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How Do I Put on a Booster Club Fundraising Event? Is There a Checklist?

How Do I Put on a Booster Club Fundraising Event? Is There a Checklist?

If your organization has scheduled annual events, you may simply use the checklist from last year for inspiration and give it a few tweaks. Other times, you may opt for new events for booster club fundraising, which means starting from scratch.

Booster Club Fundraising Approval Checklist

Before planning the event itself, you may need approval from your school district or other governing body. Many require a brief overview of the fundraiser for approval, including:

  • The purpose of the fundraiser
  • Type of fundraiser (sales, candy drives, carnivals, etc.)
  • Date, time, and place of fundraiser, or duration if it’s longer than a day
  • Contact information of the person responsible for organizing the fundraiser and person responsible for collecting monies

Depending on your governing organization, there may be more information to submit. Check with your bylaws to see what the requirements are. Many booster clubs don’t allow individual accounts for collecting donations, so consider booster club software to handle online payments and secure the collection of funds.

Booster Club Planning Checklists

To execute a fundraising event, you first need to determine your goals and how you’ll get there. Will you sell things or hold a raffle or silent auction?

Next, determine how you’re going to acquire the items for sales. Several companies offer special fund-raising prices for booster clubs for various things, from chocolate to gift wrapping. If you’re conducting an online or silent auction, you may need a subcommittee to seek donations.

Then, select a date for the event or timeframe for sales. Make sure that the sales and payment instructions are detailed and you have a secure payment option for all participants. Finally, make sure to market the event! Build enthusiasm and offer regular updates on the amount raised to keep your momentum.

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Ways to Fundraise for a Booster Club
Fundraising is perhaps one of the most important functions of your booster club. However, it can be tough to build momentum, especially if you are new to fundraising as a whole. You can also get stuck in a rut and feel like you are running the same two or three events on repeat. That’s when it’s important to mix things up to keep club members and donors engaged, ensuring a steady stream of support for your student-athletes. With that in mind, here are a few ways to raise more money for the student-athletes you support:
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Non-Profit Donation Receipt
Whenever someone donates to your club, you must ensure that you send them a clear receipt so they can take advantage of their tax deduction. These receipts are your club’s way of saying, “Thanks for being on the team,” and they’re essential for keeping records organized. Providing a timely and well-documented receipt also makes your club appear professional and organized. In turn, you’ll be able to more easily build trust with donors and encourage them to give again in the future. After all, donors need to be confident that you’re acknowledging and managing their contributions properly. On that note, here are a few tips to help you create compliant receipts:
Booster Club Best Practices
Booster Club Rules
You certainly wouldn’t sign up for a sports league without knowing the rules of the game, so why would you attempt to run a booster club without a clear set of guidelines? In a booster club, the rules take the form of bylaws, which are policies and procedures that are vital in keeping everyone on the same page, helping to avoid misunderstandings, and ensuring that each member understands their part in supporting the club’s mission. In some cases, these bylaws will spell out who can and can’t be members, as well as who is eligible to serve on the board. Some states even have standardized playbooks that you need to follow. The University Interscholastic League (UIL) in Texas, for instance, has a playbook of its own, covering specific bylaws for booster clubs that support school programs. In any case, here are some tips for ensuring everyone in your booster club plays by the rules so you can have a productive year:
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