Enlisting Help for Your School Fundraiser

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enlisting help and delegating

School Fundraiser Help

Enlisting Help & Delegating Responsibilities

You know what a fundraiser is, you’ve laid the groundwork, you’ve come up with the idea, and you’ve identified all the people who will support you in your objectives. Now it’s time to finalize who is doing what and get the final action plan together and moving.

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Set up a Committee

You’ve talked to students, parents, and other educators and you know have solid support for your fundraiser. Put down the names of those in each group who you think will be the most helpful and enthusiastic – then invite them to be on the fundraising committee! Together, you’ll be able to split up all the work and get everything done in time for your event (or series of events). Think of that classic saying “Divide and conquer” and you’ll realize that it is entirely accurate when it comes to planning your fundraiser. You shouldn’t have to do everything on your own, and now, you won’t have to!

Let’s assume that you are planning to set up for a school fair event. There are many tasks which need to complete. Place a committee member in charge of finding more volunteers. Give another the job of obtaining quotes from vendors. Another volunteer could have the task of managing the sound and video system. As you can see, it would probably be challenging for a single person to do all of these things!

When delegating tasks consider a few things:

  • The skills and abilities of the volunteer
  • The time they have available
  • The goals you need to accomplish as a team – what can be done by others as well

Here are some tasks you might want to delegate:

  • Decorating, Setting-Up, and Cleaning the Venue
  • Ordering or providing refreshments
  • Contacting Local Restaurants and Businesses
  • Calling the Donors and Active PTA Members
  • Designing all the Advertising
  • Obtaining Quotes from Vendors for Various Services
  • Supervising student volunteers
  • Bookkeeping and General Cash Management

In the next few segments, we’ve provided examples of different jobs that can be delegated out. We haven’t covered them all, but this should give you an idea to help brainstorm what you’ll need to work on with your team.

Fill the Event with Sound and Music

No matter what event you choose, you’ll probably need an audio system. Setting up school fairs or karaoke nights will require some sound systems for a successful event. You’ll need an excellent volunteer to manage the sound system for your fundraiser.

There’s a good chance that you should, and will, make a short speech at the event. You’ll want to thank everyone for coming and supporting the school, and you won’t want to do that through a bullhorn. A parent or a student may also give a short speech. You may play music during the event to entertain everyone, keeping the event fun & lively.

A music teacher at the school is an excellent choice, though the AV club supervisor is an even better one. Another good choice is an accomplished student who’s part of an AV club. Either would likely be happy to volunteer at the event.

If the music teacher selects a student, ask them to show them the exact equipment, in preparation for the event.

Pro Tips:

Having a practice dry run on the sound systems before the event is always a good idea.

Make the Venue a Vision to Behold – Get Decorating

If you’ve chosen to do the harder foodie event or any of the school fair concepts you will need decorations. Decorating is another vital job as they make the event something special.

Some schools choose to do elaborate decorations and other select minimal ones. It is all up to you what you think would be best. A single person could easily do minimal decorations with a few volunteers to aid them. For more elaborate decorations, consider putting several people in charge, building a decorations committee. Then help them find student or parent volunteers to help put everything in it’s place.

Pro Tips:

There are two things to keep in mind with decorations. The first is that the decorations stick to a theme, quite often schools stick with their colors (usually two colors, sometimes three). The second is that you set a firm budget for decorations, and confirm that the person or committee is sticking to it.

Select a Speaker for the Event

It’s rare to hold a fundraiser that doesn’t involve someone getting up and thanking everyone for coming and donating to the cause. Even if it’s just a 20-second short note of thanks, someone is going to have to do it. There are many reasons to do this. The first is that it might encourage them to donate even more than they were initially considering on giving.

A student speaker whose life will improve by the outcome of your fundraiser can be very persuasive. You want your speaker to motivate other students and parent involvement in your fundraising goal.

Having a speaker sets the tone for the event, reminding all in attendance that this is not just a social gathering. It’s an event where you are all are coming together to support and help achieve a goal.

Choosing a speaker may be easier than you think. As you are the one organizing this thing, you might find overwhelming support from your committee to be the one doing the speaking. If you’re not comfortable in front of an audience, consider a speaker who has strong ties to the subject of your fundraiser or school itself.

For example, if you’re raising money to make your school more “green” to help the environment – it might be best to have a science teacher, or an essay contest winner to get up and talk about the impact your event will have on their community and the world.

Pro Tips:

Remember to invite any speaker with as much notice beforehand as possible and to give them a time limit for their speech. Also, if possible, ask for a copy of what they plan on saying before they say it. Sometimes people get overzealous about a chance to speak in public and might have plans on saying things that may hurt your cause or be entirely off topic.

Review the Final Details

As we think you now realize, creating any fundraiser takes quite a bit of logistical planning. It’s time to check and confirm that you are on target with all aspects of the event. Here are some tasks to consider, as these are common ones that your event may include.

Do you have…
  • Volunteers to welcome guests at the event?
  • A team member to coordinate all your volunteers?
  • Confirmations from all of your vendors for what you’ve ordered (products/services)?
  • Both a set-up and clean-up plan for your event?
  • Security or know how to manage security for your event?
  • A plan for thanking volunteers? (a small gift, thank you e-mail or letter)

school fundraisers

Future Reading:

Over the next few weeks, we will be publishing articles on specific topics related to school fundraisers. We will provide fundraising ideas, fundraising instructions, and other useful insights.

If you’re interested in getting all of that information at once, GraduationSource recently published an eBook detailing school fundraising – it’s a draft that’s continually improving with feedback from readers like you.

If you would like to read the entire eBook “Fundraising for Your School” – DOWNLOAD IT HERE

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