First, confirm who is raising the money

A city department, a volunteer company, an EMS agency, and a firefighters' association may each follow different rules. Before you print anything, confirm which one receives the funds, who approves fundraising and sends donor acknowledgments, and whether local policy limits roadside asks or how donations are spent.

For a charitable organization, IRS Publication 1771 explains the written acknowledgment a donor needs for a single contribution of $250 or more and the disclosure required when a donor pays more than $75 and receives goods or services in return, such as a breakfast ticket.

Digital boot drive: a QR code for every volunteer

A boot drive still works. A QR code gives supporters without cash a second way to give, and a code per volunteer shows which crew, station, or shift brought in each gift.

  1. Check permits and safety first. Roadway solicitation can require a permit or be restricted by state or local law. Get written approval for each location, date, and time, and follow your department's policy for vests, positioning, and supervision.
  2. Create the campaign and roster. Add each volunteer as a fundraiser, or import a CSV or Excel roster, and use groups for stations, shifts, or companies.
  3. Print volunteer cards. Each volunteer gets a QR card with a short donation link under the code.
  4. Make a sign for passengers and pedestrians. Use a large QR code, the typed short link, and one plain sentence about the goal. Test it from the distance where people actually stop.
  5. Hand out give-later cards. Nobody should scan while a vehicle is moving. A card passed through the window lets the household give after they park.
  6. Offer text-to-give. A volunteer's short code also works by text: a supporter texts it to (833) 991-9251 and gets one reply with that volunteer's donation link. How ScanRaise text-to-give works
  7. Keep the boot for cash. Count cash with two people, record it separately from online gifts, and deposit it under your normal procedure.
  8. Reconcile and thank. Review totals by volunteer and group, thank donors, and share the result with the community.

Event fundraisers

1. Pancake or chili breakfast

Sell tickets ahead, take walk-ups at the door, and keep a QR giving card on every table.

  • Cost: medium. Volunteers: high. Lead time: four to eight weeks.
  • Watch for: Food safety permits, allergen labels, and ticket disclosures when a ticket includes a gift.

2. Open house with station giving

Put a QR code at each stop on the tour, such as the engine, the rescue tools, and the gear room, with one sentence on what a gift funds.

  • Cost: low. Volunteers: medium. Lead time: three to six weeks.
  • Watch for: Keep giving optional, keep signs out of walkways, and follow your safety rules around apparatus.

3. Chili cook-off or community cookout

Charge an entry fee for cooks and a tasting ticket for guests, and invite local businesses to sponsor tables.

  • Cost: medium. Volunteers: high. Lead time: six to ten weeks.
  • Watch for: Food permits, judging rules, and sponsor terms.

4. Golf outing or charity tournament

Sell team registrations and hole sponsorships, and add a silent auction at the dinner.

  • Cost: high. Volunteers: medium to high. Lead time: three to six months.
  • Watch for: Course contract minimums, sponsor deliverables, and ticket disclosures.

5. Charity game against another agency

Play softball, basketball, or hockey against police or EMS, with tickets or a suggested gift at the gate.

  • Cost: low to medium. Volunteers: medium. Lead time: six to eight weeks.
  • Watch for: Injury risk for on-duty staff, venue insurance, and coverage of shifts.

6. Community CPR or safety class with a suggested gift

Offer a class led by certified instructors, with a suggested gift instead of a set fee.

  • Cost: low to medium. Volunteers: low to medium. Lead time: four to six weeks.
  • Watch for: Instructor certification rules, liability, and whether the class must be free under local policy.

7. Stair climb or fitness challenge

Firefighters complete a stair or fitness challenge while supporters give flat gifts or per-unit pledges.

  • Cost: low to medium. Volunteers: medium. Lead time: six to ten weeks.
  • Watch for: Medical screening, venue rules, and how results are recorded. On ScanRaise, activity is recorded in a phone browser and flagged results go to the organizer for review.

8. Silent auction at the annual banquet

Collect donated experiences, such as a ride to school on an engine where policy allows, and run bidding on phones during the banquet. Plan it with the mobile silent auction guide

  • Cost: low to medium. Volunteers: high. Lead time: eight to twelve weeks.
  • Watch for: Department policy on experience items, item values, and payment terms.

9. Raffle for donated prizes

Raffle a donated prize at a breakfast or open house, following state and local raffle rules.

  • Cost: low when prizes are donated. Volunteers: medium. Lead time: three to six weeks, plus permit time.
  • Watch for: Raffle licensing varies by state. On ScanRaise, a free-entry raffle can take entries online, and raffles with paid tickets are run in person by the organizer.

10. Car wash at the station

Wash cars for a suggested gift, with a QR sign at the entrance and the payment table.

  • Cost: low. Volunteers: medium. Lead time: two to three weeks.
  • Watch for: Wastewater rules, traffic flow, and keeping the apparatus bay clear.

Campaign and partnership fundraisers

11. Equipment campaign with one named goal

Raise for one item the community can picture, such as a thermal imaging camera or rescue tools, and show progress toward the goal.

  • Cost: low. Volunteers: low to medium. Lead time: two to four weeks.
  • Watch for: Use a current vendor quote for the goal, and say what happens to any excess.

12. Annual community appeal letter

Mail a short letter to the district with a return envelope, a QR code, and the typed giving link.

  • Cost: medium. Volunteers: low to medium. Lead time: four to six weeks.
  • Watch for: Mailing list permissions and acknowledgments for larger gifts.

13. Monthly community supporter program

Offer a monthly or yearly giving tier for residents who want to support the department year-round.

  • Cost: low. Volunteers: low after setup. Lead time: two to three weeks.
  • Watch for: Explain how donors change or cancel, and report back on what the program funds.

14. Memorial or scholarship fund

Honor a member or fund training scholarships with a named fund and a clear purpose.

  • Cost: low. Volunteers: low. Lead time: two to four weeks.
  • Watch for: Family consent, restricted-fund rules, and long-term administration.

15. Business sponsorship for an event or apparatus fund

Offer local businesses recognition at an event or on a sponsor board in exchange for support.

  • Cost: low. Volunteers: medium. Lead time: four to eight weeks.
  • Watch for: Municipal rules on advertising and endorsements, and exactly what the sponsor receives.

16. Department apparel preorder

Take preorders for shirts, hats, or decals with the department name, then order once.

  • Cost: medium. Volunteers: medium. Lead time: four to six weeks.
  • Watch for: Use of department marks, sizing, and budgeting for unsold extras.

17. Restaurant partner night

A local restaurant donates a share of sales on a set night, and members greet guests at the door.

  • Cost: low. Volunteers: low to medium. Lead time: three to six weeks.
  • Watch for: Get the partner's written terms and what counts toward the donation.

18. Employer matching-gift reminder

Remind donors that some employers match gifts to eligible organizations, and include the reminder in thank-you messages.

  • Cost: none. Volunteers: low. Lead time: same week as the campaign.
  • Watch for: Eligibility depends on each employer's program and your organization's status.

Where ScanRaise fits for a department

  • A QR code and short donation link for every volunteer, printable as 1-up, 2-up, or 4-up PDF cards, with totals by volunteer, group, and campaign.
  • Text-to-give with an organization keyword and with each volunteer's short code.
  • Event tickets with QR check-in for breakfasts, dinners, and open houses.
  • Donor records with tags, notes, and CSV export for your board. Compare fire department platform features

Frequently asked questions

How do you run a boot drive when people do not carry cash?

Keep the boot for cash and add a QR code per volunteer on signs and give-later cards, so passengers and pedestrians can give from a phone and drivers can give after they park.

Is it safe to ask drivers to scan a QR code?

Not while a vehicle is moving. Aim signs at passengers and pedestrians, hand drivers a card to use later, and follow your permit and department safety rules.

What does ScanRaise cost for a fire department fundraiser?

Standard fundraising has a 2.5% platform fee, and Stripe processing is separate. There is no setup fee or monthly fee for standard fundraising.

Sources and review notes

Sources checked . External rules and product policies can change, so confirm them before launch.

  1. IRS Publication 1771: substantiation and disclosure requirements. Federal guidance on written acknowledgments for contributions of $250 or more and disclosures for payments over $75 that include goods or services.
  2. ScanRaise text-to-give. Current keyword, short code, reply, STOP, and HELP behavior.
  3. ScanRaise fire department and first responder fundraising. Current per-volunteer QR cards, tracking, ticketing, and raffle scope.
  4. ScanRaise pricing.