What is the easiest first fundraiser for a new PTA?

A direct donation drive is one option to compare. You set a specific goal, share a QR code or giving link with families, and collect donations online without product inventory or distribution. Compare volunteer work, platform and processing fees, and expected participation with those of product sales and events before choosing.

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?

Set up a QR code that opens an online giving page. Donors scan it with their phone camera, enter an amount, and pay by card with no app or account. With ScanRaise, donations go to the PTA's own Stripe account.

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 simpler than it looks, but skipped planning is how volunteers end up with confusion and money that is hard to account for. This guide covers every stage, from the first board conversation to the thank-you email. See the PTA and PTO fundraising platform

Why a Clear Process Makes the Difference

A specific goal, a budget, and clear roles mean families know what they are giving to and volunteers know what they own. For PTAs and PTOs that are registered nonprofits, keeping funds separate, tracking income and expenses, and reporting to members are often bylaw or legal requirements. Check your bylaws and any state or national PTA guidelines, and ask your treasurer when in doubt.

Getting Board Buy-In and Setting a Budget

Bring the board a short proposal: what the money is for, how much you need, the format, the timeline, and who leads it. Record the approval in the minutes.

Then budget with your treasurer for printing, supplies, platform and processing fees, and volunteer thank-yous, so the net goal is realistic.

Choosing the Right Type of Fundraiser

Choose a fundraiser by comparing family schedules, school culture, the time of year, volunteer capacity, upfront costs, and provider terms. A first-time chair can use that comparison to decide whether a simpler format or a larger event fits the group.

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. Platforms with GPS distance tracking make activity tracking easier and flag suspicious entries for organizer review.
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: Add a digital giving path to any of the options above. Families who do not carry cash can open the giving page in their phone browser.

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

The most common mistake is promoting before the logistics are ready. Families try to give and find no working link or nobody to answer questions. Set up the giving method and a contact person before anything goes home.

The second is a vague goal. "Raise $4,000 for field trips for grades three through five" gives donors a reason and your team a finish line. And do not skip the wrap-up: tell families what their money paid for.

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

Set up an online giving page or QR code before anything goes home. With ScanRaise, your organization connects its own Stripe account, setup is self-serve with no setup fee or contract, and the platform fee is 2.5%, with Stripe processing separate. Donors can choose to cover the fees. Test the link yourself before launch.

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