Checking the details

Planning a fundraising strategy means more than just asking prospective supporters for money. It is vital that your strategy is efficient, carefully thought through and executed professionally

Many schools make elementary mistakes when fundraising.

Setting a date
If you have a target date in mind and plan an event to mark the success of your campaign, ensure that it does not clash with another significant event, such as a cup final day of a major sporting event.

Other elementary errors:
• remember that an item may cost more than the initial purchase price. For instance, a minibus will need insurance, petrol and maintenance;
• allow for inflation. Suppliers' prices may increase substantially – don't rely on last year's figures;
• the bid and grant application process will take several months and any funding may not materialise several months after that; and
• fundraising itself requires funding. Events will need publicity and tickets, major appeals will need brochures, and all mailings will have costs associated with them.

The last point is one of the most pertinent. Major charities allow around 20 per cent of their target for a major appeal to be spent on the fundraising.

Keep the receipts
No volunteers or parents should feel obliged to absorb any incidental costs. For some of your supporters, it may not be an issue. But, for others, they may not be able to afford the costs incurred.

To avoid possible embarrassment, you should always encourage your supporters to claim authorised expenses with receipts. It is, therefore, important to establish what is considered to be a reasonable expense. For instance, would you approve the cost of a slap up meal at an expensive restaurant with prospective sponsors?

Getting started
The seed fund for your fundraising could come from the school's budget (if it allows), or more likely the school will probably ask its PTA or Friends for a small grant.

Unless you are planning a major school appeal, it is not necessary to produce a brochure. In fact, prospective funders can be put off by a glossy presentation if the overall fundraising target is relatively modest: it gives the impression that the money might not be spent in the most efficient way. A simple A4 folded leaflet is sufficient.

Take care
Once you have your seed fund, it is then important that you don't waste it. The school's existing insurance arrangements, for instance, may cover voluntary activities organised on behalf of the school out of school hours or at different premises. Check it before you contact an insurance broker. Similarly, the same applies to any licences you may require for an event. It is advisable that one person is delegated responsibility for checking these details to avoid duplication.

Finally, never assume that your fundraising will be successful until you have the money in the bank. Donors may pledge sums that they cannot honour. It is irresponsible to work on trust and ultimately could prove to be very embarrassing to the school's reputation.

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