How to start a Coca‑Cola school fundraiser in New Zealand
Step‑by‑step guide to planning, approving, stocking, selling and taking payments for a Coca‑Cola fundraiser at a New Zealand school. Practical checklist, pricing tips, permits, and payment options including cashless tool
Quick takeaway
To run a Coca‑Cola fundraiser in New Zealand you need school-board approval, a clear plan for buying and storing product, pricing that covers costs and raises funds, simple logistics for selling, and reliable ways to accept and track payments. Check school and council rules, contact a local Coca‑Cola supplier or retailer for bulk purchase options, offer pre‑orders, and use both cash and cashless payments (card, tap, online prepay) to maximise sales.
Get permission from your principal/board and check local council rules for off‑site sales.
Buy sealed, prepackaged Coca‑Cola product in bulk; price to cover cost, fees and profit.
Offer cash plus at least one cashless option; use simple tracking and bank deposits after the event.
Quick checklist: run a Coca‑Cola fundraiser
Before you start, confirm these essentials. They’ll save time and prevent problems on the day.
Keep the checklist visible to your organising team and tick items off as you complete them.
- Get written approval from the principal and/or school board (BOT).
- Decide venue, date and hours; confirm any council or venue permit requirements.
- Confirm supplier and order quantities; arrange delivery and storage.
- Set pricing and sales targets; recruit volunteers and assign shifts.
- Choose payment methods and prepare float and cashless setup.
- Prepare marketing: posters, newsletters, social posts, pre‑orders.
Permissions and safety (what to check first)
Start by asking the principal and the board of trustees for permission. Schools often have rules about fundraising, vendor approvals, and use of school grounds.
If you’ll sell off school property, at a public market, or at a council event, check whether a vendor permit, food stall license, or temporary event consent is required.
- School policies: fundraising approvals, insurance, and supervision requirements.
- Venue/council: public events or stalls may need a permit or health approvals.
- Health & safety: store drinks in a cool, shaded area; keep boxes stacked safely and label allergen info even though bottled soft drinks are prepackaged.
Sourcing Coca‑Cola stock
You can source Coca‑Cola product from local wholesalers, supermarkets, or an authorised distributor. Buying in bulk usually reduces your cost per bottle/can. Contact several suppliers to compare price, delivery and minimum order quantities.
Keep goods sealed and unopened until sale day. For larger orders, arrange secure, dry storage at the school or another vetted location.
- Ask suppliers about bulk pricing, delivery windows, and return policies for unused stock.
- Order a small safety margin (5–10%) to avoid running out if demand is higher than expected.
- Keep invoices and receipts for accounting and reporting to the school.
Pricing and fundraising math
Set a clear price that covers your cost per unit, any fees (payment provider, stall fees), and the amount you want to raise. Make the margin reasonable so customers buy impulsively.
Example calculation: sale price = cost per unit + per‑unit fee + desired profit per unit. Check similar events for local price expectations.
- Round prices to simple amounts (e.g., $2, $3, $4) to speed transactions and reduce change needed.
- Consider bundle deals (2 for $5) to increase average spend.
- If you offer pre‑orders, require payment in advance or a refundable deposit to avoid no‑shows.
Sales logistics and volunteer roles
Plan your stall layout to minimise queues. Assign volunteers clear roles: cashier(s), runner for restock, person recording sales, and someone handling enquiries and promotions.
Train volunteers in basic customer service, cash handling, and what to do if stock runs low or equipment fails.
- Set up a simple sales sheet or app to track units sold by time slot and payment type.
- Rotate volunteers every 30–60 minutes to avoid fatigue.
- Bring essentials: tarpaulin or shade, tables, signage with prices, rubbish bags, water for volunteers.
School fundraiser payments (cash and cashless options)
Many buyers now expect to pay without cash. Offer both cash and at least one card/contactless option to maximise sales. For transparency and easy reconciliation, track every sale against payment method.
You don’t need a traditional EFTPOS machine to accept card payments. Options include mobile card readers, QR code payments, and online prepayments.
- Cash: have a clear float, one or two people handling cash, and a tally sheet to record takings by hour.
- Card/contactless: use a mobile card reader or payment app—check fees and whether you need separate accounts.
- Online preorders: collect payments via a simple online form and payment link; log preorders clearly so customers collect their drinks.
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- Targets school organisers in New Zealand who need a practical, step‑by‑step fundraising plan.
- Covers approvals, supplier contact, stock management, pricing, sales logistics, and payments.
- Includes safe, modern payment options for school fundraiser payments without heavy EFTPOS gear.
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Informational - step-by-step how to run a Coca‑Cola school fundraiser and accept payments
FAQ
Do I need permission to run a Coca‑Cola fundraiser at my school?
Yes. Get written approval from your principal and/or board of trustees. Check school fundraising policies for vendor approvals, use of school facilities and how proceeds must be handled. For off‑site sales, check with the event organiser or local council about permits.
Can I get discounted Coca‑Cola products for a fundraiser?
Possibly. Contact local wholesalers, supermarkets or an authorised distributor and ask about bulk pricing, school fundraising options or sponsorship. Discounts vary by supplier and order size; always get pricing and minimums in writing.
What payment methods should we accept for a school fundraiser?
Accept cash plus at least one cashless method. Card/contactless payments via a mobile reader or an app increase sales. Online prepayments for pre‑orders reduce on‑the‑day handling. PocketMoney is one option to accept card and contactless payments on a phone without a traditional EFTPOS machine.
How should we set a price for drinks?
Price to cover per‑unit cost, any fees (payment or stall fees) and the fundraising margin you want. Round prices to simple amounts to speed service. Consider bundle pricing to encourage higher spend and pre‑order discounts to lock in sales.
What do we do with leftover drinks?
Store sealed product securely for another event, return to the supplier if their policy allows, or donate to a community group if the school permits. Avoid selling expired stock and keep records of any donations or returns.
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