Want a faster start and higher participation? This fundraiser kickoff guide maps out a proven 14-day timeline with ready-to-send emails/SMS, teacher scripts, mini-contests, and a delivery plan that keeps pickup moving. It’s the same framework our top-performing groups use for consistent results. Use the steps below, then grab the Free Kickoff Bundle for editable templates and a one-page plan you can share with your team today.
&
If you’re a PTO, coach, booster, or club leader, this fundraiser kickoff guide shows exactly how to go from idea → live in 14 days with high participation and low stress. You’ll get a day-by-day timeline, ready-to-send messages, prize ideas, volunteer roles, and delivery day tips (Midland’s pre-sorted packaging is a lifesaver). Plus, our Free Kickoff Bundle includes checklists, scripts, and a promo calendar—so you’re not starting from scratch.
&
Start your fundraiser in minutes!
T-14: Set profit goal, pick program, assign roles
T-10: Build promo toolkit (store, QR, flyers, email/social templates)
T-7: Teacher/coach brief + save-the-date blast
T-3: Tech check + prize grid finalize
&
Day 0: Launch everywhere (email, SMS, social, classroom scripts)
Day 2–3: Early Bird raffle + progress post
Day 4–6: Mini-contest + “fan favorites” spotlight
&
Last 48 hours: Daily countdown + double entries
Last day: All-channels push, coordinator “we’re this close” update
Wrap: Thank-you post, results graphic, delivery prep
&
Purpose: What specifically are we funding? (Uniforms, instruments, field trips, camp fees.)
Profit target formula: # sellers × avg orders × avg profit per order.
Program timing: Cookie dough + gifts crush fall/winter; totes + popcorn are all-season; pledge-a-thons shine in spring.
&
Coordinator tip: Declare one visible milestone: “When we hit $5,000, the principal wears a chicken costume.” Kids remember it—supporters respond to it.
&
Coordinator: Runs the timeline; communicates with Midland.
Teacher/Coach Captains: 30-second reminders; track class goals.
Promotion Lead: Schedules emails/SMS/socials; manages QR/flyers.
Prize Lead: Prize grid, mid-week winners, final awards.
Volunteer Floaters (2–3): Delivery day & last-minute tasks.
&
First meeting agenda: confirm who owns Launch Day email, Last-48-hours posts, and Delivery Day setup.
Online store link (Midland sets this up)
QR code to the store (poster + flyer)
1-page flyer PDF (purpose + top products)
Email/SMS templates: Save-the-Date, Launch, Mid-Week, Last Day
3–5 social posts + a Countdown graphic
&
30-second teacher/coach script
“How to share” postcard for students
Progress thermometer printable (front desk / gym)
&
Grab it all in our Free Kickoff Bundle!
&
Subject: 30-sec script for our fundraiser kickoff
&
Body:
Team—our fundraiser launches [date]. Please read this anytime this week (takes 30 seconds):
&
“Our fundraiser starts [day]! Every order helps [Group Name] reach $[goal] for [purpose]. Your family will get a link—please share it with relatives and coworkers. There are fun prizes at 3 orders and 6 orders. Let’s be the top class!”
&
Email subject: Fundraiser launches next week 🎉
&
Email body (short):
Hello families! Our fundraiser goes live [date] to support [purpose]. Watch for your link and a quick share message. Early Bird prizes for the first orders!
Questions? Reply here—thank you!
&
Link (goes live Day 0): [store link]
&
Text (SMS):
Heads up! Our fundraiser launches [date]. Look for the link + Early Bird prizes. Thanks for supporting [Group Name]!
&
Email subject: We’re live! Shop & share today 🚀
&
Body:
We’re live! Every order supports [Group Name] and helps us reach $[goal] for [purpose].
&
Shop here: [store link]
&
Early Bird: Order or share in the next 48 hours = raffle entry.
Quick share message:
“We’re raising funds for [purpose]—would you order today? [store link] Thank you!”
&
Facebook/Instagram caption:
Launched! 🎉 Support [Group Name] and snag your favorites. Every order helps us reach $[goal]. Shop/share: [store link]. Early Bird raffle ends in 48 hours!
&
PA / Morning announcement (20 sec):
“Our fundraiser starts today! Share the link with family and friends. First class to 25 orders wins extra recess!”
&
Run 1–2 mini-contests:
First class to 25 orders = extra recess/pizza party
“Most shares in 24 hours” = mystery prize
Share fan favorites: “Top 3 best-sellers so far…”
Post a progress update (thermometer graphic): “We’re at 62% of goal!”
&
Mid-week email (short):
We’re halfway! Thanks for the amazing support—[xx%] of our goal already. Shop/share: [store link]. Quick boosts today get us across the line!
&
Daily countdown posts: “2 days left,” “Last chance today!”
Double entries on the penultimate day (creates a jump)
Ask teachers to read the script again (yes, it matters)
&
Last-day email:
Subject: Last day to support [Group Name] 🏁
&
Body:
Today’s the day! We’re [close amount/xx%] from our goal for [purpose]. Even a small order helps.
&
Shop: [store link]
&
Thank you for sharing the link with grandparents and coworkers!
&
Keep it simple—tight tiers with visible wins.
3 orders: sticker/bracelet
6 orders: gift-card raffle entry
10 orders: mystery prize
Top class: pizza party / extra recess
Principal challenge: duct-tape, silly outfit, or lunch host
&
Zero-cost favorites: VIP seating, “DJ at recess,” selfie with mascot, name on morning announcements.
&
Pro tip: Announce who’s ahead (class race) 2–3×/week. Friendly competition = more orders.
&
SMS:
Hi! [Student’s Name] is raising money for [purpose]. Would you consider ordering today? [store link] Thank you!
&
Workplace email:
My child’s group is fundraising for [purpose]. If you’d like to support, here’s our store: [store link]. Thanks so much!
&
Neighbor note (printable):
We’re raising funds for [purpose]. Ordering takes 2–3 minutes, and pickup is simple. Thank you for supporting local students! [store link/QR]
&
Estimated Profit: $2000
&
Want us to set this up for you? Get your Free Kickoff Bundle
&
Midland ships pre-sorted by seller—handout is fast.
Alphabetized pickup lanes (A–F, G–M, N–S, T–Z).
Cold/frozen zone: coolers/tables; text reminders to pick up on time.
No-show protocol: Hold items in labeled bins; send next-day window.
Audit: Compare roster vs. handed-out; photo remaining bins.
&
Admin approvals: dates, space, communications.
Cashless first: online store reduces handling risk.
Privacy: follow photo permissions; avoid last names in public posts.
Food safety: cold chain + allergen labeling; see Delivery Checklist.
Facility access: reserve gym/cafeteria for sorting & pickup.
&
Add this blurb to every message:
“Your employer may match your purchase/donation—check your benefits portal!”
&
Local sponsors: $100 = logo shout-out on flyer/social; $250 = table sign at pickup.
&
Use UTM tags on your store link (email vs. social vs. SMS):?utm_source=email&utm_medium=launch&utm_campaign=kickoff-guide
Variants: midweek, lastday, teacher-script
Track: # orders, AOV, participation rate, top channels.
After close, save a 1-page “What worked” note.
&
Too long campaigns: interest drops after ~14 days → keep it tight.
Too many prize tiers: confusion kills momentum → 2–3 tiers win.
Last-minute messaging: schedule everything on T-7 → click, done.
“We’ll wing it” delivery: lanes + pre-sorted boxes → 30–60 min faster.
&
Progress thermometer (PNG + Canva link)
“Launch Today” graphic (1200×1200)
“Last Day” graphic (1200×1500)
QR poster (8.5×11) with store link + purpose
Results/Thank-you graphic (for email + socials)
&
Alt text tip: “Fundraiser progress thermometer showing 75% to goal.”
&&
Group: Maple Ridge PTO (K–5, 420 students)
Program: Cookie Dough + Online Store
Timeline: 12 days
Participation: 63% (top class 89%)
What worked: 3-tier prize grid, teacher scripts 2×/week, last-48-hour double entries
Quote: “Pre-sorted delivery was a lifesaver. Families were in and out in minutes.”
&
How long should our fundraiser run?
&
10–14 days is ideal—fast, focused, and easy to promote.
&
What’s a realistic profit?
&
Depends on group size and program. Midland programs are known for high margins; your coach will help set the right target.
&
Do parents have to collect money?
&
Not with the online store—supporters pay at checkout.
&
Can we combine online + catalog?
&
Yes—this boosts reach to grandparents and coworkers with different shopping styles.
&
How many messages should we send?
&
Plan 4 emails/SMS total: save-the-date, launch, mid-week, last day. Add 2–4 social posts with a countdown.
&
What if participation stalls mid-week?
&
Run a quick class contest, highlight best-sellers, and re-post the purpose with the store link.
&
Do corporate matches apply to product fundraisers?
&
Some employers match only donations; others accept receipts or a confirmation letter. Include a “Matching Gifts” note in every message so supporters can check their portal.
&
What if delivery lands on a snow day?
&
Hold items in labeled bins, post a new 90-minute pickup window, and send a text/email with the updated time. Cold/frozen goods should be staged in a cooler zone.
&
Can we launch online-only?
&
Absolutely. Online-only is fastest and removes cash handling. Add a small in-person table on the final day if you want extra momentum.
© Midland Fundraising 2025. All rights reserved.