How to plan a successful Melbourne school fundraising event (and keep your sanity at the same time)
My best tips for creating the perfect school fundraiser
Have you ever been in a school meeting where someone suggests a fundraising event, and --boom—suddenly everyone avoids making eye contact?
School fundraisers have gotten a bit of a rough reputation over the years for being extremely difficult and labour intensive… sometimes with little to no return on investment.
The immediate thought in most people’s minds is how much work and time is required to bring such an event together, and where to even begin…venue, staffing, ticketing, donations, sponsorships, MC, prizes, catering, drinks, set up, promotion, pack down, etc. It’s a lot.
Whether you love or loathe them, a fundraising event can be a powerful tool—not only for raising money, but also for building and engaging your community and showcasing your school’s commitment to social responsibility.
With a well thought-out plan, the right contacts, and a few pointers below, you can certainly execute a successful fundraising event that people will remember for all the right reasons.
Top tips for planning a school fundraising event
1. Identify the purpose/vision for the event
This needs to be done before anything else. Gather your key stakeholders and ask yourselves why you are hosting this event. What is your school hoping to achieve from running this activity? Write down your goals (not just the financial ones!) and how you will measure the success of your event.
2. Choose what type of fundraiser will be most appropriate (and realistic)
A formal black tie gala dinner is fabulous, but a lot of work! Consider your options and resources. Charity auction, sports day, colour run, carnival, talent show—the options are endless. And sometimes overwhelming. If you need some support in deciding what would work best for you, let us know.
3. Set your budget
Look to previous years, or speak to a qualified school event planner to get an idea of what a realistic budget might be for the event you have in mind. While you may rely on donations and sponsorships, it is still imperative to stay on track. Be sure to have a contingency budget to cover additional/unexpected expenses.
4. Work out what type of sponsorship categories are required
Bronze, silver, gold? What do the sponsors/donors receive in return? Perhaps prime seating position, free admission, promotion of their business on your socials, etc.
5. Source sponsorships and donations from businesses that are connected to your school
If you aren’t sure where to start with sponsorships, look at family businesses run by families within your school community. Parents already dedicated to your school will (likely) be more than happy to assist.
6. Find a suitable venue
Extremely important, as the venue sets the tone for the entire event. If budget is a factor. Consider using a school venue—a library, gym, staff room? Or again, look within your school community, as you never know who might have a connection you could use.
7. Source food and drink (even venue!) sponsors separately to other donors
Try to find sponsors who will fund food, drinks, and other running costs, so that your ticket sales can all go toward your fundraising goal.
8. Involve your students
It’s all for them, so make sure they’re in on it too. Perhaps the fundraising event is raising money for an upcoming school trip or a new school facility. Students will be more invested in giving their time and providing assistance if the fundraiser is leading to a goal they feel excited about.
9. Consider your marketing strategy and encourage engagement from your entire school community.
How will you get the word out about your fundraiser? Who needs to know about it? Once you work this out, you can ask your entire school community to help you promote the event. School newsletter, parent letters, assembly announcements, shareable social posts. By getting everyone involved early, you can ensure a great turnout.
Most importantly make it enjoyable and have fun!!
