Fundraising - types of events

An introduction to some tried and tested PTA fundraisers.

There is a wide range of events that your association can use to raise funds. All NCPTA member associations have subscription linked insurance cover for events that they organise.

Health and Safety is a primary concern when planning and running an event and you will also need to consider what types of licences are required to the event.

The following provides a brief outline of the most popular types of event:

Fetes and fairs

These are often seasonal events and can be very profitable with some associations raising £5,000 - £10,000 in a single day with a team of ten organisers and some 50 helpers on the day. Success is very dependent on a strong team of organisers and the ability to draw a large crowd on the day. However, these events do not always have to be run on a large scale, many associations run very successful smaller indoor events.

(more: see the NCPTA Running a successful fair or fete Information sheet)

Discos and dances

These can be run for adults, for pupils or both. All can be good fundraisers but they are also an excellent way for people to get to know each other. Whichever type of you choose to run it is very important to consider the security aspects. The potential for unwelcome visitors and for children to leave without appropriate supervision or to stray into areas, which are off-limits, must be considered.

(more: see the NCPTA Running a successful disco Information sheet)

Quiz evenings

Quiz evenings work well and are a great way to bring the school community together. Administration is usually straightforward and you can often find an experienced quizmaster who will provide the questions and answers. The quizmaster may make a small charge but you may feel that this is an acceptable cost for a successful evening.

(more: see the NCPTA Running a successful quiz evening Information sheet)

Fundraising – commercial events

There are many companies, large and small, who will come to school and organise a commercial event eg a fashion show to help you raise money. Profit margins differ depending on the type of activity and the level of commission you will receive. It is important to agree the commission arrangements and to consider whether any extra insurance is needed to cover the event.

(more: see the NCPTA Fundraising - commercial events Information sheet)

Auctions

As well as traditional auctions of goods or antiques many associations now run an auction of promises. An auction of promises involves asking parents, local businesses etc to offer ‘promises’ (which can be goods as well as services) which can then be auctioned at an event run by your association.

(more: see the NCPTA Running a successful auction Information sheet)

Jumble sales

These are still popular but you will need to advertise extensively. You will also need a team prepared to sort and organise the clothes, a team of ‘sellers’ and somewhere eg the Salvation Army, local charity shops or clothes banks to take unwanted clothes at the end of the sale.

Coffee mornings

These events often raise modest amounts of money but are good opportunities for getting to know one another and gaining support for future events. They are particularly good for welcoming new parents to the school.

Barbecues

Although these can be run as an event in themselves they often form part of another event such as a barn dance or summer fair. With the basis of the event being to sell barbecued food at a profit to raise funds this can be a large undertaking and requires careful planning.

(more: see the NCPTA Catering at PTA events Information sheet)

Car boot sales

If your school has a suitable car park or other space available this can be a fundraising option. As well as making a charge for each car or tabletop to people wishing to sell goods, you can also charge caterers to come onto the site.

(more: see the NCPTA Running a successful car boot sale Information sheet)

Treasure hunt

There is a range of alternatives for treasure hunts. You can plan a course for cars or bicycles in more rural areas or an Easter egg hunt for pupils in the school grounds. Charges can be made per car, per family or per individual. If time and space is available you can arrange for the route to end at a point where you have set up a barbecue or other refreshments.

Cake sale

Always very popular and where donated cakes can be sold to parents, teachers and other members of the community; often as part of a larger event.

(more: see the NCPTA Catering at PTA events Information sheet)

Book sale

Book promoters are often willing to come into schools to hold a book sale and will offer your association a commission payment. These events can be run on their own, as an after school event or as part of a larger event. Often they can become a regular event; providing a regular fundraising income.

(more: see the NCPTA Fundraising – commercial events Information sheet)

Craft fairs

Local crafts people will come to school to sell their work. There are two ways to raise money. Either, your association can sell exhibition space at the event or take a commission on the sales achieved. Again, this type of event can be run on its own or as part of another event.

Bonfire and fireworks

Popular with many associations; it is very important to make sure that the planning and safety issues are in place. A code of practice is included in the NCPTA Insurance Policy Summary.

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.