So you’ve kicked off your fundraiser and are feeling pretty optimistic. Your students seem excited about the brochure as well as the prize program. You also believe that your students will be intrinsically motivated to sell because the money raised will be spent on a trip to an amusement park.
Yet how will you know if you’ll have a good turnout? After all, you really can’t force students to sell, but instead only hope for the best. Really? Unfortunately this is the mentality of many sponsors. Some get lucky and their students end up reaching their fundraising goal while others don’t. But are you really at the mercy of your students?
Why Fundraiser Tracking is Important
So why does fundraiser tracking lead to improved sales? To sum it up in one word, accountability. If your students know that you are following their sales progress they’ll be more inclined to stay up with their selling. They’ll be more inclined to take your sale seriously when they know that you care enough about their progress to keep track of it.
How to Track Your Sale
First of all, this process works best with smaller groups. At your fundraiser kickoff make sure and announce to your students that you’ll be checking on their sales progress on 3 different days throughout the sale. We recommend inspecting their order forms and money envelopes the day after the kickoff, at the halfway point, and on the last day.
1. Set Your Fundraising Goals
What will you expect out of your students in terms of reaching each day’s sale quota? It will be important to set 3 different item goals. For example, if you’d like each student to sell at least 10 items, your check-in goals may look like this:
- First day: 3 items
- Midway Point: 7 items
- Last day: 10 items
Providing your students with specific goals will help make your expectations clear.
2. Check Order Forms & Money Envelopes
Tracking your fundraiser involves some bookkeeping, but it’s well worth the extra work. On your 3 check-in days you’ll want for everyone to have their order forms and money envelopes ready.
The money envelopes are the most important indicator because then you’ll know that your students are actually collecting the money. They may not have all of the money collected for every order, but they should have a significant portion. And of course on the last day they’ll need to have 100% collected because they’re turning everything in anyway.
3. Use a Fundraiser Tracking Sheet
Record the number of items sold on each check-in day on a spread sheet. You can always make your own. We provide one to each small group sponsor that we work with. This gives you a good indicator as to how well your sale is going which should help eliminate any unwanted surprises at the end.
You should also consider rewarding your students during your check-in days as well. See our money incentive game
Adjusting Your Mind-Set
When tracking your fundraiser are you actually forcing your students to sell? No, but you’re expecting them to. There’s a big difference. If you expect your students to reach or exceed reasonably set goals, they may just reward you back.