Event Planning Basics for PTA Fundraisers

Chances are, your new PTA role will involve planning at least one kind of event. Fun Runs, school dances, Read-A-Thons, and other events can help fundraise for field trips, band concerts, sports equipment, and other critical projects that often don’t get enough state funding.

In this article, you’ll learn essential information for planning these events. We’ll also provide you with some guides for specific types of fundraisers and show you what tools can help.

Key steps for organizing any event fundraiser

Planning a successful PTA fundraising event requires organization and teamwork. Follow these steps to make sure yours can run as smoothly as possible:

1. Define your event goals: Determine what you want to achieve—how much money do you want to raise, and what will it be used for?
2. Choose an event type: Select an event that fits your school community, such as a Fun Run, Read-A-Thon, or donation drive.
3. Set a budget: Outline costs and expected revenue to keep the event financially viable.
4. Create a timeline: Establish key dates for planning, promoting, and executing the event. Planning for most fundraisers should begin at least a few months before the event itself.
5. Recruit volunteers: Assign roles to parents, teachers, and students to help with setup, management, and clean-up.
6. Promote your event: Use flyers, emails, social media, and school newsletters to spread the word. FutureFund’s messaging system can make this easier.
7. Secure necessary approvals: Check with school administrators for required permissions or permits.
8. Organize logistics: Arrange for venues, supplies, and any needed equipment.
9. Run the event smoothly: Have a clear plan for registration, activities, and troubleshooting.
10. Follow up and evaluate: Send thank-you notes, share results, and note improvements for next time. Use these thank-you letter templates for your volunteers.

Best practices for each major FutureFund campaign type

There are plenty of different kinds of event fundraisers you can run for free using FutureFund. Here are some examples:

• Product fundraisers: Select high-demand products, ensure transparent pricing, and offer easy payment options. Here’s our guide on how to run purchase campaigns.
• Pledge-based fundraisers: Encourage participants to collect pledges online to streamline donation tracking. Here’s our guide on how to run pledge campaigns.
• Events and ticket sales: Use FutureFund and our free Turnstile app to sell and redeem event tickets efficiently. Here’s our guide on using FutureFund for ticketing.
• Membership drives: Promote PTA membership through engaging events and clear value propositions. Here’s our guide on how to run a membership drive.

Tools and resources to simplify event planning

The right tools can increase donations for your fundraisers, engage more parent volunteers, and save your team countless hours. Here are a few that we recommend:

FutureFund

Raise more money without paying high fees to a third-party organization with our free fundraising platform for K-12 schools.

• Customizable campaign templates
• Powerful e-commerce features
• Support for multiple languages and payment options
• Built-in messaging system

Here’s how one high school Lift-A-Thon raised over $17,000 with FutureFund.

Event planning templates

Use these templates to collect key information for the events you’re planning.

• Fun Run Waiver
• PTA Membership Form
• Home Language Survey

Explore all of our free templates for PTAs and school groups.

Communication tools

Effective communication is vital for any event’s success. Use these tools to keep your community informed and engaged.

• Newsletters: Send updates and reminders directly to community members. Learn how to write an engaging alumni newsletter here.
• Social media platforms: Promote events on Facebook, Instagram, or school websites. Learn how to use social media for school fundraising.
• Flyers and print materials: Putting up flyers and passing out brochures can be one of the most direct ways to engage students and parents. Use our free Canva templates to design powerful visuals for your fundraiser in minutes.

Tips for engaging your school community

A well-attended event requires strong engagement. Try these strategies to boost participation:

• Personalized outreach: Contact families directly to invite them and explain how they can contribute.
• Incentives and recognition: Offer small rewards, certificates, or public acknowledgments for top volunteers and participants.
• Fun and interactive elements: Add games, raffles, or student performances to make the event more appealing.
• Consistent communication: Send multiple reminders leading up to the event through different channels.
• Post-event appreciation: Thank attendees, volunteers, and sponsors through social media and school announcements.

By following these event planning basics, your PTA can create successful fundraisers that strengthen community involvement and help achieve your financial goals.