Running a school fundraiser can feel daunting, especially the first few times. Between sourcing prizes, organising volunteers, and keeping momentum high on the day, it’s easy to feel as though you’re starting from scratch each year.
After helping with our own children’s school fundraising (and speaking to other PTAs), we’ve gathered a handful of habits that keep events smoother, more enjoyable, and ultimately more successful. Here’s what’s made the biggest difference.
1. Think Long-Term, Not One-Off
When we first started supporting PTA events, every fundraiser felt like a blank slate: new prizes, new sponsors, new everything. It worked, but it was exhausting. The real breakthrough came when we focused on building relationships that lasted beyond a single event.
Last year, while on maternity leave, my wife decided to get proactive about prize sourcing. She picked up the phone, popped into local shops, and explained exactly what the school was fundraising for. Some businesses were incredibly generous, others offered smaller tokens, and plenty said no. But that persistence built connections we never would have uncovered otherwise.
We also asked other parents about contacts at larger companies offering charitable donations. Through one introduction we secured a golf day worth close to £1,000 — a showpiece auction prize that lifted the whole total.
Lesson: treat donors as long-term partners. A heartfelt thank-you or a quick photo showing how funds were used can turn a one-off gift into an annual tradition.
2. Keep a Donor Journal
Your “journal” can be as simple as a shared Google Sheet. We jot down:
- Who donated
- What they gave
- How to contact them
- When we last thanked them
That tiny bit of organisation saves hours later. If a business changes staff or ownership, you still know who to speak to, and you can quickly spot which prizes landed best with families.
3. Match the Prize to the Format
The right prize in the right setting makes your fundraiser feel instantly more professional. Some prizes sparkle in a raffle, while others deserve the spotlight of an auction.
| Type of Prize | Best Format | Why It Works |
|---|---|---|
| Everyday treats (wine, gift sets, shop vouchers) | Raffle | Encourages impulse buys and keeps tickets affordable. |
| High-value or unique experiences (meals out, golf days, theatre tickets) | Auction | Builds excitement and friendly competition. |
| Personal or school experiences (“Headteacher for a Day”, “Reserve the car park space”) | Auction | Taps into emotion — parents often bid big for these. |
| Themed bundles (“Family Night In”, “Pamper Hamper”) | Raffle | Makes smaller items feel special when combined. |
A handful of standout auction lots backed by plenty of raffle-friendly treats gives you the best of both worlds.
4. Thank Your Donors Publicly
A personal thank-you note is vital, but a public shout-out on the PTA’s social channels goes further. Tagging businesses gives them extra visibility and shows prospective sponsors that supporting your school gets noticed. It’s a small gesture that makes next year’s outreach much easier.
5. Learn From Other PTAs
Every community is unique. Some schools swear by quiz nights with silent auctions; others lean on Christmas raffles or online summer fairs.
Since launching Aucly we’ve watched what works elsewhere. Events that champion local businesses tend to draw the most engagement, repeatable formats (like an annual spring auction) grow stronger each year, and online options bring grandparents and distant relatives into the fun.
6. Make It Easy to Stay Organised
PTA volunteers are juggling work, family, and the rest of life. Shared folders for prize lists, reusable thank-you email templates, and online platforms such as Aucly for managing bids and payments keep things manageable without feeling corporate.
The goal isn’t to add bureaucracy — it’s to give everyone the headspace to focus on community.
7. Keep the Human Touch
Even with great digital tools, the most memorable fundraisers feel personal. Mention donors by name, share stories about how the money was used, and include photos from past events.
That storytelling connects people to the cause — and that’s what keeps them coming back to help again.
Final Thought: The best fundraisers aren’t necessarily the biggest — they’re the ones rooted in community, gratitude, and lessons that carry into the next event.
These are the approaches that have helped our PTA raise more each year, and they echo what PTAs across the UK are discovering too. If you’re planning your next raffle or auction, we hope a few of these ideas help — and if you want an easier way to run the online side, Aucly is designed to make that part effortless.