How to Start a Fundraiser: A Step-by-Step Guide

Starting a fundraiser can feel overwhelming if you haven't done it before. There are decisions to make, people to coordinate, and a nagging fear that nobody will buy anything. The good news is that most successful fundraisers follow the same basic steps, and once you know what they are, the whole thing becomes a lot less stressful.

Here's how to go from "we need to raise some money" to actually doing it.

1. Define your purpose and set a goal

Before you do anything else, get specific about why you're fundraising and how much you need. "We need new sports gear" is a start. "We need $2,400 for new junior rugby jerseys by the end of Term 2" is something people can rally behind.

A clear goal with a deadline gives your campaign urgency and makes it easy for supporters to understand what they're contributing to.

Here's a simple formula for setting a realistic target:

Number of families x participation rate x average order = goal

So if your school has 200 families, you expect 40% to participate, and the average order is $30, that gives you $2,400. Adjust the numbers based on what you know about your community. If you've run fundraisers before, use your past participation rates. If it's your first time, 30-40% is a reasonable starting assumption.

2. Get the right approvals

If you're fundraising through a school, you'll likely need sign-off from the PTA or board of trustees. For sports clubs, check with your committee. This isn't just bureaucracy. It protects everyone involved and makes sure you're not clashing with another fundraiser already in the calendar.

If you're planning to sell homemade food items, look into food safety rules for your region. In NZ, occasional fundraising sales are generally low-risk, but it's worth checking your local council's guidelines. In Australia, each state has its own food safety requirements for community fundraising.

If you're an individual fundraising for a personal cause or project, you can skip this step entirely. Just make sure your campaign page clearly explains what the funds are for.

3. Form a small team

You don't need a committee of twenty. Three to six committed people is the sweet spot. Assign clear roles: someone to manage orders, someone to handle promotion, someone to coordinate delivery or pick-up. When everyone knows their job, things get done without the "I thought you were doing that" problem.

4. Choose what you're selling (or set up a crowdfunding page)

For product fundraisers, pick something in the $10 to $25 price range. That's the zone where people buy without overthinking it. Pies, cookie dough, cheese, candles. Whatever you choose, make sure it's something your community actually wants.

If you're not selling products, a crowdfunding campaign works just as well. Set up a page, tell your story clearly, and let people contribute what they can. This works well for sports trips, medical expenses, community projects, or personal goals.

5. Pick your timing carefully

This matters more than most people think. The sweet spot for school-connected fundraisers in NZ is weeks 2 through 5 of any term. Avoid the first week back (everyone's still settling in) and the last two weeks (people are winding down and wallets are already stretched from end-of-term activities).

In Australia, terms vary by state, but the same principle applies. Mid-term is your friend. Avoid school holidays, public holiday weekends, and December entirely.

For non-school fundraisers, avoid running your campaign over long weekends or during major holiday periods when people are away.

6. Keep it short

Two to four weeks is the ideal campaign length for product fundraisers. That's long enough for people to hear about it multiple times and place an order, but short enough to maintain momentum.

Beyond four weeks, engagement drops off. People start thinking "I'll do it later" and then forget. A tight deadline creates a reason to act now.

7. Promote more than once

The single biggest mistake fundraisers make is announcing their campaign once and then waiting. One post, one email, one newsletter mention. That's not enough.

Plan for multiple touchpoints. A launch announcement, a mid-campaign update showing progress toward the goal, a reminder in the final few days, and a last-chance message on the closing day. Each message should be slightly different and give people a reason to pay attention.

Most people prefer giving directly through a fundraiser's own page rather than navigating a third-party platform. Make sure your link is easy to find and easy to share.

8. Make payments easy

Digital payments are non-negotiable in 2026. If you're asking people to find cash or write cheques, you're leaving money on the table. Your fundraising page should accept card payments at minimum. Bank transfers are fine as an option for those who prefer them, but don't make them the only way to pay.

The easier it is to pay, the more people will follow through. If someone has to leave their couch to find their wallet, you've already lost half of them.

9. Fulfil orders and close the loop

Once your campaign closes, move quickly on fulfilment. If you're selling products, get orders to supporters within a week or two of the campaign ending. Nothing kills enthusiasm for next time like a three-week wait for a box of pies.

10. Thank your supporters

Send a thank-you message that tells people what was achieved. "Thanks to everyone who ordered, we raised $2,400 and the new jerseys are on their way." People want to know their money went somewhere real. This also sets you up well for next time, because supporters who feel appreciated are more likely to buy again.

Common mistakes to avoid

A few things that trip people up:

• Vague messaging. "Support our fundraiser!" doesn't tell anyone what they're supporting or why. Be specific about the goal and what the money will do.
• Running too long. A six-week campaign sounds like more time to raise money, but it actually means less urgency and more fatigue. Stick to two to four weeks.
• Single announcement syndrome. One mention is not a campaign. Plan for at least four communications across the fundraiser's duration.
• Bad timing. Launching in the last week of term or the week before Christmas is setting yourself up to fail. Check the calendar before you commit to dates.
• Unrealistic goals. If your school has 100 families and you're targeting $10,000 from a single pie fundraiser, you'll be disappointed. Use the formula above and be honest about participation rates.

Getting started with Raised

If you're in New Zealand or Australia and looking for a simple way to run your fundraiser online, Raised handles the whole process. Set up your campaign, share your page, collect payments, and track progress in one place. Whether you're selling products or running a crowdfunding campaign, it takes about five minutes to get started.