Back-to-School Fundraising: Set Your Volunteers Up for Success

Peggy Downs
1 day ago
4 min read

Updated: 5 hours ago

A practical guide for school leaders to align committees, avoid chaos, and build fundraising momentum.

As the school year kicks off, your inbox is likely already buzzing with enthusiastic parents eager to “do something fun” and “raise some money.” That energy is gold—but without structure, it can quickly become a source of confusion.

Building a Strong Fundraising Foundation: Aligning People, Compliance, Communication, and Strategy for School Success

Before the first spirit day or book sale lands on your calendar, take a few strategic steps to align your fundraising committee with your school’s priorities. A little planning now sets the tone for a smoother, more impactful year.

Here are five smart ways to start strong—and a free checklist to help you put everything into action.

🎯 Align Fundraising with Your School’s Goals

Volunteers want to help—but they need direction. Start by sharing your school’s strategic plan or priority needs. Whether your focus is expanding curriculum, upgrading technology, or funding enrichment experiences, be clear about where support is most needed.

Set realistic, inspiring goals using past data. For example, if last year’s fundraising brought in $50K, aim for $55K this year—tied to a specific, visible outcome.

📌 Clarify Roles, Authority, and Access

Clear roles protect both your team and your volunteers. Who approves spending? Where are funds deposited? What can the committee decide independently?

Single-entity 501(c)(3): If your school operates as its own nonprofit, fundraising usually falls under the school’s authority.
Separate fundraising arm: If you have a PTO, foundation, or support organization, define how it coordinates with school leadership and handles communications.
Ensure all expenditures are reviewed by a school administrator, and funds are held in a school-managed or joint account with oversight.

Establishing these expectations early prevents conflict later—and builds trust all around.

👩‍🏫 Loop In Your Teachers

No one wants to learn about a dress-up day the morning of a big test. Teachers need advance notice and input into events that affect their classrooms.

Survey teachers early about priorities and preferred events
Share a draft calendar for feedback and flag academic conflicts
Invite a teacher liaison to attend a few committee meetings
Review spirit days and fundraisers with instructional time in mind

This small step ensures fundraising adds to—not disrupts—your academic mission.

Stronger together — Stronger Together: Building collaboration between school staff, board members, and fundraising volunteers to drive success.

🧭 Keep the Board in the Loop

Strong communication with your board reinforces alignment and transparency. Make it a best practice to schedule quarterly fundraising updates on board meeting agendas.

Place the report near the top of the agenda so committee reps don’t have to sit through the full meeting unless they choose to stay. This approach:

Builds credibility
Invites board participation
Ensures leadership is supporting your efforts from the top down

💡 Need Ideas? Try These Creative, Curriculum-Connected Fundraisers

Here are three fundraisers that combine fun with purpose—and connect back to your school’s academic identity:

🎭 Character Dress-Up Day

Let students dress as their favorite characters—for a small donation. Make it more than just fun by tying the theme to your school’s values or academic focus:

Montessori: Characters from favorite picture books like The Very Hungry Caterpillar, The Snowy Day, or Blueberries for Sal
Classical: Mythological heroes, philosophers, or figures from great literature
Core Knowledge: Characters from well-loved grade-level novels or key historical figures
Dual Language: Characters from bilingual books or cultural stories in Spanish, French, or other focus languages
Arts-Integrated: Famous artists, musicians, dancers—or students’ own original characters

Encourage teachers to link the activity to lessons in storytelling, biography, or world cultures for added educational value.

🏃 Obstacle Course Challenge

Build a student-friendly obstacle course using donated or inexpensive materials—think hula hoops, balance beams, and noodle hurdles. Charge a small participation fee and invite families to cheer from the sidelines. Make it even more impactful with a theme tied to your school’s focus:

STEM or Project-Based Learning: Let students design the course themselves! Connect to engineering, physics, or teamwork challenges.
Arts-Integrated: Include a performance or dance-based movement element—like spinning ribbons or creative movement stations.
Core Knowledge: Link obstacles to historical eras or geography (e.g., “Cross the Delaware” or “Race Through Ancient Egypt”)
Dual Language: Create bilingual signage or activity stations to support language learning in action
Classical: Frame the event as a mini-Olympics, celebrating perseverance, goal-setting, and classical ideals of physical excellence

This event fosters physical activity, school spirit, and cross-curricular learning—plus it's great for community building.

📚 Trivia Night Fundraiser

Host a trivia night that brings your school community together while raising funds. Charge an entry fee, sell snacks, and offer prizes for the winning team. Tailor the trivia topics to your school’s academic approach:

Core Knowledge: Grade-level history, science, and literature questions aligned with your content-rich curriculum
Classical: Include questions about ancient history, Latin roots, or the Great Books
Montessori: Focus on nature, geography, and peace education
Dual Language: Include bilingual questions or culturally relevant topics to celebrate diversity
STEM: Highlight famous inventors, math puzzles, or technology breakthroughs

You can run this as an in-person or virtual event. Invite parents, alumni, and staff to join in—it’s a low-cost, high-engagement option for most school communities.

✅ Ready to Get Started?

We’ve put everything into one easy-to-use resource.

👉 Download the Fundraising Committee Kickoff Checklist

This free tool helps school leaders:

Align fundraising with strategic goals
Define roles and financial oversight
Involve teachers without disrupting instruction
Stay compliant with policies and laws
Communicate clearly with board members and volunteers

Set your year up for success—with fundraising efforts that are organized, impactful, and aligned with your school’s mission.

Ready to Take Your School Fundraising to the Next Level?

The Fundraising Playbook is your step-by-step guide to building effective, sustainable fundraising programs that truly support your school’s mission.