The most common piece of advice we hear from experienced EF Group Leaders is: Get started early. The ideas and suggestions listed below will be much more effective if you allow yourself enough time to plan. Also make sure to check out our fundraising webinar, guides and tip of the week.
Hold a fundraising meeting
Once you have enrolled your “core” group of travelers on your tour, hold a meeting to discuss fundraising. Make sure that everyone attends the meeting, regardless of whether or not they intend to participate. It is important that everyone understands how the money will be earned and divided.
At this first meeting you will want to:
- Generate fundraising ideas: Decide what kind of fundraisers you want to hold and how many you will be able to organize. We recommend hosting at least one large fundraiser, such as a silent auction, and several smaller fundraisers, such as a flower sale or holiday gift-wrapping. An easy way for your students to start raising money for their tour is to ask for donations through ChipIn.com or Firstgiving.com. For more ideas and to get started, check out our fundraising resources.
- Set a goal: Your goal could be a portion of everyone’s Program Fee, or your group could aim to cover something specific with the fundraising money, like the cost of the group’s optional excursion to Versailles. The more concrete your goal, the more rewarding it will be when you hit it! Set benchmarks to help you track your progress and motivate your travelers.
- Decide who will participate: Some groups require that everyone gets involved, while others make it completely voluntary. Either way, make sure that you are clear about how you will track participation and divide the money.
- Establish a timeline: Determine when your group will hold each fundraiser and establish what kind of time commitment is necessary to prepare for each event. Look at a calendar and mark off major holidays and other school events to make sure you won’t have any conflicts.
- Create a plan: Everyone should leave the meeting clear about the next steps. If you’ve delegated certain tasks to others, keep track of each traveler’s responsibilities to ensure the group stays on track.
Put your ideas into action
Now that you have a plan, it is time to hold your first fundraiser. Before your first event, we suggest you take the following steps to ensure a successful and fun fundraiser:
- Create a fundraising contract: Ask each student to sign the contract so that students and parents know what is expected of them.
- Obtain school permission: Even if you’re not holding your fundraiser at your school, you’ll probably need approval to publicize the event at school. Make sure you understand your school’s fundraising policies and seek approval well in advance.
- Set up an account for your earnings: All the money you raise will need to be kept in an account. Most schools have a “club account” you can use to deposit money for safekeeping until you need it. Use a group check to withdraw money from this account and make a group payment to EF. Record your students’ account numbers on a copy of the group check form. EF will need this information to keep track of individual payments.
- Contact your EF Tour Consultant: If you have any questions or need help organizing your event, your tour consultant can help. Give your tour consultant a call anytime at 1-800-457-9023.
Keep fundraising
As you continue recruiting students and fundraising for your trip, make sure new participants know about past and future fundraising efforts. Schedule a fundraising meeting every few weeks to track progress and generate new ideas. Don’t forget to celebrate your fundraising successes as well!