How to start a fundraiser in high school

1. Get approval and set your goals

Talk to your teacher, year level dean or the principal early. Most schools have a process and forms for student‑led activities and fundraising. Ask who needs to sign off, what dates are restricted, and whether the PTA or board are supporting the event.

Decide what you’re raising money for, a clear target amount and a deadline. A concrete goal (e.g. $2,500 for sports equipment) helps everyone stay focused and makes promotion easier.

• Get written approval from the person responsible (teacher, principal or board rep).
• Check school policy on fundraising, food sales and external vendors.
• Confirm whether funds must go into a school or PTA bank account.

2. Choose a fundraiser idea that fits your school

Pick something that matches your school size, available space, time and skills. Keep it simple for your first fundraiser so planning and compliance stay manageable.

Think about what students, staff and families will buy or support: quick wins are bake sales, sausage sizzles, car washes, themed mufti days, raffle tickets, quiz nights and small ticket events like movie nights.

• Low effort: mufti day, coin trail, gold coin donation at an event.
• Moderate effort: sausage sizzle, bake sale, school market stall.
• Bigger effort: quiz night, talent show, gala or community fair.

3. Budget, pricing and profit

Work out costs first. List all expenses: ingredients, packaging, permits, posters, prizes, hire of equipment, and payment fees. Subtract these from your target to find the net you need to raise.

Price items so each sale contributes to the goal. For small items aim for a clear margin — for example, if a sausage costs $1 and you sell it for $3, the $2 margin contributes to your goal. Track break‑even and best/worst scenarios.

• Create a simple spreadsheet with item costs, expected sales and profit estimates.
• Build in a contingency (10% of costs) for unexpected expenses.
• Decide if proceeds must be handed to school finance or PTA and how soon.

4. Plan timeline, roles and permissions

Set a timeline with planning milestones: approvals, buying supplies, publicity, volunteer roster, event day tasks and money reconciliation date. Assign clear roles: event lead, treasurer, volunteer coordinator, supplies manager, and cleanup.

For food or large events check whether you need a food safety plan, a temporary event permit, or support from the school’s health & safety officer. Plan where you will store cash and how you will secure it during the event.

• Create a one‑page run sheet for the event day with times and responsibilities.
• Roster volunteers in shifts and brief them before the event.
• Confirm who will count and bank the money and when.

5. Promote your fundraiser

Use channels your school community pays attention to: morning notices, school newsletters, social media groups, posters, class reps and staff announcements. Give clear messages — what the fundraiser is for, when and how people can participate, and pricing.

Make it easy to share: short social posts with pictures, a flyer for wallets or classrooms, and reminders the week and day before the event.

• Create a short message that explains the cause, date/time and cost.
• Use teachers and parent volunteers to spread the word in class and through school channels.
• Offer incentives for early support (e.g. first 50 buyers get a small discount).

6. School fundraiser payments: handling cash and going cashless

Decide how you will accept payments before the event. Common options in NZ school fundraisers include cash, bank transfers (online), school eftpos at the office, online donation pages, and card payments on the spot. Know whether the school requires funds to be banked in a specific account.

For cash: use a locked cash box, float a set amount for change, have two people count money at the end and record totals. For bank transfers or online payments: provide a clear reference format so you can match payments to donors or ticket buyers.

If you want card payments at stalls but don’t have a traditional EFTPOS machine, there are simple cashless options that let sellers accept card or tap payments using a smartphone and a short code or app. These reduce the need to carry large amounts of cash and can speed up sales, but check fees and how quickly funds transfer to the school account.

• Cash safety: small float, locked box, two people to count and sign the reconciliation sheet.
• Banking: deposit funds into the approved school/PTA account and keep bank deposit slips/records.
• Cashless: choose a low‑fee, NZ‑friendly solution and confirm who receives the funds and timing.