Fundraising Promotion Timeline
A simple weekly playbook to guide your communications, keep your fundraiser organized, and boost participation for maximum success.
Week 1: Set the Foundation & Kick-Off Prep
Goals & Roles
- Set fundraising goals and share with your team
- Recruit volunteers and assign roles
- Plan fundraiser timeline and kickoff date
Communication
- Parents: Send a sneak peek email
- Teachers & Staff: Share fundraiser details and encourage daily reminders to students
Visuals & Online Presence
- 1–2 days before kickoff:
- Announce on social media
- Post fundraising link on school/PTA website
- Set up display kit in high-traffic areas
- Hang promotional posters in hallways and classrooms
Week 2: Kick-Off & Launch
Host Kick-Off
- Hold a live assembly or play a Kick-Off video
- Explain fundraising goals and incentives
- Use music, videos, and promotional materials to energize students
- Post the fundraiser on outdoor reader boards and yard signs
Distribute Materials
- Send packets home with students
- Share online links for parents
- Send email/call-out to parents announcing the fundraiser
- Post on social media with goals, sale dates, and instructions
Week 3: Build Momentum
Daily Engagement
- Make morning/afternoon announcements about goals, prizes, and coupon submissions
- Recognize students earning Instant Internet Prizes
- Hand out daily prizes
Mid-Sale Promotion
- Play mid-sale commercial video on school TVs
- Update outdoor reader board with fundraiser deadline
- Post reminders and goals on social media
- Encourage students to share and send email invites
Week 4: Wrap-Up & Delivery
Deadline Reminders
- 3 days before: Announce goal, send reminder flyers, call/email parents, post on social media, place yard signs
- 1 day before: Morning/afternoon announcements, final parent email, social media reminder
- Deadline day: Optional late-order social post
Distribute & Celebrate
- Announce pick-up details to parents via email, call/text, and social media
- Distribute products once received
- After distribution: Announce totals, top sellers, and thank participants via newsletter, announcements, and social media
Set Your Fundraiser Up for Success
There’s no such thing as too much communication when it comes to raising funds! Consistent updates keep your community engaged and help maximize participation.
For more tips, explore our School Fundraising Checklist and Social Media Guide .
With the right communication strategy, you’ll be on your way to exceeding your goals.
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