Fundraising 101 for PTAs

Fundraising and event planning often overlap, but not always! Events don’t always include a fundraising component (although it’s easy to set them up so that they do), and not every fundraiser needs to happen in a physical location.

Learn the basics of fundraising for your K-12 school in this section of our guide for new PTA volunteers. You’ll find resources to help you brainstorm fundraiser ideas, tips for promoting and managing your campaigns, and an introduction to financial tracking and reporting.

Popular fundraising ideas for schools

PTA fundraisers can take many forms. We’ve listed some of the most popular ones below — along with guides on how to run each one step-by-step:

• Online donation campaigns: Raise money directly for meaningful projects or causes that benefit your school. Here’s our guide on how to run online fundraising campaigns.
• Product fundraisers: An easy way to sell spirit wear, yearbooks, or practically anything else. Here’s our guide on how to run purchase campaigns.
• Pledge-based fundraisers: Sign up students to participate in fun events and collect pledges from the community to support their progress. Here’s our guide on how to run pledge campaigns.
• Events and ticket sales: Sell events for athletic games, performances, and more with FutureFund, then use our free Turnstile app to redeem them efficiently on the day. Here’s our guide on using FutureFund for ticketing.
• Membership drives: Grow your PTA ranks by selling memberships at events, online, or both. Here’s our guide on how to run a membership drive.

For more inspiration, check out our Ultimate List of School Fundraisers.

How to promote and manage fundraising events

Once you’ve chosen a fundraising method, strong promotion and organization will determine its success. Here’s how to ensure a smooth and profitable fundraiser:

Develop a marketing strategy

• Know who you need to reach: Are you asking parents to donate? Hoping for local businesses to sponsor? Make sure your message is aimed at the right people.
• Use multiple ways to spread the word: Share fundraiser details through social media, school newsletters, flyers, our messaging system, and even word-of-mouth at school pick-up or drop-off.
• Ask for help getting the message out: Encourage teachers, students, and other PTA members to share the fundraiser with their networks.
• Plan your announcements thoughtfully: Don’t just send one message and hope for the best. Start early, send reminders as the fundraiser approaches, and follow up on the big day.

Organize and track participation

• Make it easy for people to sign up: Whether they’re donating, buying tickets, or volunteering, keep the sign-up process simple and clear.
• Keep an eye on progress: Check donations, ticket sales, or other fundraiser stats regularly so you can adjust if needed.
• Plan for event-day details: If your fundraiser includes an in-person event, make sure logistics like venue, supplies, and volunteer roles are all set well in advance.

Engage the school community

• Offer fun incentives: A little friendly competition between classrooms or small prizes can boost participation. Here’s why experiences often make better incentives than trinkets.
• Explain why the fundraiser matters: People are more likely to give if they know how the money will help (e.g., “Funds raised will go toward new playground equipment.”).
• Get students involved: They can help promote, organize, and participate in fundraisers, which also builds school spirit.
• Reach out to local businesses: Many are happy to donate items, sponsor events, or help spread the word.

Follow up to strengthen future fundraising

• Say thank you: Show appreciation to everyone who contributed, whether through emails, handwritten notes, or social media shoutouts. Learn more about using Social Media to fundraise here.
• Share the results: Let the school community know how much was raised and how the money will be used.
• Ask for feedback: Find out what worked well and what could be improved to make the next fundraiser even better.

Financial tracking and reporting basics

Managing PTA funds responsibly is essential for transparency, accountability, and ensuring that fundraising efforts support their intended purposes. Here’s how to track your finances effectively:

Establish and maintain a budget

• Estimate income and expenses: Project costs and anticipated revenue before the fundraiser begins.
• Set spending limits: Outline clear budget categories to prevent overspending.
• Monitor actual vs. projected income: Regularly compare fundraising totals with initial projections.

Free resources:

• How To Create a PTA or PTO Budget

Keep accurate financial records

• Use a tracking system: Track all incoming and outgoing funds in real time. You can do this on a spreadsheet or use software like FutureFund to log transactions.
• Document transactions promptly: Document every expense and donation as it occurs to avoid discrepancies.
• Categorize expenses: Assign clear categories to ensure funds are allocated correctly.

Ensure financial oversight and accountability

• Assign financial responsibilities: The PTA Treasurer or finance committee should oversee all fundraising revenue and expenses.
• Require dual approvals: Have two members sign off on major financial decisions to prevent errors or misuse.
• Provide regular financial reports: Share updates at PTA meetings so members stay informed about fund allocation.
• Prepare for audits: Maintain detailed records, including receipts and bank statements, in case a financial review is needed.

Free resources:

• The Ultimate PTA Treasurer Report Template

By following these best practices, your PTA can organize effective fundraisers, maintain transparency, and make sure funds are used to enrich student experiences. Isn’t that what school fundraising is all about?