How to set up a school fundraiser
A step-by-step, practical guide for parents, teachers and student leaders in New Zealand on how to set up a school fundraiser, including planning, budgets, approvals, volunteer rosters, promotion, day-of operations and s
Quick takeaway
Set clear goals, get approval from the school (principal/board), build a simple budget and timeline, recruit volunteers, plan how you’ll sell and accept payments (cash and cashless), promote the event, run a safe and organised day, then count, report and thank supporters. Make sure you follow school policies on food, raffles and handling money, and choose payment options that suit your audience and volunteers.
Get principal and board approval early and confirm any school policies or council permits required.
Create a basic budget that lists expected income, costs and a clear fundraising target.
Offer both cash and cashless payment options and keep money handling transparent and secure.
1. Decide the goal and fundraiser type
Start by stating exactly what you want to raise money for (e.g., new playground, sports trip, library books) and set a realistic target. That target should include the cost of running the fundraiser.
Choose a format that fits your community: sausage sizzle, bake sale, school fair, quiz night, silent auction, online donation drive, or a mixture. Consider what worked previously and what volunteers can realistically run.
- Goal: amount and purpose (be specific).
- Type: in-person event, online campaign or hybrid.
- Scale: small stall (one day), multi-day fair, or long campaign (weeks).
2. Get approvals and check policies
Ask the principal and school board for written approval before you commit time or money. Confirm any school rules about events, food, raffles/lotteries, sponsorship or branded signage.
Check requirements around health and safety (first aid, crowd control), privacy (photo consent for students), and any council permits if you use public spaces. If you plan a raffle or gaming activity, check the school’s rules and local regulations.
- Written approval from principal/board.
- Confirm food, photo and privacy policies for students.
- Check for any local permits or rules about raffles and alcohol (if relevant).
3. Make a simple budget and pricing plan
List all expected costs (supplies, equipment hire, permits, prizes, printing) and expected income streams (ticket sales, stalls, donations, sponsorship). Aim for an estimated net return to see if the idea is worth running.
Set prices that are easy to collect and suitable for families — round numbers work best. If you’re selling many low-cost items, consider bundling (e.g., two items for a price) to speed transactions.
- Include a contingency (5–10% of costs).
- Decide ticket or item prices (keep cash handling simple).
- Estimate volunteer hours as part of costs to understand workload.
4. Plan volunteers, roles and a timeline
Recruit a small leadership team (event lead, finance lead, volunteer coordinator, marketing lead). Break tasks into clear roles and shifts so volunteers know start/end times and responsibilities.
Create a timeline with key milestones: approvals, purchasing, ticket sales, promotion start date, volunteer training, and event day schedule. Share contact numbers and a simple run sheet with all key volunteers.
- Define roles: money handling, stall lead, setup/packdown, safety marshal.
- Use online sign-up tools or a shared spreadsheet to allocate shifts.
- Hold one short training or briefing before the event so everyone knows procedures.
5. Promote the fundraiser
Use school newsletters, parent groups, social media, and physical posters at school to reach families. Make the message clear: what you’re raising for, when/where, how to participate, and ticket/payment methods.
If you sell tickets in advance (recommended for adult events or limited-capacity activities), offer an easy online option and a clearly marked on-the-day ticket desk.
- Include clear call-to-action: buy tickets, donate, volunteer.
- Share short reminders as the event approaches.
- Provide accessibility info (wheelchair access, allergens, etc.).
6. School fundraiser payments: setup and options
Plan how you’ll accept payments. Most communities expect both cash and cashless options. Cash is simple but needs secure handling; cashless speeds lines and reduces the need to carry floats.
Options to consider: cash (with locked cash boxes and two-person counts), school EFTPOS machine if available, card readers, or QR-based/cashless platforms. For quick stalls (sausage sizzles, bake sales), a single cashless QR or card reader can dramatically reduce queues.
- Always have a clear float and a documented cash handling process (two people to open/close and count).
- Choose one or two cashless methods rather than many—this keeps training simple for volunteers.
- Label prices clearly and train volunteers on refunds, receipts and handling declines.
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- For parent groups, PTA/PFA, teachers or student leaders running a one-off or recurring school fundraiser in New Zealand.
- Plan 4–8 weeks ahead for most events (longer for large fairs or major campaigns).
- Include cash and cashless options; PocketMoney can be a simple cashless option if you want to avoid a traditional EFTPOS machine.
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FAQ
Do we need school board approval to run a fundraiser?
Yes — always get written approval from the principal or board before spending money or booking vendors. Each school has its own policies on fundraising, food, sponsorship and raffles, and they need to be followed.
What is the best way to handle money on the day?
Use a small number of trusted volunteers for cash handling, keep a secure float and locked cash box, perform regular takings drops, and have two people present for opening and counting. Offer at least one reliable cashless option to reduce the amount of cash on site.
How soon should we start planning a school fundraiser?
For a small stall or bake sale, 2–4 weeks is usually enough. For larger events like fairs, concerts or auctions, plan 6–12 weeks ahead to secure approvals, volunteers, vendors and promotion.
Can we run a raffle or auction at a school fundraiser?
Raffles and auctions are common but may be subject to rules or permits. Check the school’s policy and local regulations before planning gambling-style activities, and get approvals in writing.
How do we decide between cash and cashless payments?
Consider your audience and volunteers. Cash is familiar and needs change and secure handling. Cashless payments reduce queues and handling but need phone or internet coverage and someone who can operate the service. Offering both covers most attendees.
How can PocketMoney help our school fundraiser payments?
PocketMoney is a simple cashless option that lets stallholders accept card and mobile payments without a traditional EFTPOS machine. It can reduce queues and the amount of cash you need to manage. Test it beforehand, decide who receives payouts for each stall, and reconcile digital receipts with your event tally.