A Comprehensive Guide to Running Effective Booster Club Fundraisers all Year Long

If you are a student or have a student living in your home, you’ve probably heard of the Booster Club. You’ve probably also heard the phrase “tight budget.” No matter where you live or what kind of educational institution you or your student attend, budgets are limited for extracurricular activities. Whether it’s football, tennis, art class, or choir, extracurriculars are expensive.There are uniforms to buy, meets to fund, and snack bars to stock-none of which are cheap.

This is where the Booster Club comes in. This is where the Booster Club shines!

TheBooster Club is a nonprofit organization that’s all about helping athletic teams and clubs make those tight budgets work. They are usually run by the parents of the students they serve and a few generous community members. By  running snack bars and spirit-wear booths and organizing fundraisers, the Booster Club helps students raise money for their extracurricular activities. Without them, students are left with limited or even non-existent funds and no direction for how to obtain them.

As you can see, fundraising is the most important role of Booster Club members.Not only do they help organize fundraisers like wrapping paper sales, carwashes, and silent auctions, but they are probably the ones selling merchandiseat your events. They make sure everyone has a team sweatshirt and car decal.The Booster Club is the only entity standing in the way of your team or cluband the graveyard of clubs canceled due to budget cuts.

Why?Because they care about your team or club as much as you do.

So, if you need fundraising ideas, marketing strategies, or a plan for navigating those tricky IRS regulations, you’ve come to the right place. We’re going to help your Booster Club be as effective as possible this season with a few simple tricks you can implement right away.

Establishing Leadership: The Building Block of Successful Booster Club Fundraisers 

Like any club or team, not all Booster Clubs are the same. They will have varying degrees of participation, efficacy, and results. While you can’t necessarily control the outcomes of your fundraisers or the number of volunteers you’ll have, there’s much you can do to make sure your Booster Club is thriving and effective.

One of the most important aspects of an effective Booster Club is the organizational structure. Filling each role and designating jobs will ensure your meetings and events run smoothly and as planned. Designating roles also helps the workload to be evenly divided. Nothing sabotages a fundraising campaign faster than burnout.

The main leadership roles you’ll need to fill for your Booster Club are:

President: The president is the leader of the Booster Club and is responsible for its success. He or she is expected to attend every meeting and fundraiser, set the club's tone and ethical foundation, and fill volunteer vacancies. The president also acts as a liaison between the Booster Club and school administrators.

Vice President: As with all good teams, the president needs a VP. The vice president helps to reduce the workload of other executive members by taking on some of their responsibilities. They may also be responsible for planning activities and programs for students and parents, and helping the president plan the school year's event calendar.

Secretary: The secretary is a member of the executive board and records the club's official business. This includes preparing agendas for meetings and taking minutes of board meetings.

Treasurer: When money is involved, it’s crucial to have a trusted treasurer. The treasurer is responsible for the Booster Club's financial accounting, including maintaining bank accounts, providing financial reports, and collecting dues. A co-treasurer may also be involved, working with the treasurer to process reimbursements.

Booster Club leadership roles are typically filled by election or appointment. If you have an established Booster Club, you can fill an open slot by allowing members and volunteers to cast votes. If your Booster Club is just starting out, you’ll want to appoint someone as president to get the ball rolling.

The Booster Club president can be the founder of the club or someone the founder deems worthy of the task, but remember, this is possibly the most important role of all. The candidate should have a firm understanding of the Booster Club’s bylaws, the mission of the organization, and familiarity with organizing fundraising events.

Once you fill the role of president, you may find it easier to appoint or elect candidates for other leadership roles. Then, with your managers in place, you’ll be ready to support the clubs and teams of your community properly and effectively.

Innovative Fundraising Ideas for BoosterClubs 

Now that your Booster Club is established, you’re ready for the fun part: fundraising ideas! You’re probably familiar with the classics like wrapping paper sales and car washes, but don’t let the familiar (and boring) dampen your creativity. There are plenty of fundraiser ideas that will motivate your team to raise those crucial funds. We’re going to share a few of our favorites below.

GoFundMe. This probably isn’t the most creative fundraiser, but GoFundMe works for a reason. It’s great for teams, clubs, or even individuals. If you have a good cause that needs money, GoFundMe is for you. All you have to do is set up an account, tell your story, add a few pictures, and go live! This is a great virtual fundraiser for organizations that have out of town supporters who aren’t able to attend live events.

Virtual galas. If you’re looking for an interactive online fundraiser that does more than just ask for donations, a virtual gala is an excellent option. With a resource like PayBee, you can host an online event that’s accessible for all donors, no matter their location. Schedule a demo today to see how PayBee can help you raise money for your team or club.

Playball. Your athletes aren’t the only ones who enjoy playing a pickup game of baseball or football. You could host a ball-game fundraiser that anyone with a ticket can participate in. It could be parents vs. students, parents vs. faculty, or whatever mashup would get your team excited!

Challenge fundraiser. Remember those ice bucket challenges that took the internet by sstorm? You can apply that to any type of challenge to raise money. All you have to do is pick a challenge (like dumping cold water over your head), make it public, and take up pledges with the challenge as an incentive. People will be excited to support your team and watch you do something funny or uncomfortable.

Garage sale. We all have junk lying around. Why not sell it for a good cause? Invite the team’s families and community members to bring their items to the schoolyard and sell as much as you can. All proceeds go to your team or club, and people get to declutter their homes. It’s a win-win!

Restaurant night. Restaurant nights are a great way to raise money while supporting local businesses. Find a restaurant in town that will sponsor your team, invite your friends on the designated night, and a portion of all sales will go to your cause.

Trivia night. Who doesn’t love to show off their knowledge? Trivia night is a fun way to get families together and show off your skills. Sell tickets to the event and have a bake sale or snack bar to bring in additional revenue.

Cooking/baking competition. Anyone can host a bake sale, but how about a cook-off? Invite the cooks and bakers in your life to make their best pie, bread, barbecue, or chili, and sell tickets to the event. The winner gets bragging rights and you get funding for your team!

Hosta dance. Times may change, but kids still love dances. Booster Clubs often host proms and homecomings, but you can have a dance any time of year to raise money. Pick a theme, string up some decorations, and kids will be excited to buy a ticket.

Digital and Social Media Strategies for BoosterClub Fundraising 

Once you’ve chosen your fundraiser, it’s time to start advertising. While newspaper ads and street signs are good ways to spread the word, there’s a better way to raise awareness for your event: social media.

Yes, social media isn’t just for posting pictures of your vacation. It’s a great place to share about fundraisers and events so you get the most out of your campaigns. Plus, it’s fast, reaches a wider audience than traditional advertising, and it’s free! A couple of our favorite social media platforms are Facebook and Instagram because most community members use at least one of them and you can sync the accounts. That means you don’t have to spend extra time posting on each account-you can kill two birds with one stone!

You don’t have to be a tech wizard to utilize these platforms. You probably have someone in your club who knows their way around a computer. Pinpoint this person and all they have to do is:

1. Make an account. You’re going to be hosting a lot of events, so your Booster Club should have its own Facebook and     Instagram page (remember to sync your accounts!).
2. Share about the event. In the weeks and months leading up to the event, make sure to share, share, share. Include as many     details as possible to get people excited. If your event is virtual, make     sure to share the link on the day of.
3. Add photos. Sharing photos from your event     will make people excited for your next fundraiser. Bonus points if you can     share what the money was used for. People are interested in what your team     is doing!

In addition to social media, email chains are an effective way to keep in touch with donors. When you host an event or fundraiser, collect attendees' email addresses at check-in. Then, recruit someone to write a monthly newsletter to keep everyone in the loop.

Engaging the Local Community 

Booster Clubs are some of the oldest nonprofit clubs still in practice today, and for good reason. They exist to serve the community, support athletes and clubs, and bring value to their supporters. For this reason, they are beloved by their communities, and communities love to support them. So, when you start looking for donors, volunteers, and club members, you don’t have to look much further than your backyard.

For starters, be sure to include community members in the club and encourage them to run for a leadership position. No one will be more excited to host an event than someone who will benefit from the proceeds! Plus, community members know what the needs are. They know which team is short on funds, who needs new equipment or uniforms, and which facilities need a good spruce.

Local business owners are also very generous. So, if a team needs sponsoring, ask a local restaurant or store to supply jerseys. If someone needs a new piece of equipment, you may not need a fundraiser. You might just need the right business owner! They’ll be happy to provide the need in exchange for a plaque or banner advertising their business. And don’t forget the restaurant nights we talked about earlier. Local restaurants will be excited to host a team night in exchange for new patrons.

When Booster Clubs partner with the people around them, the community feels a little stronger. A little closer. There’s nothing like pouring back into the community that shaped you, and you might be surprised how eager your neighbors are to support your cause.

Legal and Financial Considerations for BoosterClubs 

Perhaps the most intimidating aspect of any organization is navigating the legal landscape of your finances. What kind of paperwork do you need to file with the IRS? Do you pay taxes? What exactly is tax-exempt status, and do you qualify? Don’t worry, we know it can be confusing and we’re here to help.

The good news is that Booster Clubs qualify for 501(c)(3) (tax-exempt)status with the IRS. All you have to do is file paperwork with the IRS detailing your club's mission. Because you exist to enrich your community and will receive no personal gain from any money earned, you will be exempt from all state and federal taxes. That means more money for the teams and clubs you support!

You will still, however, have to file paperwork with the IRS at the end of the year showing exactly what money you earned and how you used it. The best way to ensure financial transparency and protect your tax-exempt status is to keep detailed records of everything your Booster Club does. Keep records for each fundraiser you hold, each dollar you earned, how you spent your money, and every single receipt. If you need help, don’t hesitate to reach out to an accountant or financial advisor. They are trained to navigate IRS regulations sand will keep your organization running smoothly.

FAQS 

 
1. What  are some effective ways to recruit and retain volunteers for Booster Club      activities?

Probably the easiest way to find enthusiastic and reliable volunteers is to look for people who have a stake in the outcome of the Booster Club’s efforts: parents. Parent volunteers have long since acted as the backbone of these organizations because their families have the most to gain from its success. Send a Booster Club representative to all the kick-off meetings for teams and clubs, pitch your mission and plans, and you’ll be sure to gain at least a couple of new members each time.

 
2. How  can Booster Clubs use social media to increase visibility and fundraising      results?

Social media is a great way to advertise your events and fundraisers. The reach is wider than typical advertising campaigns like signs and newspapers, plus it’s free! All you have to do is make an account for your Booster Club, post some pictures, and start sharing about your events.

 
3. What  are the best practices for managing and reporting Booster Club finances?

Keeping thorough records of every dollar raised and spent will make end-of-year reporting a breeze. If you’re feeling overwhelmed by the legal obligations of maintaining a 501(c)(3), don’t hesitate to employ the help of a tax advisor or financial expert.

 
4. What  digital tools are most effective for Booster Club fundraising and why?

Socialmedia platforms like Facebook and Instagram are a great way to advertiseupcoming events. If you’re looking for a fundraising platform to reachout-of-town supporters, Paybeehas you covered.

 
5. How  can Booster Clubs create partnerships with local businesses to enhance      fundraising?

Booster Club fundraisers are the perfect opportunity to deepen community ties. Don’t be afraid to approach local business owners and ask for sponsorships, donations, or to host a fundraising night. They’ll be happy to pour into their community, plus they’ll get valuable advertising for their business.

Don't Hesitate to Join or Start a Booster Club

If you’re considering starting or joining a Booster Club in your community, you’re already on your way to success! The Booster Club has a long-standing reputation for engaging the community and supporting valuable teams and clubs. Without Booster Clubs, students would miss out on the opportunity to build their confidence and be a part of something bigger than themselves. By being a part of the Booster Club, you’re part of that too! So, don’t be afraid to jump in, run for office, connect with local businesses, and run a killer fundraiser.