How One Principal Makes Her Super Party a Success

Why does this school only need one big fundraiser yearly?

Schools that use our Big Event Super Party prize program as their fundraising incentive typically experience higher sales than those that use traditional prize programs. They understand the value that it brings to their school. Their students are more motivated to sell from their brochures because they'll attend an exciting event with their friends.

While our big event fundraising prize programs have been used for years, our most successful schools understand the importance of planning for their event before it happens. We recently spoke with one principal who offered to share a couple of letters that she uses to prepare her parents and staff for the event.

After years of offering the party as her seller's reward, her sales are approaching $100,000 per fundraiser.

Super Party Parent Information Letter

"Dear Parent/Guardian,

We have a few schedule changes on Friday due to our super party. To have qualified to attend the event, your child had to sell at least eight items. Please note the information below:

1. Students must wear tennis shoes and may come in shorts at least mid-thigh length. If your child is in 3rd – 5th grade and wears shorts shorter than this length, parents will be contacted for a change of clothes. If parents cannot bring a change of clothes, the child will not be permitted to participate.
2. Sunscreen is recommended. Sunscreen must be placed on your child at home; school personnel may not place sunscreen on students.
3. Our event ends at 2:30; students will return to their homeroom before dismissal.
4. P.E. and lunch schedules have been altered on this day to allow all who qualify to participate in this event. Your child's P.E. time will be from _______-________; and your child will be eating lunch from _______-________ in the classroom.
5. If your child did not qualify for the event, the P.E. and lunch schedule is still in effect. Your child will remain in their assigned classroom within the grade level and participate in station activities. We want this to be a FUN DAY for all!!

We look forward to celebrating their success in the school fundraiser. Parent volunteers are welcome; you must have cleared our school district background check, so please contact _______________."

Preparing Teachers for the Party

"Attached you will find the letter to go home to parents no later than Wednesday, the schedule changes for this day, the number of participants attending/not attending as well as volunteers, and "Safety Rule Requirements" for this event. Teachers will also receive the list of grade-level students participating so the correct bracelet can be given to the child. Below are a few items to keep in mind so everyone is prepared:

1. Review all information in the packet to inform you about the day's events.
2. Teachers must pick up bracelets from ___________ on Thursday.
3. Teachers are to distribute bracelets to students by 12:15 p.m. Please verify students receive the appropriate bracelet by reviewing your student list.
4. The party will begin promptly at 12:30 p.m. Teachers assigned to students participating are to report to the activity with grade level posted on it. Every 15 minutes, a whistle will sound to move clockwise to the next activity.
5. Volunteers must report to the event no later than 12:15 for a safety briefing and responsibilities/duties.
6. The event will end at 2:30 p.m. with all gathering under the pavilion for a special ceremony and money machine.
7. After the ceremony, students must be walked to homeroom classrooms for dismissal."

Her expectations are spelled out so everyone knows what to expect. As a result, her party always runs smoothly and creates many fun memories for her students, parents, and staff. However, the ultimate payoff is that her school only needs one fundraiser yearly. Now that makes it all worthwhile.

See our brochure fundraisers.

Author Bio

Clay Boggess has been designing fundraising programs for schools and various nonprofit organizations throughout the US since 1999. He’s helped administrators, teachers, and outside support entities such as PTAs and PTOs raise millions of dollars. Clay is an owner and partner at Big Fundraising Ideas.