School fundraising can pay for equipment, trips, clubs, outdoor spaces and experiences that would otherwise be difficult to provide. Just as importantly, a well-planned fundraiser can bring families, pupils, staff and local organisations together around a shared goal.
The most successful ideas are not always the largest or most unusual. They work because the purpose is clear, participation is easy and the activity suits the school community. A simple event with low costs and strong support may raise more than an ambitious project that places too much pressure on staff and parents.
Schools should also make fundraising inclusive, voluntary and properly managed. Families must not feel embarrassed if they cannot donate, while safeguarding, food safety, insurance, licences and financial controls should be considered before an event begins.
Start with a clear and achievable target
People are more likely to support fundraising when they understand what the money will provide. “Help our school raise money” is less persuasive than “Help us raise £4,000 for new library furniture and accessible reading spaces”.
A clear campaign should explain:
- what the school wants to fund;
- why it will benefit pupils;
- how much money is needed;
- what has already been secured;
- when the project should be completed;
- how families will be updated.
Break large targets into visible stages. Families may feel more motivated when they can see that each event moves the project closer to completion.
Check the likely costs before announcing the target. Include delivery, installation, maintenance, insurance and any professional work rather than fundraising only for the headline purchase price.
Run a themed community event
School fairs remain popular because they combine several income sources, including tickets, refreshments, games, stalls and raffles. A theme can make the event feel more distinctive and encourage pupils to contribute ideas.
Possible themes include:
- Festival of Learning: pupil performances, science demonstrations, artwork and practical activities;
- International Evening: music, displays and food representing the school community;
- Family Games Night: board games, quizzes and simple team challenges;
- Eco Fair: plant sales, uniform exchange, repair demonstrations and sustainable businesses;
- School Talent Evening: music, comedy, poetry, dance and other pupil performances.
Keep entry prices affordable and provide some free activities. Families should be able to attend without being expected to spend money at every stall.
Calculate likely profit rather than focusing only on ticket income. Venue hire, equipment, card fees, prizes, security and food can reduce the amount ultimately available for the project.
Create sponsored challenges pupils enjoy
Sponsored activities work well when pupils can participate at different ability levels and supporters understand what they are sponsoring.
Ideas include:
- a reading challenge based on time spent reading rather than the number of expensive books completed;
- a class walking, wheeling or running distance challenge;
- a sponsored dance session;
- a times-table, spelling or language challenge;
- a litter-picking or community-improvement day;
- a creative challenge in which pupils produce something every day for a week;
- a collective distance target completed across several classes.
Avoid activities that publicly identify which child raised the least. Families have very different financial networks and circumstances, so the amount collected is not a fair measure of effort.
Provide parents and pupils with clear safety guidance. Children should not be encouraged to approach strangers, collect cash unsupervised or share personal information online.
An active challenge can also support wellbeing when it is inclusive and enjoyable. See The Role of Exercise in Supporting Pupils’ Mental Health.
Sell pupil-created work without creating pressure
Artwork, performances and practical projects can form the basis of a fundraiser while celebrating what pupils have learned.
Schools might organise:
- an art exhibition with optional purchases or donations;
- pupil-designed greeting cards or calendars;
- a craft market;
- a school recipe book;
- a concert or drama performance;
- a photography exhibition;
- a collection of pupil poetry or short stories;
- plants and produce grown by a gardening club.
Participation should not depend on artistic ability, and pupils should not be made to feel responsible for whether their work sells. Consider displaying all contributions while offering selected products separately.
Before using an external printing or sales service, check its charges, minimum orders, data practices and arrangements for using children’s work. Obtain appropriate permission before publishing names, photographs, recordings or identifiable material.
Update traditional fundraisers
Bake sales, discos, quiz nights and raffles remain effective when they are convenient and well organised. Schools do not need to abandon familiar activities simply to appear creative.
Traditional ideas can be improved by:
- selling tickets in advance;
- accepting secure cashless payments;
- using time slots to control attendance;
- publishing allergen information;
- offering low-cost and free options;
- allowing families to volunteer for short shifts;
- combining several small activities into one event.
Make payment instructions clear and verify links before sending them to families. Use official school or PTA channels rather than personal bank accounts wherever possible.
Raffles and lotteries are regulated forms of gambling. The rules depend on where and how tickets are sold, including whether sales take place online or beyond the event itself. Check the current Gambling Commission guidance on fundraising raffles and lotteries before proceeding.
Use environmentally responsible ideas
Eco-focused fundraisers can raise money while reducing waste and supporting curriculum learning.
Practical options include:
- a second-hand uniform sale or exchange;
- a book and toy sale;
- a plant or seedling market;
- a repair café supported by skilled volunteers;
- a reusable bottle or lunch-equipment sale;
- a pre-loved costume exchange;
- a community garden open day;
- a sponsored litter-pick.
A uniform exchange can be particularly valuable because it may save families money as well as raise funds. Schools can offer items for a suggested donation or operate a free exchange with an optional contribution.
Check recycling schemes carefully before collecting large quantities of materials. Confirm what is accepted, how items will be stored and whether the likely payment justifies the work involved.
Connect fundraising with learning
A learning-based fundraiser can provide an educational experience while supporting the campaign. It is easier to gain staff and parent support when the activity has a clear curriculum purpose.
Examples include:
- a family science evening;
- a pupil-led quiz night;
- a coding or robotics showcase;
- a book fair or reading festival;
- a design-and-build competition;
- a history or cultural exhibition;
- a sponsored maths challenge;
- a public speaking or debating event.
Local experts may be willing to provide materials, judges or workshop leaders. Teachers should still oversee the educational content and ensure external contributors understand the age group and safeguarding expectations.
The activity should not take excessive curriculum time purely to produce items for sale. Learning must remain the main educational purpose, with fundraising as an additional outcome.
Work with local businesses
Businesses may support a school with prizes, materials, staff time, sponsorship or matched donations. A specific request is more likely to receive a useful response than a general appeal for help.
A school might ask a business to:
- sponsor equipment or a defined project;
- donate a suitable raffle prize;
- match money raised during a particular event;
- provide a venue, materials or professional expertise;
- host a community fundraising day;
- promote an event to staff and customers;
- support a pupil enterprise project.
Choose partners whose activities and reputation are compatible with the school’s values. Recognition should remain proportionate, and pupils should not become a captive audience for direct advertising.
Our guide to building partnerships with local businesses and charities explains how to make an approach, manage safeguarding and develop longer-term relationships.
Consider grants and matched funding
Community fundraising is not the only option. Charitable trusts, councils, local foundations, businesses and grant programmes may support projects involving wellbeing, inclusion, sport, literacy, technology or the environment.
A strong grant application normally explains:
- the problem the school is addressing;
- who will benefit;
- the expected outcome;
- the full project budget;
- how the project will be delivered;
- how success will be measured;
- how future costs will be sustained.
Check eligibility before writing a lengthy application. Some funders accept applications only from registered charities, PTAs or community organisations rather than directly from every type of school.
Do not assume a familiar programme is still open or that its criteria have remained unchanged. Always use the funder’s current website and application guidance.
Ask local employers whether they operate matched-funding schemes for staff who volunteer or raise money. A parent’s employer may be willing to match an event total or individual contribution.
Make giving easy but never compulsory
Parents are more likely to support fundraising when payment is simple and the purpose is transparent. Offer secure online payment where possible, alongside a reasonable alternative for families who cannot use it.
Keep donations separate from required payments. A voluntary contribution should be clearly described as voluntary, without suggesting that a child will be embarrassed or excluded if the family cannot pay.
Gift Aid may increase the value of eligible charitable donations, but it does not apply to every payment. Purchases, raffle tickets and payments that provide more than the permitted donor benefit are treated differently from straightforward donations.
Schools and PTAs should check the current HMRC guidance on Gift Aid before making claims or describing payments as eligible.
Avoid publishing lists of families who donated or comparing classes solely by money raised. Participation can be celebrated without revealing individual financial contributions.
Plan safety, finances and responsibilities
Every fundraiser should have a named organiser and a simple written plan. Larger events may require approval from governors, trustees, the local authority, insurers or the site manager.
Consider:
- risk assessments and emergency arrangements;
- safeguarding and supervision;
- food hygiene and allergen information;
- first aid;
- cash handling and banking;
- online payment security;
- insurance;
- licences and permissions;
- photography and data protection;
- accessibility;
- what happens if the event is cancelled.
Where children take part in fundraising, give them and their parents clear instructions about how to participate safely. Pupils should not be sent door to door alone or encouraged to share addresses and personal details online.
Use at least two adults when counting significant amounts of cash, record income and expenses and bank money promptly. After the event, report the total raised and the main costs rather than announcing only gross income.
Measure which ideas are worth repeating
An event that raises a large total may still be inefficient if it requires extensive staff time or expensive supplies. Review both the financial result and the wider effect on the community.
Record:
- gross income;
- direct costs;
- net amount raised;
- volunteer and staff time;
- attendance;
- practical or safeguarding issues;
- feedback from families and pupils;
- whether the event supported the school’s wider aims.
Repeat activities that produce a good return without exhausting organisers. Retire or simplify those that create stress, low participation or very little profit.
A balanced annual plan may include one larger community event, several small low-cost activities and one or two grant applications. Constant fundraising appeals can lead to fatigue, particularly during periods of wider financial pressure.
Good communication helps families understand the purpose and outcome. See Simple Ways Schools Can Improve Parent Communication and Writing Effective School Newsletters That Parents Actually Read.
Frequently asked questions
What school fundraiser usually makes the most money?
There is no single winner. Large fairs, sponsored challenges, auctions and grant applications can raise substantial sums, but results depend on the community, costs and volunteer capacity. Compare net income rather than headline revenue.
What is a good low-cost fundraising idea?
A sponsored challenge, quiz night, uniform sale or pupil showcase can have relatively low start-up costs. Use existing facilities and donated materials where appropriate, but do not allow pressure for donations to create safeguarding or quality concerns.
Can schools run raffles?
Yes, but raffles and lotteries are regulated. The requirements depend on how tickets are sold, who can buy them and whether the raffle takes place entirely at an event. Check current Gambling Commission guidance before selling tickets.
Can Gift Aid be claimed on fundraiser payments?
Gift Aid may be claimed on eligible voluntary donations to a qualifying charity when the required conditions are met. It generally cannot be claimed on ordinary purchases or raffle tickets. Check HMRC guidance for the specific activity.
Should pupils collect sponsorship door to door?
Children should not approach strangers or collect money unsupervised. Provide clear rules to pupils and parents and encourage fundraising through known family contacts and approved secure channels.
How can fundraising remain inclusive?
Keep donations voluntary, offer free ways to participate and avoid public comparisons based on money raised. Consider the cost of tickets, clothing, transport and food as well as the requested donation.
Can local businesses advertise at school events?
Proportionate acknowledgement may be appropriate, but schools should avoid direct marketing to pupils, sharing family data or endorsing unsuitable products. Agree recognition and use of the school’s name in advance.
What should schools do with money raised?
Use it for the stated purpose unless the appeal clearly explained that funds might be redirected. Keep accurate records and tell families how much was raised, what costs were deducted and how the remaining money will be used.
How often should a school hold fundraisers?
There is no ideal number. A smaller programme of well-supported events may be more effective than frequent requests. Consider family finances, staff workload and whether each activity has a clear purpose.
How can schools encourage more volunteers?
Offer specific, time-limited roles rather than asking parents to help generally. Provide tasks of different lengths, communicate expectations clearly and thank volunteers after the event.
