Fundraising - before you start

Some things to consider as you plan your fundraising activities.

There are a wide variety of fundraising events that PTAs have found to be successful. Some are more profitable than others but raising money is not always the only objective. Improving partnerships between parents and teachers and between home and school plays a vital part in events too.

When considering a new idea it is always useful to talk to other associations who have run a similar event and in particular to learn about the things to be aware of. Some events, particularly major fundraising projects, can involve initial expenses, which you may not be able to fully recover if attendance is lower than expected or the weather is inclement. It is very important to do as much research as possible before deciding to run a particular event as the Committee could be held responsible for any loss.

Some of the more popular fundraisers include:

fetes and fairs
discos
sponsored events
quiz evenings
fashion shows
auctions of promises
jumble sales
coffee mornings
raffles
barbecues

Other less common but profitable activities include cake sales, treasure hunts, book sales, craft fayres, skittles evenings, pancake races, fun runs, barn dances, family cycling events, plant sales, and themed dining evenings.

If you have had a particularly successful event or fundraiser, why not share it with other associations. Please contact us.

To help with the planning and budgeting of any event there are some key issues to consider:

Licences

When planning a PTA event you must ensure that you obtain the correct licences. Certain events will always require a licence. However, advance planning and choice and the type of event to organise may allow you to minimise the requirement for licences and keep overhead costs and administration to a minimum.

The NCPTA has produced a series of event licencing Information sheets explaining the different types of licences that associations (in England, Wales and Northern Ireland) might need for an event or fundraising activity. For a simple introduction to what licences might be required see Licences - an introduction.

Safeguarding children - PTA duty of care

As a PTA committee you have a duty of care to consider child protection issues. As this is a complex area you are strongly advised to read our Information sheet, Safeguarding children - PTA duty of care.

Date and time

You will need to consider:

the time of year (hours of daylight and weather)
the month (holidays and religious festivals)
day of the week (availability of organisers, performers and visitors)
time of day (to maximise attendance)
other events that might clash (sports and other events such as a cup final or feeder school fetes where parents might have to attend with other children)

Budgeting

You will need to know how much items are going to cost and what profit you might make. You will also need to calculate your cash flow prior to the event as you may need to pay out money before any comes in and you will need to know how you will cover this.

Promotion

Make use of all promotion options that are available to you. Start with information displayed at school and sent home with the pupils. If the event is open to the public you may need to advertise more widely, involving the local paper and radio stations. You could also ask other local community groups to promote the event and ask to display posters at the local library, leisure centre and supermarkets. You may also decide to distribute fliers to local residents.

You should include the following information on all your promotional materials:

date, time and place
the type of event
the name of the event
the price
contact details for tickets or further information
for whom you are raising money

Car parking

Ensure you have sufficient car parking and have stewards to direct traffic. You can charge for car parking to raise extra funds. If you think you will be short of volunteers to provide this cover then you could consider approaching another club or group for help and offer them a small fee.

The safety of pedestrians must always be considered when you are organising parking and you may decide to cordon off a walkway for pedestrians. It is always worth seeking advice from the police about road safety and whether it is advisable to have police officers on hand to control traffic. For more guidance see the NCPTA Health and Safety at PTA events Information sheet.

Signs

Start with some around the area, near the entrance (so people are sure they are in the right place) and on-site for things such as toilets, lost children and collection points. If you need road signs the AA or RAC can help but they do make a charge.

Remember that lampposts are the property of the local council or Highway Authority and you will need to get permission before placing advertising signs on them.

Health and Safety

Health and Safety considerations must be taken into account both at the planning stage and at the event.

Helpers

When planning an event decide, in advance, the number of helpers you are going to need, as you may have to look beyond members of the committee for additional support.

Once you have a team of volunteers make sure that they know what is expected of them during the planning and preparation stages and at the event itself. Everyone should know who to report back to and who will be in charge at the event itself. Make sure that your volunteers understand exactly what is required of them and if there is a timescale for the completion of a task. All your volunteers need to be clear about their roles.

Float

You will need to have some cash available for a number of reasons:

cash floats to give change on stalls or at the entrance
a last minute need to buy something you have forgotten
to pay expenses for volunteers who need to be repaid on the day

Remember to keep receipts for all monies paid out.

Thanks

At the end of the event make sure a member of the organising committee thanks everyone who has helped including any local organisations or businesses which supported the event.

A lot of people will have put a great deal of time and effort into making your event a success. And if you thank people and let them know what they have helped achieve they are much more likely to support you in the future.

Evaluation

Make sure you evaluate your event, noting details of the amount of money you made, how much people enjoyed themselves, any local sponsors who got involved, prominent people who attended, local media coverage, problems encountered etc. These notes will prove invaluable the next time you run a similar event.

March 2007

This National Confederation of Parent Teacher Associations (NCPTA) information sheet aims to provide clear advice but should only be considered as a general guide.

Further information sheets are available from www.ncpta.org.uk. For more specific advice please contact info@ncpta.org.uk or 01732 375460.

NCPTA 39 Shipbourne Road Tonbridge Kent TN10 3DS t 01732 375460 f 01732 375461 www.ncpta.org.uk.

Registered Charity no 1072833. The NCPTA is a company limited by guarantee and registered in England no 3680271.