What is the easiest first fundraiser for a new PTA?

A direct donation drive is usually the simplest place to start. You set a specific goal, share a QR code or giving link with families, and collect donations online with no inventory, no product distribution, and minimal cash handling. With a clear, compelling goal and a short campaign window, many PTAs find direct drives outperform traditional product sales with far less volunteer effort.

Do we need board approval before starting a fundraiser?

Almost certainly yes. Most PTA and PTO bylaws require a board vote before any fundraising activity begins. Beyond the bylaw requirement, board approval ensures the fundraiser aligns with the school calendar, does not conflict with district policies, and has broad organizational backing. Check your own bylaws and, if you are affiliated with a state or national PTA, review their fundraising guidelines as well. Document the approval in your meeting minutes.

How can our PTA take cashless and online donations?

The fastest way is to set up a QR code that links families to an online giving page. Donors scan the code with their phone camera, enter an amount, and pay by card in about 30 seconds with no app to download and no account to create. Platforms like ScanRaise let your organization connect its own Stripe account so donations go directly to you. As of 2026, ScanRaise charges a flat 2.5% platform fee, with standard Stripe card processing applied separately. You can also enable a donor-covers-fees checkbox so your net proceeds stay higher.

How do we keep fees low and make sure we keep our own money?

The key is to connect your own payment processor account rather than routing funds through a third-party platform that holds money on your behalf. ScanRaise, for example, connects to your organization's own Stripe account, so donations land directly with you and ScanRaise never holds your funds. Offering donors the option to cover the platform and processing fees is another effective way to protect your net proceeds. Always check with your treasurer about how fees should be recorded in your budget.

How do we keep students safe during a fundraiser?

Never send students door-to-door alone to collect money or sell products. Require adult supervision for any off-campus fundraising activity. For online or QR-code-based campaigns, adults manage the giving link and financial records entirely. Never collect or publicly post students' personal information in connection with a fundraiser, and choose platforms that are compliant with COPPA and FERPA. When in doubt, confirm your approach with your principal before the campaign launches.

How to Start a PTA Fundraiser (2026 Step-by-Step Guide)

Starting a PTA fundraiser is more straightforward than it looks, but skipping the planning steps is how well-meaning volunteers end up with confusion, low participation, or money that is hard to account for. This guide walks your team through every stage, from the first board conversation to the final thank-you email.

Why a Clear Process Makes the Difference

PTA fundraisers succeed or struggle based on decisions made before the first flyer goes home. When a campaign is organized with a specific goal, a realistic budget, and clearly assigned roles, families know what they are giving toward and volunteers know what they are responsible for. That clarity drives participation.

The reverse is also true. Fundraisers that start without board approval, without a budget, or without two adults designated to handle money tend to create friction, late-night group-text arguments, and treasurer headaches. A little structure at the start saves a lot of stress in the middle.

This is especially important for PTAs and PTOs that are registered nonprofits. Keeping fundraising funds separate from personal accounts, tracking income and expenses accurately, and reporting results back to members are not just good habits. For many organizations they are bylaw requirements or legal obligations. Always check your own PTA or PTO bylaws and, if you are affiliated with a state or national PTA, follow their fundraising guidelines as well. When in doubt, ask your treasurer.

Getting Board Buy-In and Setting a Budget

Before any fundraiser becomes official, it needs board approval. That is not bureaucracy for its own sake. Board approval ensures the fundraiser aligns with the organization's mission, does not conflict with school or district policies, and has the backing of the people who are accountable to the membership. Bring a short proposal to a board meeting: what you want to raise money for, how much you need, what type of fundraiser you are proposing, when it would run, and who would lead it.

Once approved, work with your treasurer to set a fundraising budget. Yes, fundraisers cost money. Budget for printing, supplies, any platform or processing fees, and volunteer appreciation. Knowing your cost of fundraising helps you set a realistic net goal and gives your treasurer what she or he needs to create proper accounts and reporting.

Document the approval in your meeting minutes. This protects your volunteers and gives the full membership a clear record of what was authorized.

Choosing the Right Type of Fundraiser

The best fundraiser for your group is the one your community will actually participate in. Think about your families' schedules, your school's culture, the time of year, and how much volunteer bandwidth you realistically have. A first-time fundraising chair is usually better off with a simpler format that she or he can run cleanly than a complex event with a dozen moving parts.

Here are a few common formats to consider:

Once you settle on a format, make sure it fits your school's calendar and does not overlap with district-level fundraising or other PTA events. Coordination with your principal early avoids last-minute conflicts.

Direct donation drive: Families give directly to a specific goal, such as a library renovation or playground equipment. Low overhead, fast to set up, and easy to track. Works well with QR codes and online giving links so there is no cash to collect.
Product sale (wrapping paper, cookie dough, spirit wear): Familiar to most families, but involves inventory, order tracking, and distribution. Factor in product costs when setting your net goal.
Athon (walk-a-thon, read-a-thon, bike-a-thon): Students collect pledges per unit of activity, a mile walked, a book read, a lap completed. High energy and great school spirit. GPS-verified platforms make activity tracking easy and remove the guesswork.
Event (bingo night, family fun run, auction): Highest potential gross revenue but also the most volunteer-intensive. Best for experienced teams or those with strong committee support.
Text-to-give or QR giving station: Works as a giving layer on top of any of the above. Families who forget their checkbook or do not carry cash can give instantly from their phones.

Common First-Timer Mistakes (and How to Avoid Them)

The most common mistake is starting promotion before the logistics are ready. Families hear about the fundraiser, try to give, and find no working link or no one who can answer basic questions. Lock down your giving method and your point of contact before anything goes home.

A close second is relying on a single volunteer for money handling. Your bylaws almost certainly require two adults to count and deposit cash, and for good reason. Designate at least two people for every money-handling step, use a deposit log, and keep receipts for everything. This protects your volunteers as much as it protects the funds.

Third: setting a vague goal. 'Raise money for field trips' is harder to rally around than 'raise $4,000 to cover field trip costs for every student in grades three through five.' Specificity gives donors a reason to give and gives your team a finish line to celebrate.

Finally, do not skip the wrap-up. Thanking donors, announcing the results, and showing families exactly what their money paid for builds the trust that makes next year's fundraiser easier. A short email or a post in your school newsletter closes the loop and keeps your community engaged.

Step-by-step

Step 1: Define a specific goal and dollar target

Decide exactly what the funds will pay for and calculate how much you need, including a buffer for expenses. A concrete, named goal (a new projector for the media center, shade structures for the playground) gives donors a clear reason to give and gives your team a measurable finish line. Write the goal down before you talk to anyone else.

Step 2: Get board approval and set a budget

Bring a short written proposal to your next board meeting: the goal, the dollar target, the proposed fundraiser format, the timeline, and who will lead it. Board approval is typically required by your bylaws and protects every volunteer involved. After approval, work with your treasurer to budget for all costs, including printing, supplies, and any processing fees, so your net goal is realistic.

Step 3: Choose your fundraiser format

Match the format to your community's schedule and your team's capacity. First-time chairs often do best with a direct donation drive or an athon because the logistics are manageable and participation is easy to track. Confirm the dates with your principal to avoid conflicts with other school or district events, and make sure the format complies with any district fundraising policies.

Step 4: Assign roles and designate at least two money handlers

Write down who is responsible for each piece: promotion, volunteer coordination, donation tracking, cash handling, and communications. Designate at least two adults to count and deposit any cash, and use a deposit log with receipts every time. Never rely on one person alone for money handling, and never send students to collect money unsupervised.

Step 5: Set up your giving method and create a QR or online giving link

Today's families expect a cashless option. Set up an online giving page or a QR code link before anything goes home. If you use a platform like ScanRaise, your organization connects its own Stripe account and keeps its own money directly. Setup takes about two minutes with no setup fees or contracts. As of 2026, ScanRaise charges a flat 2.5% platform fee, separate from standard Stripe card processing. You can offer donors the option to cover fees themselves so your organization keeps more. Test the link yourself before launch so you know it works.

Step 6: Promote the fundraiser to families

Send a clear kickoff message through your school's primary communication channel, whether that is an email list, a parent app, or a paper flyer home. Include: what you are raising money for, the dollar goal, how to give (QR code, link, or cash envelope), the deadline, and who to contact with questions. Follow up at the midpoint with a progress update. Families who know how close you are to the goal are more likely to give or share.

Step 7: Run the fundraiser and keep records

Track every donation as it comes in, whether online or cash. Online platforms generate their own records automatically. For cash, use a numbered receipt book and deposit everything promptly with your two-adult deposit team. Keep all records in a shared folder that your treasurer can access. If anything unexpected happens, such as a donor requesting a refund or a technical issue, document it and resolve it quickly.

Step 8: Thank donors and report results back to the membership

Send a thank-you to every donor within 48 hours of the fundraiser closing. Then report the final results to your board and membership: total raised, total expenses, net proceeds, and what the money will fund. If your organization is a registered nonprofit, make sure your treasurer records the income and expenses properly for tax and reporting purposes. Sharing the outcome publicly builds the trust that drives participation in future campaigns.

How to Start a PTA Fundraiser: A Step-by-Step Guide for 2026