School Fundraiser Marketing Plan: Templates & Timeline

Most school fundraisers don’t fail from lack of support—they fizzle because families don’t see enough reminders. This school fundraiser marketing plan fixes that. Below you’ll get a simple 2-week timeline, copy-and-paste templates (email, social, PA, teacher text), and a one-page plan you can fill out in minutes. Use it with any program—cookie dough, totes, popcorn, donation drives, you name it. Bonus: Midland Fundraising includes ready-made graphics, a free online store, and pre-sorted delivery, so promotion is the only “work” you really need to focus on.
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Quick start: grab the 2-Week Promo Calendar and One-Page Plan below, then launch with confidence. Need hands-on help? Start Your Fundraiser and a Fundraising Coach will map this to your group.
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What is a school fundraiser marketing plan?

A school fundraiser marketing plan is a simple timeline and toolkit for promoting your fundraiser. It outlines your goal, audience, channels (email, social, flyers, texts), responsibilities, and a day-by-day calendar so families see clear reminders and can support in one click.
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What You’ll Learn

• How to set clear goals and choose the right channels

• A 2-week promo timeline (plus 1-week and 4-week variants)

• Copy-and-paste templates: emails, social captions, PA scripts, teacher texts, flyers, website blurbs

• Easy tracking: what to measure and how to share wins

• A fill-in-the-blank one-page plan your team can actually use
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How a Fundraiser Marketing Plan Works

Set a Clear Goal

Pick a specific, visible target, e.g., $8,000 for playground updates or $5,500 for team uniforms. Add a firm deadline.
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Know Your Audience

Parents/guardians, staff, community partners, alumni, extended family. Keep the ask one-click easy (QR code or online store link).
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Choose Your Channels

Email • Social (Facebook/Instagram) • Teacher texts/app messages • PA/morning announcements • Website/newsletter • Printed flyers with QR.
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Assign Roles

• Coordinator (Lead): Builds calendar, sends emails, posts social.

• Teacher Champions: Share quick reminders in class/app.

• Student Captains: Spread the “5 in 5” share challenge.

• Treasurer/Reporter: Tracks orders, $ raised, and progress posts.
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Choose Your Channel Mini-Wizard (pick what fits your school)

Use this if…
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• You have parent emails → Send 4 emails (launch, midweek, 48-hr, last day).
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• Your FB page is active → Post 5 times (use our captions below).
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• Teachers use Remind/ClassDojo → Send 3 short texts (copy below).
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• Low social usage → Flyers + PA + website blurb (QR included).
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• Big community support → Add local business outreach (template below).
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2-Week Timeline (Proven, Low-Lift)

Pro tip: Pre-schedule emails and posts so nothing gets missed.
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Week 0: Prep (30–45 minutes)

• Confirm goal, deadline, and program link/QR.

• Download Midland’s graphics + digital flyer (or use your own).

• Build a contact list (school email, class apps, newsletter list).

• Set up a goal thermometer or simple “progress” image you can update.
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Week 1: Launch Big

• Day 1 (Mon): Launch email + FB/IG posts; teacher PA script

• Day 3 (Wed): Social reminder; teacher text; student “5 in 5” share

• Day 5 (Fri): Progress update (X orders/$ so far) + mini-challenge
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Week 2: Finish Strong

• Day 8 (Mon): “Halfway there” update + shout-outs

• Day 11 (Thu): “48 hours left” push + prize reminder

• Day 14 (Fri/Sat/Sun): “Last day!” + thank-you teaser
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Download CTA: 2 Week Promo Calendar PDF
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Optional Variants

1-Week “Sprint” Plan

• Mon: Launch email + social; teacher PA

• Tue/Wed: Reminders + “5 in 5” share

• Thu: Progress update + mini-challenge

• Fri: “Last day!” + thank-you
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4-Week “Slow & Steady” Plan

• W1: Launch + awareness

• W2: Share wins; class challenge

• W3: Mid-campaign push + leaderboard

• W4: 72-hr push → 48-hr push → last day
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60-Second Overview Video Script (use for a quick reel)

“Here’s your school fundraiser marketing plan in 60 seconds: set a clear goal and deadline, pick 3–4 promo channels, and follow our 2-week calendar: launch on Monday, remind midweek, post a progress update Friday, then run a 48-hour and last-day push. Use our email and social templates, the ‘5-in-5’ share sprint, and a simple class challenge. Track dollars, orders, and participation—and wrap with a thank-you + results post.”
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Copy-and-Paste Templates

Replace [School/Team], [Goal], [Deadline], [Link/QR], [Coordinator Name].
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Parent Email Templates
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Launch (Day 1)
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Subject: We’re live! Help [School/Team] reach [Goal]
Hi families,
Our [School/Team] fundraiser starts today! We’re raising [Goal] to support [purpose] and we’d love your help.
How to support (1–2 minutes):

1. Click [Link] or scan the QR.

2. Share the link with 5 family/friends (“5 in 5” challenge!).

3. Order by [Deadline].
   Every order helps, and delivery is pre-sorted for easy pickup. Thanks for supporting our students!
   — [Coordinator Name]
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Mid-Week Reminder (Day 3–4)
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Subject: Quick reminder — we’re halfway through Week 1
Hi families,
Great start! We’ve already raised [$/orders so far] toward [Goal]. If you haven’t yet, please take 60 seconds to support: [Link] (QR works too).
Mini-challenge: Share the link with 5 supporters today. Small actions add up fast!
Thank you!
— [Coordinator Name]

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48-Hour Push (Day 11)
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Subject: 48 hours left to support [School/Team]
We’re this close to our goal: [$/orders so far] out of [Goal]. Two days left!

• Order or donate: [Link]

• Share with 1–2 more supporters
  Let’s finish strong—thank you!
  — [Coordinator Name]

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Thank-You + Results (Last Day or Next Day)
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Subject: You did it — fundraiser results + thanks!
Wow—thank you! Together we raised [$ total] with [orders] orders for [purpose]. Funds will go toward [impact statement].
We’ll share pickup details soon (pre-sorted by seller for a quick grab-and-go).
Huge thanks to our families, staff, and community!
— [Coordinator Name]

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Subject Line Vault (A/B test these)

We’re live—support our students in 1 click • Help us reach [Goal] by [Deadline] • Quick favor? Share with 5 supporters • We’re halfway—see the progress • 48 hours left to make it happen • Last day! Every order counts • Parents: your 60-second checklist • You asked—we added prizes 🎉 • Can you help us cross the finish line? • New goal update + thank you! • Your share = big impact • We’re close! Two steps to help • Final results are in—thank you!

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Social Captions (FB/IG)

Launch (use graphic/flyer):
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We’re live! Help [School/Team] reach [Goal] by [Deadline]. Order in 1 click: [Link] (QR in image). #SchoolFundraiser #SupportLocalStudents
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Mid-week Reminder:
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Small actions, big impact. Share our link with 5 supporters today → [Link]. Let’s crush [Goal]! #PTA #BoosterClub
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Progress Update:
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We’re at [$/orders so far]—amazing! Keep it going: [Link]. Every order helps our [purpose]. #ThankYou
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48-Hour Push:
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48 hours left! Last chance to support [School/Team]. Order here: [Link]. Let’s finish strong! #LastCall
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Last Day:
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It’s the final day! Your support = real impact for our students. [Link] #FinalPush
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Thank-You (Results):
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You did it! We raised [$ total]. Thank you, families and community! Pickup details coming soon. #Grateful
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Need more? Duplicate with fresh photos or teacher quotes and rotate daily.
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Teacher/Remind Text Scripts

• Launch: “Our fundraiser is live! Families can order here: [Link] — please share with 5 supporters this week. Thank you!”
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• Midweek: “Quick reminder to support our fundraiser: [Link] — every order helps our class!”
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• 48-Hour Push: “Two days left! Please share [Link]—we’re close to our goal.”
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• Last Day: “Final day to support! [Link] Thanks for everything!”
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PA/Morning Announcements (30–45 sec)

“Good morning, [School]! Our fundraiser is live to support [purpose]. Families can order online at [Link] or use the QR on our flyers. Share with five supporters this week—every order helps! The deadline is [Deadline]. Let’s hit our goal of [Goal] together!”
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Flyer/Poster Copy (with QR)

Headline: Support [School/Team] — Help Us Reach [Goal] by [Deadline]
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Body: Order in 1 click at [Link] or scan the QR. Share with family and friends—every order helps our [purpose]. Thank you for supporting our students!
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Website/Newsletter Blurbs

Short (50–60 words):
Our fundraiser is live to support [purpose]! Order online at [Link] or scan the QR. Please share with family and friends—every order helps. Deadline: [Deadline]. Thank you for supporting [School/Team]!
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Long (80–100 words):
We’re raising [Goal] for [purpose] and need your help! Ordering takes a minute at [Link] (QR available). Please share the link with 5 family members or friends. The deadline is [Deadline]. Funds directly support [impact statement]. Thank you for backing our students and staff!
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Local Business Outreach (Email/DM)

Subject: Quick support for [School/Team] students?
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Hi [Name/Business],
We’re running a short fundraiser to support [purpose] and would be grateful for your help. You can order here: [Link] (delivery is simple). If you’d like to donate an item or gift card for a raffle, we’ll happily thank you on our social pages.
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Thanks for supporting local students!
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— [Coordinator Name], [School/Team]
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Bilingual Snippet (Spanish opener)

Asunto: ¡Nuestro recaudador de fondos ya está en vivo!
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Cuerpo: Estamos recaudando [Meta] para [Propósito]. Ordene en 1 clic aquí: [Enlace] o con el código QR. Comparta con 5 familiares o amigos y ayúdenos a llegar a la meta antes de [Fecha límite]. ¡Gracias por apoyar a nuestros estudiantes!
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Creative Promotion Ideas + Low-Cost Incentives (that actually work)

Class vs. Class Challenge — Winner gets pizza/extra recess. Post the leaderboard twice a week.
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“5 in 5” Share Sprint — Each family shares the link with 5 supporters in 5 minutes (give them the exact message).
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Leaderboard & Goal Thermometer — Update orders/$ daily. Shout-out classes/grades.
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“Golden Hour” Blitz — Pick one hour after school where everyone posts/shares together.
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Student Shout-Outs — Celebrate effort safely (first names/initials only).
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Incentives that don’t cost much:

• Sticker/bracelet for 3 shares (cheap, high participation)

• Mystery Prize (wrapped $5 item for top 3 sharers)

• Principal Challenge (hit goal → silly hat at assembly)

• Golden Ticket (random order wins $10 gift card)

• Class Trophy (traveling trophy for weekly leader)
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What You Get with Midland (Free)

• Ready-to-use digital flyers & social graphics

• Email templates and QR codes

• Free online store for easy ordering

• Pre-sorted delivery for smooth pickup

• Real support from a Fundraising Coach

Start Your Fundraiser • How It Works • Browse Programs

Tracking, Reporting & UTM Link Builder

Track

• Orders, dollars raised, average order

• Top classes/grades, participation rate

• Best channels (email vs. social)
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Share

• Post progress graphics on Days 5, 8, 11, and Last Day

• Quick caption: “We’re at [$]—thank you! Final push: [Link]”
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After-Action Review

Note what worked (best day/time, channel, challenge). Save assets for next time.
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Build a trackable link (copy/paste)

• Base URL: [your store link]

• Source: email / facebook / remind

• Medium: parent-list / page / text

• Campaign: fall-fundraiser-2025
  Copy this exact string: ?utm_source=facebook&utm_medium=page&utm_campaign=fall-fundraiser-2025
  Example full link: [Link]?utm_source=email&utm_medium=parent-list&utm_campaign=fall-fundraiser-2025


Launch Day Kit (10-Minute Checklist)

1. Paste the launch email and schedule 3 follow-ups.

2. Post the FB/IG graphic + caption.

3. Send the teacher text + morning PA script.

4. Pin the link to your website/newsletter/app.

5. Start the “5 in 5” share sprint (give them the exact message).
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Comparison Table: Channels vs. Effort/Impact

Mini Case Study Carousel (social proof)

“Zero complaints—orders arrived pre-sorted for each seller.” — Dawn P.
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“Delivery was fast; distribution was a breeze.” — Adventureland Preschool
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“We’ve used Midland for 10+ years—helpful and accurate.” — Angela P.
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Common Mistakes (and Easy Fixes)

• Launching late: Pre-schedule everything during Week 0.

• Too few reminders: Aim for 4+ touchpoints.

• No deadline urgency: Use a strong 48-hour and last-day push.

• Vague ask: Always include [Link] and a clear “share with 5.”
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FAQs

How many emails should we send?
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Four: launch, midweek, 48-hour push, last day/thanks.
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When should we launch?
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Monday mornings perform well (8–10 AM). HS teams: also post after school (3–5 PM).
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Do QR codes really help?
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Yes—families scan, buy, and share from their phones; add the QR to flyers and newsletters.
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What if participation is lagging?
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Run a 24-hour sprint: class-vs-class, shout-outs every 3 hours, and a tiny prize.
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How do we thank sponsors or local businesses?
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Tag them on social, include them in the thank-you email, and add a sponsor tile on your results graphic.
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What if we don’t use social media?
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Lean on email, teacher texts, flyers with QR, and PA announcements.
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Can Midland provide graphics?

Yes—digital flyers, social posts, and email templates are included.
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Ready to Launch?

Grab the calendar and templates, then kick off in minutes.
Get Your Free Kickoff Bundle • Talk to a Fundraising Coach • Programs Hub