• Two-Four Months Before (Planning Stages)

    *Be sure to have had some e-mail or phone communication with the fundraising company.

    *Be sure you know your upcoming dates.

    One Month Before

    *At this point, you should have had numerous communications with the fundraising company and most likely will have received the paper information you need to run the fundraiser. If not, we recommend contacting them and discussing the dates.

    Week of the Fundraiser Beginning a)Make any necessary copies that need to go home. The PTA has paper, a copy code and Linda Baranowski, in the office, can provide you with the current number of children for each teacher. You can do this during the daytime, just be aware that teachers will be trying to make copies also and we try to let them in if they need it. You can make copies until about 3:45pm. If this is a problem, you may want to delegate it to a volunteer or give me a call to make different arrangements.

    b) Write a post on our Blasdell Elementary PTA Facebook page letting people know that the fundraiser information will be coming home in their child’s bookbag that week. (Aren’t on Facebook? Let us know, we’ll post it for you!)

    c) Send an e-mail to ptablasdell@aol.com – we’ll forward it to the masses!

    One to Two Days Before Fundraiser Info. Goes Home

    *Send an e-mail to ptablasdell@aol.com addressed to the teachers. We will forward it to all the teachers who will receive it. It should tell them the following things:

    a) The name of the fundraiser that is going home tomorrow.

    b) What they will be receiving in their mailboxes or what will be delivered to their classrooms.

    c) Where to send it when it is handed back into them. (PTA Mailbox is fine.)

    d) When the fundraiser ends.

    **This communication is a KEY component to a successful fundraiser. If the teachers have no idea what they are supposed to do with things they get, it doesn’t go as well.**

    *Separate all fundraising packets into the number amount for each teacher. Rubber-banding each teachers’ students' sets will be helpful for your delivery.

    *Mark each set of packets with the teacher's name and room number. This will also help with delivery around the school the day of.

    *Teachers will only pass these out to the children. If there is something that should be written on each form, that is not the responsibility of the classroom teachers, be sure you have filled out everything that needs to be filled out.

    Start Date

    *Typically, there are folders or larger sets of papers with fundraisers and they won’t fit into the teachers’ mailboxes. Therefore, you will probably need to deliver around the school. During announcements is probably the only time this will not be allowed. (8:55-9:10) Between 8:15-8:45 is the best time. Teachers are working to prepare their rooms, so a quick drop off prior to the student's arrival is best. If you have to do it during the school day, please be aware that instruction should not be disturbed. You can leave each set on the teacher’s desk and they will distribute them to the children. (Since they’ll already know what’s coming based on your e-mail!) If distribution during the school day is a problem, again, reach out to a volunteer OR give me a call and I can be of assistance with this!

    *Send an e-mail to ptablasdell@aol.com to be forwarded to the parents letting them know that the fundraiser packet

    can be found in their child’s backpack. A turn in date might be a good idea in this e-mail too.

    *Post a reminder on our Facebook Page (or we can do it for you).

    During the Fundraiser

    *Send out any social media reminders about turn in dates (e-mail and Facebook)

    *Send me text reminders to check the mailbox for you. I can gather the forms and arrange to get them to you. (I will need the reminders though – don’t be bashful to text me every other day!)

    *Send home a reminder (a half sheet of paper is usually good) about the due date for orders.

    *Be prepared for a few to come in late.

    After the Fundraiser Forms are Turned In

    *Input orders in whatever way the company expects as soon as possible.

    *Contact Nicole Sweeney (our Treasurer) to get her the money and checks. nmsweeney0626@gmail.com

    *Get the word out regarding the expected day of arrival and pick up via e-mail and Facebook. Be sure to let everyone know that this is an “expected” day of pick up and that once you have confirmation of pick-up date you will let them know. (People ask about pick-up and arrival dates often. Getting the word out first is easier than answering questions.)

    *Once you have an arrival date, be prepared to determine a pick-up date/time for people who ordered. Typically, we can ask to have the cafeteria for about 2 hours one evening for people to come in and pick up their items. Let me know what date you are looking at and I will take care of reserving the cafeteria for you.

    *Once you know the exact date and time of pick-up, send home a letter (half sheet is fine) letting everyone know. This information should also be sent out via e-mail and posted on Facebook and Twitter. The more people know about it, the less likely you are to have leftovers after the pick-up date.

    *Be at the distribution night early to separate orders and have things ready. We suggest that you have people sign something (typically a receipt that you will receive) that they picked it up. Covers you and them!

    *Be prepared when there is a missing item. Assure the parent you will look into it right away and contact your representative immediately. They will typically get that item out to you within a day of your call.

    Have fun! You are awesome just for volunteering and your time and dedication are more than appreciated! These are just tips – you don’t have to do what is written above, they are just suggestions on timelines based on past successes. Contact me anytime with questions, concerns or worries. I’m here to help and if I don’t know the answer I will do whatever I can to find it! This all may seem overwhelming, but I hope, in the end, it is helpful to have a plan of what needs to be done prior to the event taking place. After planning your event, if there is something that I missed in the tips – let me know so I can add it for future use.

    President: Heather Caligiuri (call or text)716-289-0624; hmo0624@yahoo.com  

    Fundraising Chair: Lizzii Young (call or text)716-997-5055; lizzi.young@gmail.com 

    ptablasdell@aol.com