Fundraising events are essential for schools to bridge funding gaps, support special programs, and engage the community. While many organizers focus on the revenue potential, it’s just as important to plan for all the costs, especially the ones that can catch you by surprise. A solid budget prevents overspending and ensures that the funds raised truly benefit your cause. Let’s explore some often-overlooked expenses you should consider when planning your next fundraiser.
1. Permits and Insurance
Hosting an event in a public space or even on school property might require a permit. In some cases, you’ll also need liability insurance, especially for larger gatherings or those involving food service, bounce houses, or rides. These costs can range from a small administrative fee to several hundred dollars, depending on your location and the event size.
2. Credit Card Processing Fees
If you plan to accept online donations, sell tickets digitally, or use payment platforms, budget for processing fees, typically about 3% per transaction. It might not sound like much, but on a $10,000 fundraiser, you could lose around $300 if you’re not accounting for it. Some providers allow the donor to cover credit card fees, but beware here as well, they will often ask for a “tip” that ranges from 7% to 20%, which far exceeds the credit card transaction fee. This allows them to offer the platform “free” to you, but your donors, collectively, pay a lot.
3. Marketing and Promotion
Printing flyers, running social media ads, or designing promotional banners can eat into your budget quickly. Even if you go digital-only, boosted posts or email marketing platforms with advanced features often incur fees. And don’t forget signage for the event itself—well-placed, eye-catching signage can improve attendance but also adds to your total spend.
4. Volunteer Support and Refreshments
Volunteers are the lifeblood of school fundraisers, but a little hospitality goes a long way. Coffee, water, snacks, or thank-you items for your helpers can make a big difference in morale and retention. While not essential, budgeting for this is wise, contributing to a positive volunteer experience.
5. Technology and Equipment Rentals
Will you need a microphone, sound system, tables, tents, or lighting? How about a platform for silent auctions or mobile bidding? Whether renting equipment or using a paid digital tool, these often come with upfront or subscription costs. Don’t assume the school already owns what you need—always confirm availability.
6. Post-Event Expenses
Printing thank-you cards, mailing donor receipts, or hiring a photographer to document the event can all add up after the fundraiser ends. These post-event touches are essential for stewardship and future engagement, so plan for them.
7. Contingency Fund
Even the best-laid plans can face hiccups—unexpected weather, last-minute supply shortages, or vendor cancellations. Including a contingency line in your budget (typically 5–10% of your total expenses) can provide a buffer and save your team from scrambling for extra cash at the last minute.
Final Thoughts
The success of a fundraising event isn’t measured solely by how much money comes in—it’s also about how wisely you manage what goes out. By accounting for these often-overlooked expenses, you’ll be more able to maximize your net proceeds and avoid financial stress. Thoughtful budgeting doesn’t just protect your event—it strengthens your school community’s trust and long-term fundraising efforts.