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How to Run a School Fundraiser | Step-by-Step NZ Guide

Date: 20-08-2026
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How to Run a Successful School Fundraiser: Step-by-Step Guide

Running a school fundraiser can seem simple at first: choose something to sell or organise, tell families about it and start raising money.

In reality, the difference between a fundraiser that struggles and one that reaches its goal often comes down to planning, communication and making participation easy.

Whether you're raising money for a school camp, sports trip, playground, equipment, classroom resources or another project, having a clear plan can make a big difference.

This step-by-step guide explains how to run a successful school fundraiser in New Zealand, from setting your target and choosing the right fundraising idea through to promoting your campaign and thanking your supporters.

Step 1: Decide Exactly What You're Fundraising For

Start with the purpose.

People are generally more motivated to support a fundraiser when they understand exactly what their contribution will help achieve.

Compare these two messages:

"Please support our school fundraiser."

and:

"Help us raise $5,000 towards our Year 6 school camp."

The second is much stronger.

It's specific, measurable and gives supporters a clear reason to help.

Your fundraising goal might be for:

  • School camps
  • Class trips
  • Sports tournaments
  • Playground equipment
  • Sports equipment
  • Classroom resources
  • Books
  • Technology
  • Cultural trips
  • Performing arts
  • Uniforms
  • Facility improvements
  • Community projects

Once you've decided on the purpose, use it consistently throughout your fundraising campaign.

Step 2: Set a Realistic Fundraising Target

Next, work out how much you actually need to raise.

Don't simply choose a large round number.

Start with the cost of what you're trying to fund and subtract any money already available.

For example:

Cost of school trip: $12,000

Existing funds: $4,000

Amount still required: $8,000

Your fundraising target is therefore:

$8,000

Having a specific target allows you to work backwards and determine what your fundraiser needs to achieve.

Step 3: Work Out How Many Families Will Participate

One common planning mistake is assuming everyone will participate.

If your school has 300 families, that doesn't necessarily mean you'll have 300 active fundraisers.

Try to make a realistic estimate.

If you're organising a fundraiser for a particular sports team or class, this may be straightforward.

For a school-wide campaign, previous fundraising participation can help you estimate how many families are likely to get involved.

Let's say:

Fundraising goal: $5,000

Likely participating families: 50

Your average target becomes:

$5,000 ÷ 50 = $100 per family

That number is much easier to plan around than the original $5,000.

Step 4: Choose the Right Fundraising Idea

Now you can choose a fundraiser that suits your target.

There are dozens of school fundraising ideas, including:

  • Product fundraising
  • Sausage sizzles
  • Quiz nights
  • School fairs
  • Fun runs
  • Bake sales
  • Raffles
  • School discos
  • Sponsored challenges
  • Plant sales
  • Second-hand uniform sales
  • Online fundraising

Don't choose an activity simply because another school used it successfully.

Think about what works for your school community.

Consider:

How much can it realistically raise?

How many volunteers will we need?

Are there upfront costs?

How complicated will it be to organise?

How easy is it for families to participate?

Does it depend on good weather?

Do we have suitable facilities?

Will our supporters actually want what we're offering?

If you're still deciding, see our guide to 15 Fundraising Ideas for Schools in NZ.

Step 5: Calculate the Numbers Before You Start

Before launching any fundraiser, understand the maths.

For Product Fundraising

Calculate:

Fundraising target ÷ return per sale = sales required

For example, Hygiene Direct's traditional toilet paper fundraiser provides $10 per box to the fundraising group.

If your target is $5,000:

$5,000 ÷ $10 = 500 boxes

If 50 families participate:

500 boxes ÷ 50 families = 10 boxes per family

Now you have a very clear campaign:

50 families × 10 boxes × $10 = $5,000

For Event Fundraising

You need to consider both revenue and costs.

For example:

Expected ticket sales: $5,000

Food and refreshments: $1,000

Raffle: $1,500

Total expected income: $7,500

Then subtract your costs:

Venue: $500

Entertainment: $600

Food costs: $700

Other expenses: $300

Total costs: $2,100

Estimated amount raised:

$7,500 – $2,100 = $5,400

Focus on the net fundraising return, not just total sales.

For a detailed comparison, read Product Fundraising vs Event Fundraising: Which Is Better?.

Step 6: Set a Clear Timeframe

Every fundraiser should have a beginning and an end.

Without a deadline, it's easy for families to think:

"I'll do that later."

And later never comes.

For a product fundraiser, you might establish:

Launch date

Order deadline

Bulk order date

Expected delivery date

Collection/distribution date

For an event, work backwards from the event date and set deadlines for:

  • Venue booking
  • Volunteers
  • Sponsorship
  • Ticket sales
  • Food
  • Equipment
  • Promotion

Give yourself enough time to organise the fundraiser properly, but avoid making the campaign so long that people lose interest.

Step 7: Make Someone Responsible

Fundraisers need ownership.

That doesn't mean one person has to do everything, but someone should be responsible for coordinating the overall campaign.

For a larger fundraiser, divide responsibilities among several people.

For example:

Fundraising Coordinator
Oversees the campaign.

Communications Coordinator
Handles newsletters, emails and social media.

Orders Coordinator
Manages orders for a traditional product fundraiser.

Logistics Coordinator
Organises delivery, storage or event setup.

Volunteer Coordinator
Makes sure enough people are available when needed.

Clear responsibilities reduce confusion and stop important tasks from falling between the cracks.

Step 8: Make Participation as Easy as Possible

Parents are busy.

If joining your fundraiser requires reading three pages of instructions, downloading several forms and working out a complicated payment process, participation is likely to suffer.

Keep instructions simple.

Families should quickly understand:

What are we raising money for?

What do I need to do?

What is my target?

When is the deadline?

How do people order or pay?

Who do I contact if I have a question?

The easier the process is to understand, the easier it is for families to get started.

Step 9: Give Families a Specific Target

Instead of simply asking everyone to "sell as much as possible", consider giving participants an achievable target.

For example:

Our goal is $5,000.

We have 50 participating families.

Our target is $100 per family.

If you're using Hygiene Direct's traditional toilet paper fundraiser:

$100 = 10 boxes per family.

This gives families something tangible to aim for.

Some will sell fewer.

Others may sell considerably more.

But everyone understands what success looks like.

Step 10: Give People a Simple Fundraising Message

Many people feel uncomfortable asking others for money.

Give families a simple message they can adapt.

For example:

"We're raising money to help our school team travel to a tournament. We're selling toilet paper as a fundraiser, so you can stock up on something you already use while helping us reach our goal."

Or for an event:

"We're raising $8,000 towards our new playground and we're holding a school quiz night. We'd love you to put together a team and come along."

Keep the focus on:

What you're raising money for + how the person can help.

Step 11: Look Beyond the Immediate School Community

Parents shouldn't necessarily be expected to personally fund the project.

The idea of fundraising is to reach a broader supporter network.

Encourage families to approach:

  • Grandparents
  • Extended family
  • Friends
  • Neighbours
  • Workmates
  • Local businesses
  • Sports clubs
  • Community groups
  • Former students
  • Family friends

Workplaces can be particularly valuable because one parent may be able to introduce the fundraiser to dozens of people.

Online fundraising can extend that reach even further.

Step 12: Promote Your Fundraiser Through Several Channels

One announcement usually isn't enough.

Use the communication channels your school already has.

School Newsletter

Explain:

  • What you're fundraising for
  • Your target
  • How the fundraiser works
  • Key dates
  • How families participate

Email

Email is particularly useful for launching the fundraiser and sending reminders.

Social Media

Facebook and other social channels can help reach parents and the wider community.

Encourage families to share your posts rather than relying only on your school's page.

Printed Notices

Posters and notices can still work well around:

  • School reception
  • Classrooms
  • Sports facilities
  • Community noticeboards
  • Local businesses

Word of Mouth

Don't underestimate it.

A personal request from a student, player, parent or teacher can be far more effective than a generic social media post.

Step 13: Don't Be Afraid to Send Reminders

People are busy.

A supporter may fully intend to participate and simply forget.

A reminder isn't necessarily annoying when it's useful and appropriately timed.

For example:

"One week left to place your fundraising order."

Then:

"Orders close this Friday."

And finally:

"Last day to support our fundraiser."

The same applies to events.

Reminders often catch people who intended to purchase tickets but hadn't got around to it.

Step 14: Share Your Progress

Progress creates momentum.

If your goal is $5,000, don't wait until the campaign is finished to tell people how you're doing.

Share milestones:

We've raised $1,000!

We're halfway to our $5,000 goal!

Only $750 to go!

This achieves two things.

First, it shows families that their efforts are making a difference.

Second, it creates urgency as you approach your target.

You can even turn it into a visual fundraising thermometer in newsletters or on social media.

Step 15: Consider a Practical Product Fundraiser

If your school decides product fundraising is the right approach, think carefully about the product itself.

Ask:

Is it something people actually need or want?

One of the reasons toilet paper can work for fundraising is straightforward:

Households already buy it.

Instead of asking supporters to purchase something purely because it's a fundraiser, you're giving them an opportunity to stock up on an everyday essential while supporting your school at the same time.

Hygiene Direct offers two ways to fundraise with toilet paper.

Traditional Toilet Paper Fundraiser – Earn $10 Per Box

Your school or group takes orders from supporters, places a bulk order and distributes the boxes.

Your group makes $10 per box sold.

This option is ideal when your priority is maximising the fundraising return per box and you have enough volunteers to handle the ordering and distribution.

Learn how Hygiene Direct's traditional toilet paper fundraiser works.

My Fundraiser – Earn $5.50 Per Box

If you'd prefer a lower-admin approach, My Fundraiser allows your school or organisation to register as a Good Cause.

Supporters order and pay online themselves.

Their toilet paper is delivered directly to their door, and your Good Cause receives $5.50 per box purchased.

Delivery is available across both the North Island and South Island of New Zealand, although rural delivery fees may apply.

This can be particularly useful when supporters live in different parts of the country or your group doesn't want to organise a bulk distribution.

Visit My Fundraiser to learn more.

For a detailed comparison of both options, read Toilet Paper Fundraising NZ: How It Works & How Much You Can Raise.

Step 16: Make Collection or Distribution Simple

If your fundraiser involves physical products, plan distribution before the products arrive.

Consider:

  • Where will the order be delivered?
  • Is there enough room to store it?
  • Who will be there to receive it?
  • How will orders be separated?
  • When will families collect them?
  • What happens if someone can't collect on the designated day?
  • How will you communicate collection instructions?

For a bulk toilet paper fundraiser, space is particularly important.

Boxes are much easier to manage when you have a clear distribution plan rather than trying to work it out after delivery.

If your group doesn't have the capacity to handle bulk distribution, a direct-delivery model such as My Fundraiser may be more suitable.

Step 17: Keep Track of the Money

Fundraising finances should be clear and organised.

Depending on the fundraiser, keep records of:

  • Money received
  • Orders
  • Expenses
  • Supplier payments
  • Sponsorship
  • Donations
  • Amount raised

Where appropriate, have more than one person involved in overseeing fundraising finances and follow your school's usual financial procedures.

At the end of the campaign, calculate the net amount raised.

That's the number that matters.

Step 18: Thank Your Supporters

Don't let the fundraiser simply disappear once the money has been collected.

Tell people what happened.

For example:

"Thank you! Together our school community raised $5,420 towards our new playground."

Thank:

  • Families
  • Students
  • Volunteers
  • Teachers
  • Local businesses
  • Sponsors
  • Everyone who purchased or donated

If possible, show supporters what their contribution helped achieve later on.

That makes people more likely to support your school again in the future.

Step 19: Review What Worked

After the fundraiser, get the organising team together for a quick review.

Ask:

Did we reach our goal?

How much did we raise after costs?

How many families participated?

Which promotional channels worked best?

Was the workload manageable?

What caused problems?

Would we run this fundraiser again?

What would we change next time?

Write the answers down.

The people organising next year's fundraiser will thank you.

How Long Should a School Fundraiser Run?

There isn't a perfect length for every fundraiser.

Too short, and families don't have enough time to participate.

Too long, and people lose urgency.

For a sales-based fundraiser, a defined campaign of a few weeks will often be easier to manage than leaving orders open indefinitely.

The important thing is to have:

A clear launch date

A clear closing date

Reminders between the two

For an event, give people enough notice to reserve the date while increasing the frequency of promotion as the event gets closer.

How Can You Raise More Money From a School Fundraiser?

There are several ways to improve your result without necessarily changing the fundraiser itself.

Increase Participation

If only 20% of families participate, improving that figure may be more valuable than asking existing participants to work harder.

Expand Your Supporter Network

Encourage families to go beyond immediate relatives.

Make the Goal Specific

People respond better when they understand what they're helping fund.

Make Ordering Easy

Remove unnecessary steps.

Send Reminders

Many sales and event registrations happen close to the deadline.

Give Participants Targets

Turn the overall goal into a manageable target for each family.

Combine Fundraising Activities

For larger goals, one fundraiser may not need to do everything.

A school could combine:

Product fundraising + school event + sponsorship

rather than putting all the pressure on one activity.

Example: Planning a $10,000 School Fundraising Campaign

Suppose your school needs to raise $10,000 towards a major project.

Instead of relying on one activity, you might set:

Product fundraising target: $5,000

Quiz night target: $2,000

Sausage sizzles: $1,000

Local business sponsorship: $2,000

Total target: $10,000

If the product fundraiser is Hygiene Direct's traditional toilet paper fundraiser:

$5,000 ÷ $10 = 500 boxes

With 50 participating families:

500 ÷ 50 = 10 boxes per family

Now each component of the overall $10,000 goal has its own plan.

This is often much easier to manage than hoping one big event will raise the entire amount.

Common School Fundraising Mistakes to Avoid

Choosing an Idea Before Setting a Goal

Know how much you need before deciding how to raise it.

Assuming Every Family Will Participate

Base your plan on realistic participation.

Focusing on Revenue Instead of Profit

Always consider expenses.

Making the Process Too Complicated

If parents don't quickly understand what to do, participation can suffer.

Not Setting a Deadline

Deadlines create action.

Only Promoting the Fundraiser Once

People need reminders.

Asking the Same People Repeatedly

Encourage families to expand into their own networks.

Forgetting About Logistics

If you're selling physical products, know how you'll receive, store and distribute them.

Not Reporting the Result

Tell your supporters what they helped achieve.

School Fundraising Checklist

Before launching your next fundraiser, make sure you can answer these questions 

  • What are we raising money for?

  • What is our total fundraising target?

  • How many families are likely to participate?

  • What does each family need to raise?

  • Which fundraising method best suits our group?

  • What are the expected costs?

  • What is our expected net return?

  • Who is coordinating the fundraiser?

  • What are the launch and closing dates?

  • How will families participate?

  • How will we promote the fundraiser?

  • When will we send reminders?

  • How will we track progress?

  • If products are involved, how will distribution work?

  • How will we record income and expenses?

  • How will we thank supporters?

  • When will we review the results?

Frequently Asked Questions About Running a School Fundraiser

How do you organise a successful school fundraiser?

Start with a specific fundraising goal, set a realistic financial target and estimate how many families will participate.

Then choose a fundraiser that suits your target and volunteer capacity, set clear dates, make participation simple, promote it through several channels and keep families updated on progress.

What are the easiest school fundraisers?

Easy fundraisers generally have simple instructions, limited upfront costs and low volunteer requirements.

Options can include mufti days, product fundraising and online fundraising.

However, the easiest option isn't necessarily the one that raises the most money, so compare both effort and potential return.

What are good fundraising ideas for NZ schools?

Popular options include product fundraising, sausage sizzles, quiz nights, fun runs, raffles, school fairs, bake sales, discos, sponsored challenges and online fundraising.

See our full guide to 15 Fundraising Ideas for Schools in NZ.

How do you set a school fundraising target?

Start with the amount you need to raise and divide it by the number of people realistically likely to participate.

For example:

$5,000 target ÷ 50 families = $100 per family

You can then calculate what each family needs to achieve based on your chosen fundraiser.

How can schools encourage more families to participate?

Make the purpose clear, keep instructions simple, set achievable targets and communicate regularly.

It also helps when families can easily explain the fundraiser to their own friends, relatives and workmates.

How much can a school make from toilet paper fundraising?

With Hygiene Direct's traditional fundraiser, the fundraising group makes $10 per box sold.

That means:

100 boxes = $1,000

250 boxes = $2,500

500 boxes = $5,000

With My Fundraiser, your Good Cause receives $5.50 per box purchased, with supporters ordering online and receiving their purchases directly.

Ready to Plan Your Next School Fundraiser?

Successful school fundraising doesn't need to be complicated.

Start with a clear goal.

Choose a fundraiser your community can realistically support.

Break the overall target into smaller targets.

Make participation easy.

Promote it consistently.

And tell your supporters exactly what their contribution is helping achieve.

If you're considering product fundraising, Hygiene Direct's toilet paper fundraising programme gives schools two options.

Traditional Fundraising – Earn $10 Per Box

Your group takes orders, purchases in bulk and distributes the boxes.

Best for schools wanting to maximise the amount raised per box.

Learn more about Hygiene Direct's toilet paper fundraising programme.

My Fundraiser – Earn $5.50 Per Box

Supporters order and pay online and have their toilet paper delivered directly to their door.

Best for schools looking for an easier, lower-admin option.

Visit My Fundraiser to learn more.

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