How to start a fundraiser for a school club (New Zealand)
A practical step-by-step guide to planning, approving, running and closing a fundraiser for a New Zealand school club, with clear notes on money handling and cashless payment options.
Quick takeaway
Get school approval, set a clear goal and budget, choose an event or sales idea that fits your club and community, assign roles and a timeline, arrange safe payment handling (cash and cashless), promote the event, run it with simple checks and record everything, then bank, report and thank donors. Check school policy, health and safety, and any licensing needed for raffles or alcohol.
Ask the principal or Board of Trustees for written approval before you start.
Set a measurable fundraising goal, timeline and simple budget.
Choose fundraising methods that suit your volunteers, students and school rules.
Plan payments: cash, bank transfers, Givealittle, or contactless options — and keep good records.
Do a clear post-event bank, report and thank-you process.
1. Get approval and check rules first
Before you plan anything, speak with the principal and the Board of Trustees (BOT). Many schools require written approval for fundraising, control over where money is held, and checks on volunteers.
Check the school’s fundraising policy, any codes of conduct for students, and relevant council or national rules for events (food safety, public liability, road use). If you plan raffles, auctions or gambling-style activities, check the Department of Internal Affairs rules — some events need a licence.
- Ask for written approval and guidance on where funds should go (school account, club account, or via BOT).
- Confirm who can handle money, sign cheques and authorise payments.
- Check health & safety and food-safety responsibilities if selling prepared food.
2. Set a clear goal, budget and timeline
Decide the exact purpose (e.g., new equipment, travel to a competition, uniform costs) and how much you need. A clear, specific goal makes promotion easier and helps volunteers understand success.
Create a simple budget: likely income, costs (materials, venue, permits), and a target net amount. Keep the plan realistic and time-bound.
- Goal: what, how much, and by when.
- Budget: list expected income and fixed/variable costs.
- Timeline: planning milestones, promotion start, event day, banking and reporting.
3. Choose fundraising activities that fit your club
Pick a method that matches your volunteer capacity, audience and timing. Small clubs often do well with a mix of simple sales and one larger activity.
Test one main idea and one smaller backup. Consider school community expectations — parents and whānau will respond better to familiar, trusted formats.
- Low-effort: bake sale, sausage sizzle, cake stall, car wash, plant sale.
- Ticketed events: quiz night, family movie evening, themed gala (check alcohol rules).
- Sales/merch: custom baking, club merchandise, pre-sold meal boxes, or community services (yard tidy, babysitting).
- Sponsorship or grant-seeking for larger goals; approach local businesses with a clear proposal.
4. Assign roles and logistics
Break work into clear roles: organiser/lead, treasurer/cash handler, payments person, volunteer coordinator, promotions lead, equipment/logistics. Keep teams small and accountable.
Write short role descriptions and a checklist for the event day so volunteers know exactly what to do and when.
- Have at least two people responsible for money handling (counting and signing).
- Supply floats, cash boxes, pens, receipt books, and a secure place to store cash during the event.
- Plan for rain or a backup option for outdoor events.
5. Payments and cashless options (school fundraiser payments)
Decide how you will accept money and make this clear in your promotion. School fundraisers often use a mix of cash and digital payments. Good record-keeping reduces disputes and makes banking easier.
Options to consider: cash, bank deposits/direct credit, online donation pages, mobile card payments, payment links and QR codes. Each has pros and cons for fees, convenience and record-keeping.
- Cash: easy for small sales but needs secure handling, counted by two people and banked promptly.
- Bank deposit/direct credit: give parents the school or club bank details for pre-sales or donations; include a reference to identify donors.
- Online donation pages: Givealittle is popular in NZ for donations; it handles online giving and provides a receipt experience.
- Mobile card/contactless: use a portable card reader or payment app so customers can tap or use a card. This increases sales because many people don’t carry cash.
- Payment links and QR codes: send links for pre-orders or donations, or display QR codes at the stall for contactless giving.
6. Handling money safely and transparently
Put clear processes in place for collecting, counting and depositing money. Transparency builds trust with parents and the school.
Keep a simple ledger or spreadsheet of sales, donations and expenses. Keep receipts or invoices for all purchases and sponsorships.
- Two-person cash counts at the end of the event; both sign the count sheet.
- Bank cash or transfer funds to the authorised account as soon as practical.
- Keep copies of receipts and a short event financial report for the BOT or parents.
Structured summary
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Questions covered
Best for
- This guide is aimed at New Zealand primary and secondary school clubs (sports teams, cultural groups, service clubs).
- It covers non-commercial, short-term fundraising projects rather than creating ongoing businesses.
- Includes practical local notes on approvals, health and safety, gambling/raffle rules and payment choices.
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FAQ
Do we need the principal or Board of Trustees' permission?
Yes. Always get written approval from the principal or BOT before fundraising. Schools usually have policies about fundraising, where funds are held, and who can handle money. Approval also helps you understand any school-specific rules (e.g., food sales, use of school property, or communications to parents).
Can students handle cash and run stalls?
Students can help, but the school will usually require an adult supervisor and defined roles for handling money. For counting and banking, have at least two responsible adults involved to maintain transparency. Follow the school’s rules on student participation and safety.
What about raffles, lotteries or auctions?
Raffles and lotteries are regulated in New Zealand. The Department of Internal Affairs covers gambling and charity lotteries; some types of raffles and ticketed lotteries may require licences. Check with the DIA and your school before planning these activities, and follow any BOT guidance.
What's the easiest cashless option for a one-day stall?
For a simple, one-day stall, a portable card reader or a payment link/QR code is often the easiest. You can offer both card contactless and a QR code that links to an online payment page (Givealittle or a payment link). Make sure the chosen method is approved by your school and that you understand any fees and how funds are deposited.
How should we report the money raised?
Prepare a short financial summary showing total income, expenses, and net amount. Include copies of receipts and deposit confirmations. Share the summary with the principal, BOT and relevant parents or donors, and keep records for the school accounts. A public thank-you note is good practice and builds trust for future fundraisers.
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