How to start a school fundraiser
Step-by-step New Zealand guide to planning, running and banking a school fundraiser. Includes quick checklist, event ideas, payment options (cash and cashless) and post-event steps.
Quick takeaway
Start by setting a clear goal, getting school approval, and assembling a small team. Choose an idea that fits your school community and budget, create a simple plan and timeline, sort permissions and safety, organise volunteers and stock, and decide how you will take and record payments. After the event, count and bank funds, thank supporters and review what worked.
Set a clear fundraising goal, budget and required approvals before deciding the format.
Pick practical ideas (sausage sizzle, quiz night, bake sale, fun run) that suit your school and volunteers.
Plan how you will take payments (cash, bank transfer, card) and reconcile money on the day and afterwards.
Quick start checklist
If you need to launch a fundraiser quickly, use this checklist to cover the essentials.
The checklist keeps planning short and ensures you get required approvals and payment arrangements in place.
- Define the purpose and target amount (what you are raising for and how much).
- Get approval from the principal and board/parent group and check any school fundraising policy.
- Choose a date and basic format (stall, event, online campaign).
- Assemble volunteers, assign roles (coordinator, treasurer, cash handler, promotion).
- Decide payment methods and who will bank the money afterward.
Plan and approvals
Before you spend money or book anything, check the school’s rules and get formal permission. Many schools require a short proposal to the principal or school board that explains the goal, budget and who is responsible.
Make sure you understand health and safety expectations, food handling rules, site use and insurance. If your event will use public space or involve raffles/lotteries, check local council and school policy for any permits or restrictions.
- Write a one-page plan: goal, date, location, estimated costs, net income target, volunteer list.
- Confirm who is the official accountable person for money and safe operation.
- Check whether the fundraiser needs school trustee approval, permits or external insurance.
Ideas that work well at schools
Choose activities that match your community’s time, volunteer ability and budget. Low-prep, low-cost options often raise a good return, while larger events need more planning but can raise more money.
Mix ticketed activities with low-cost stalls to give families options and to spread risk.
- Sausage sizzle or barbecue: simple, popular and suited to sports days or market-style events.
- Bake sale or cake stall: low-cost, easy for classroom groups to contribute.
- Quiz night or trivia evening: ticketed, good for adult social fundraising with bar and silent auction.
- Fun run or walkathon: participants collect sponsorships and pay a small entry fee.
- Market day / school fair: stallholders pay a fee; combine with entertainment and food.
- Raffle or silent auction: effective but check rules on raffles/lotteries and prize receipt handling.
Budgeting and pricing
Work out likely costs versus income before you commit. Keep margins realistic: cheaper ingredients and donated prizes increase net returns. Record any school funds used so reconciliation after the event is clear.
Set prices that families will pay while covering costs. Consider concession pricing (children, seniors) and pre-sales for better cashflow.
- List fixed costs (venue, permits, publicity) and variable costs (food, materials).
- Calculate break-even and set a target that includes a small contingency (10% to 20%).
- Decide whether to accept pre-sales or ticketing to estimate attendance in advance.
School fundraiser payments — how to accept money
Decide early how you will accept payments: cash, bank transfers, card payments or online donations. Clear payment options reduce queueing and simplify reconciliation.
Record all transactions on the day using a simple spreadsheet or paper log that shows who handled the money, amounts and what was sold.
- Cash: still useful for stalls and quick sales. Keep a secure float, use locked cash boxes and count cash in pairs.
- Bank transfer / online giving: provide bank account details or a Givealittle page for donors who prefer not to handle cash.
- Card and contactless: useful for higher-value sales and donors who don't carry cash. Consider mobile card options or payment links so sellers don’t need a full EFTPOS terminal.
- Ensure one person is the designated treasurer who banks funds promptly and keeps receipts for all expenses.
Accepting card payments without an EFTPOS machine
If you prefer not to carry a traditional EFTPOS machine, there are simple alternatives that still let you accept card payments at stalls or events.
These methods reduce the need to count large amounts of cash and make it easier for supporters who only carry cards.
- Payment links or QR codes: volunteers can send a link to a donor’s phone or display a QR code for contactless payment.
- Mobile card solutions: some providers let sellers use a mobile phone as a checkout or use a small card reader that plugs into a phone.
- Givealittle or crowdfunding pages: accept online donations and share the link in advance and at the event.
- PocketMoney (short note): PocketMoney helps real-world sellers accept card payments without carrying a traditional EFTPOS machine, which can be handy for stalls and market-style fundraisers. Check setup time, fees and how payments are depos
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- Practical step-by-step guidance tailored for New Zealand school communities.
- Covers approvals, ideas, volunteer organisation, payments and post-event follow-up.
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FAQ
Do we need permission from the school to run a fundraiser?
Yes. Always get approval from the principal and check any school or board fundraising policies before you start. The school will need to know the purpose, dates, insurance implications and who is responsible for finances and safety.
What payment methods should we offer at a school fundraiser?
Offer a mix: cash for quick small purchases, a way for people to bank transfer or donate online, and at least one card/contactless option if possible. Make sure you can reconcile and bank funds easily after the event.
Can we run raffles or lotteries at a school fundraiser?
Raffles and lotteries can be effective but are often subject to rules and permits. Check your school policy and local regulations before selling raffle tickets. If in doubt, consider a silent auction or prize draw with clear terms instead.
How much float should we have for a stall?
Float size depends on expected sales. For a small stall, $100–$200 in low-denomination notes and coins is usually enough. For larger events, increase the float and split it between tills or stall locations. Keep float secure and count it at opening and closing with two people.
What records should we keep after the event?
Keep copies of receipts, bank deposit slips, a simple income-and-expenses spreadsheet, and a signed final cash count. Also keep a short report on attendance and lessons learned to help plan the next fundraiser.