How to run a school fundraiser (practical step-by-step for New Zealand schools)
A practical, step-by-step guide for organising a school fundraiser in New Zealand. Covers planning, team roles, budget and payments, permissions and health & safety, promotion, running the day and post-event follow-up.
Quick takeaway
Start with clear goals and a small organising team, pick a simple idea that fits your school and community, manage budget, permissions and health & safety, set up reliable payment methods (cash, online, card options), promote the event, run it with clear roles, and follow up with thanks and reconciliation.
Decide what you want to raise and why, set a target and timeline.
Choose a fundraising idea that matches your community and resources.
Plan payments early: offer a mix of cash, online and card options and record everything.
1. Set clear goals and scope
Start by defining exactly what you’re raising money for, how much you need, and when you want the money to be available. A clear target keeps planning focused and helps with promotion.
Decide who the fundraiser benefits (school-wide project, classroom resources, a sports trip) and whether funds will be held by the school or a parent association.
- Amount to raise and minimum acceptable result (plan B if target isn’t reached)
- Timeline: planning start date, event date, money needed date
- Who will hold and authorise the funds (school office, PTA treasurer)
2. Form a small organising team and assign roles
A small committed team of 4–6 people is better than a large, disconnected group. Assign clear roles so tasks don’t fall through the cracks.
Keep the school principal or board informed and check any school policies or trustee rules early.
- Project lead (overall coordinator)
- Treasurer (budget, float, reconciliation)
- Logistics and materials (site, stalls, equipment)
- Marketing and communications (posters, social media, newsletters)
3. Pick a fundraising idea that fits your community
Choose activities that match the school size, volunteer availability and community interests. Simpler events are easier to run and less risky.
Combine small activities if you like — a sausage sizzle plus a bake sale and a raffle can work well together.
- Low-effort ideas: bake sale, sausage sizzle, non-uniform day, quiz night
- Larger ideas: school gala, market day, themed concert, fun run
- Ongoing options: monthly school coffee cart, donation drive, merchandise sales
4. Budget and payments — practical rules for handling money
Create a simple budget listing expected income and costs. Include permits, food supplies, equipment hire and promotions. Keep the budget realistic and leave a contingency.
Decide payment methods early. Most donors prefer contactless or online options now, but cash still works. Plan how you will accept, record and bank funds safely.
- Prepare a float for cash sales and plan for safe storage (locked cash box, two people for counting)
- Choose payment options: cash, online donations (Givealittle or school account), card payments (mobile tap or payment app)
- Record every transaction as it happens: simple receipt books, spreadsheet or accounting app
5. School fundraiser payments — what to offer and how to prepare
Offering multiple payment methods increases sales. For a single event, use a mix: cash for quick sales, online links for larger donations and a card option for people who don’t carry cash.
Test everything before the day. Make sure internet access is reliable if you’re using mobile card readers or donation pages, and have printed signage showing which payments you accept.
- Cash: have sufficient change, locked cash box, and double-count procedures when closing
- Online bank transfer or donation page: display QR codes or short links on signs and flyers
- Card acceptance: use a mobile card solution (merchant app or device) or services that let you accept card payments without a traditional EFTPOS terminal
6. Practical card options (simple and low-friction)
If you want to accept cards without carrying a full EFTPOS machine, there are modern solutions that let you accept tap or swipe payments via smartphone. Choose a provider that’s easy to set up, has clear fees, and gives you settlement to the school bank account.
Whichever card option you choose, communicate fees and how funds are handled to the school or parent group ahead of time.
- Mobile payment apps that take cards using a phone and a small card reader
- Payment links and QR codes people can tap on their phones to pay (helpful for donations or pre-orders)
- Consider transaction fees and how quickly money will settle to the school's account
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- This guide is written for NZ schools, parent groups and volunteers organising fundraisers.
- It covers practical steps from planning to reconciliation, with a section on school fundraiser payments.
- PocketMoney is mentioned as one option if you want to accept card payments without a traditional EFTPOS machine.
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FAQ
How should we collect payments for a school fundraiser?
Offer a mix: cash for convenience, online donation links (like Givealittle or direct bank transfers) for larger gifts, and a card option for people who don’t carry cash. Test card or mobile payment solutions in advance, have clear signage showing accepted payment methods, keep accurate records and reconcile all takings after the event.
Do we need permission from the school or council?
Yes — check school policies and get the principal or Board of Trustees sign-off. For any stalls, food sales or events in public spaces, check with your local council about permits or signage rules. Always follow the school’s insurance and safety procedures.
How do we keep money safe during and after the event?
Use a secure locked cash box, limit the number of people handling cash, and do regular counts with two people present. Reconcile cash and electronic reports at the end of the event, make bank deposits promptly, and keep written records of all transactions.
What about GST or tax rules for fundraising?
Tax rules can vary depending on what you sell and who holds the funds. If the school or PTA is GST-registered, or you’re charging for goods and services, check with the school’s accountant or a tax advisor to understand registration and reporting requirements. Treat records carefully and keep receipts.
How can we promote the fundraiser to get more support?
Use the school newsletter, social media, community groups, posters at local businesses and word-of-mouth. Make the ask clear — say what you’re raising funds for, the target and the payment options. Share progress updates and photos to build momentum and show results afterwards.
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