Even after years of fundraising, there were still problems similar to yours with our fall fundraiser. It's kind of the "nature of the beast" when you are relying on students and parents who may not have the organizational skills or complete understanding of how to do their paperwork/money properly.
We do a kick-off assembly with the students and very clearly explain what is needed in regards to the money and order forms. We provide envelopes for the students to keep all of the fundraising material/money in and attach instructions that explain all about the sale, due dates, and turn-in instructions. We let parents know well in advance through our newsletters what and when the fundraiser will be and to watch for the envelopes coming home. This year we added the incentive of winning prizes if you turned in your order/money on time with everything correct. I did have some kids who caught on to that and did a very nice job.
After turn-in, we carefully counted the money and checked each order one at a time, set aside any with problems and called the parents right away. Most took care of the issues within a couple of days. I made copies of any orders with issues remaining and we caught the rest at pick-up.
I don't know of any fail safe way to insure 100% perfection on orders-wish I did! We think it would be nice to require anyone who sends in incorrect packets to have to be in charge of fundraising the next year! That would teach them to be more diligent!
Is it any wonder that many groups have trouble finding someone to be in charge of fundraising?
This is my first year on the board with no process or procedures given to me as a fundraising person and I feel lost. We had our first fundraising and hit a few snags. We had a couple of orders missing money and missing orders with money. What are some process or procedures do other schools have in place to minimize missing money and orders that works well for your school? I would love to hear what other schools are doing in hope of getting some ideas to help me.
Thanks!
