fundraising visions into highly successful events. From brainstorming creative fundraising ideas to the event day, early, well-structured planning and collaboration are key to your success. Use these checklists to stay organized, delegate the right tasks to the right people, and achieve your fundraising goals. Consider taking out event insurance to protect your group from any unforeseen disruptions.