Fundraising During School Budget Cuts

A School Fundraising Success Story

This was a PTA fundraiser that was more than “for a good cause” type of event. It was hitting too close to home for all the members since everything depended upon their success to prevent teachers of their school from losing their jobs due to their district budget shortfalls. With a goal in mind and some help, they turned problems into solutions by reaching out rather than caving in. The PTA utilized creativity, a lot of planning and help from their local community to transform a bad situation into a success story. Here’s how they did it.

On a Friday, as the bell rang at 3:30pm announcing school was over, the biggest School Carnival these students have ever seen was just starting. Rushing out of the classroom to see the attractions were huge inflatable slides, the Euro Bungee that lets you jump 25 feet in the air, a mechanical bull, carnival games with prizes and many other amazing rides. The smell of cotton candy and popcorn machine only added to the carnival atmosphere. All of these attractions displayed banners with the local businesses and companies who sponsored and paid for them.

As the parents arrived at their normal time to pick up their children as they do every school day, they were invited to join their excited kids in the festivities. Ticket booths sold individual tickets and all-access wrist bands. That gave them much more than just admission to the rides but also allowed them an easy way to buy food and drinks at any of the concession stands or the many baked goods to choose from. Music plays in the background, but is interrupted with an announcement for a silent auction that is taking place. Families browse the tables of various things for auction and write their names, phone number and bid amount on the provided clipboards next to each item. Competition ensues as they see the progression of increasing bids on the clipboard, and try to outbid each other. This fundraising carnival event not only brought fun and excitement for the families who attended, but it produced results beyond the PTA board’s original expectations. Parents who never have been involved have now seen a real, tangible example of why the PTA is so important and also fun. Local businesses increased awareness of their products and services. Most importantly, the PTA was able to raise over $75,000 towards keeping their teachers.

Planning This Event

Each attraction, carnival game, silent auction item, baked goods, food and concessions stands were all sponsored and donated by local businesses and families. So to plan an event like this takes 6 months to give you enough time for all the details.

Make a list of attractions, games, and concession stands that you would love to have. Take this list to your local businesses and explain your vision for the event. If they can pay for one item by sponsoring it, they can hang a banner at your event. Also, inform them you are placing a newspaper and radio announcement about the event that will list all the sponsors. Also any flyers, posters and announcements sent out will have the sponsors listed. These are all good enticements that businesses will love to see for sponsoring. They will get great advertisement exposure for the price of the attraction you need at the event. Look to your local banks, coffee shops, fitness clubs, restaurants and grocery stores as a start. Big corporate chains also are willing to help, since they can use the sponsorship as a tax write-off. Even if they turn you down, bring flyers and posters so they can hang it on their windows and entries. The worst they can say is “no”, which is not as bad as doing nothing or not trying because they might give you a call back after thinking it over.

Mobilize your work force by making a list of all the jobs, duties and working positions that each attraction needs to make it work. Once you have this list, you will be better prepared to fill those positions with volunteers. This is where your PTA meetings and strategies play in, and works as a marketing technique that will draw way more guests to the event.

Send flyers home with all the students at your school with their parents in mind. Announce the fundraiser carnival and its purpose. Make it fun and exciting looking, as it represents how fun the upcoming special day will be. If you list all the available volunteer positions that are open for their enrollment, they will call you to join in. Also, ask for donated items to be added to the silent auction, which could be as bazaar or unique as they wish. Often, families will donate their service and time by donating “lawn mowing and gardening service” or “house cleaning service”. If they can bake, they may also like to donate a pie, cookies or a cake for the bake sale. Another idea is to have a section at the event designated as the “Garage Sale” area. Donated items that might not generate much auction interest can be sold here. Send these flyers home with your students three times before the event to really get parents involved, each time listing all the areas that are still available for volunteers to participate.

To make the event run smoothly, your organization skills are needed. Keep all your sponsors, volunteers and families who have donated in the loop by updating them. Send notices to remind them and thank them for their upcoming help and support, and how vital they are. You don’t have to manage this alone, delegate certain areas of responsibility to others who can take the burden off your shoulders.

Tickets and all-access wrist bands can be sold in advance and at the event. Advanced tickets can be sold discounted to entice the idea. Since all money exchanges will take place at ticket booths and advance purchases, you’ll have peace of mind during the event since money is being handled by trusted volunteers. All your other volunteers will collect the tickets to sell admission to the attractions or to buy food, bake goods and drinks. Wrist bands are only good for rides and attractions, but give the kid’s unlimited play.

It might be a massive effort when you look at the big picture, but breaking it down to smaller levels will help you control it. It’s a process that takes time and planning. Each stage along the way builds momentum, you’ll find that there are people who care and are willing to help when you share your vision. Make each encounter with a volunteer or sponsor like they are the most important person, a cornerstone of the entire fundraising event. Do this, and they will be on board all the way.