How to Budget Wisely for Fundraising Success

Creating a budget is essential for any project, and that is just as true when it comes to fundraising and budgeting in parent-teacher associations (PTA). PTA groups are designed to help enrich a child’s educational experience by providing support, encouragement and funds to supplement the classroom. How should PTA’s wisely and responsibly create a budget for the year? Read on to see what steps PTA’s should consider when budgeting funds.

Effective budgeting means mindful thinking. Create a list of goals and ambitions for the year. Establish what is financially feasible, and develop a written portfolio, a detailed spreadsheet, a map of financial funds and goals - whatever it is that your PTA finds necessary to meet your financial goals. Whether for reception funds at concerts, field trip funds, or for special group interests, you will want to be well prepared for the year’s activities and needs.

Learn from last year’s successes and mistakes. Study treasurer’s reports and budget from previous years to determine how well the budget met the association’s needs. Maintain connections with organizations your PTA partnered successfully with last year to ease any planning processes for the current year.

Keep the necessary, trim the non-essential. Determine projected financial needs while taking into consideration what funds are needed for approved programs, projects, events, and development. Develop trustworthy sourcing for these funds to meet all the requirements necessary.

Begin forming a budget. From here, a PTA can begin developing a budget, one that includes allocated expenditures for the remainder of the year, existing funds, and plans for obtaining funds. Make sure to include ample adjustment room funding as well, otherwise known as an emergency fund.

Don’t resist the urge to update. Whether an event went more successfully than you imagined or an unfortunate emergency arose, return to your budgeting process and readjust to make the most of your funds. Keeping a watchful eye on one budget can mean allowing for more space and leverage on another, so don’t assume funding cannot be moved around.

Mindful and effective budgeting can help you take your goals to the distance. For more resources, check out these articles from Parent Teacher Organizations Today for more information.

Fundraising Success is Measured in More Ways Than One

Fundraising goes beyond catalogues and order forms, so measuring the success of your efforts shouldn't be based solely on the amount of money raised. When starting your fundraiser, consider the success and types of past fundraising efforts, incoming generations of students, your community and socio economic environment and the user-friendliness of your fundraiser. These factors combined will help you determine how successful your efforts are and will also help you identify areas of improvement for future initiatives.

A Learning Experience
Although a fundraising event may not be profitable the first year, it doesn’t mean that it was not successful at all. Perhaps you tried a different strategy and it wasn’t as successful as your first. Making a profit is a learning experience. You have to find the knacks that work for you and your team along the way. Through experimenting with different types of fundraisers, you will be able to determine the preferences of your audience.

Incoming Grades
The culture of incoming grades can determine the success of an event. They can either “make or break” a fundraising event. It is evident how different cultures’ grades can be - some have involved young minds ready to participate in all schools events while others struggle to get students involved. The key idea is to make your students want to be involved. The more inclined they are to support a cause they are passionate about, the more successful your event will be.

Community Involvement
The socio-economic status of community members around you can play a role. Students rely on the support of their community to fundraise for schools. You must find a cause that a majority of people will want to support. You will find that most groups are unable to discover which fundraisers work best without first deciding which packages intrigue supporters.

Make sure to investigate the timeliness of your event. If other fundraising activities are happening in town at the same time, it can be detrimental to the success of a fundraiser. Most people are only able to support so much at a time, so make your event the one they want to support.

User-friendly = Supporter-friendly
Was the ease of the program you chose user-friendly? Most companies sell the packages and assign you to complete everything else. You need to find a company that cares about your success. One that has a sales representative that strives to make your event as successful as you dreamed it would be.

Meadow Farms Fundraising offers an exceptional staff to help make your event successful. We are here to provide an easier, yet rewarding experience. Meadow Farms offers nine fundraising event packages - something for everyone. When you choose Meadow Farms Fundraising, you can rest assured that your campaign is being supported by an elite team of professionals, dedicated to providing you with the best service in our industry.

5 Things You Need to Know Before Your Color-A-Thon:

Color-A-Thon is a great event for students and adults of every age. This 3K race/walk is a color craze that allows your group to have a successful fundraiser that benefits your school. Before you start, check out these 5 things you must know before you start your School-A-Thon event planning!

1. What is a Color-A-Thon? Color-A-Thon is a colorful fundraising event that the entire family can enjoy. Students are not required to go door-to-door when fundraising. A School-A-Thon representative will walk you through the entire event set up process.

2. Who Can Participate? Everyone is able to participate in a Color-A-Thon Event- this is a fundraiser that the entire family can enjoy together. Even if you’re not into running, you can walk, skip or strolldown through the course!  

3. What Should You Wear? Not sure what to wear for the Color-A-Thon race? Color-A-Thon recommends that you wear a bright white so can show off your tie-dye shirt at the end of the course. We recommend coordinating the rest of your outfit with neon socks, headbands or wristbands. If you are with a group of people, try organizing a theme for everyone to follow.  

4. What is the Color Blast Dust Made of?
Color-A-Thon has an eco-friendly, non-toxic, plant-based powdered dye that is washable. Although, if you have a participant in your group that has asthma or dust allergies, Color-A-Thon recommends that you limit their exposure to the dust.  

5. Are there different types of Color-A-Thons? Yes, there are two different types of Color-A-Thons; choose from donation-based or entrance fee-based events. When you speak to your School-A-Thon planner, they will be able to find the best event for your organization.

To get started, pick your event date, plan, promote and have fun in full color! For more information about Color-A-Thon, visit them on Facebook.

10 Tips for Promoting Your Fundraising Event

We have run over 20,000 fundraising events. In our professional experience, we know how crucial publicity is to the success of your event. It doesn’t matter how noble the cause or how organized you are…if people don’t know about your fundraiser, your participation will be affected.

With that said, we’ve put together a list of 10 thoughts to get you thinking critically about your event, which will hopefully lead to a ton of success.

1. Focus on the benefit of the fundraiser.
2. Remember - parents, teachers and community members are more likely to participate if they truly understand how money raised will be used for the school. 
3. Along the lines of #2, highlight the benefits your students will receive as a result of the fundraiser.
4. Remind people of what great gifts fundraisers items are; for example, encourage them to shop now for the holidays and beat the store crowds! 
5. Parents should be notified if you choose to extend your sale. Send a flyer or letter home and keep them up-to-date.
6. To get the most awareness and participation for your fundraiser, consistent communication with your supports is key. It’s going to take more than just one flyer to get your message to hit home. People may plan to join in, but as per usual, we all get busy and forget. A gentle reminder may really be appreciated and give your group a better chance for success!
7. Consider parents who may have formerly had their children attending your school. They may really want to support your fundraiser – but will only have the chance to do so if you let them know about it. 
8. If your school, PTO or other group has a newsletter, make sure to include your fundraiser in the news/events bulletin.
9. Create a special posting on your Facebook page dedicated to your fundraiser. 
10. The principal or teacher who gives the morning PA announcements can keep your school updated on the progress of the fundraiser. Even better? Let the students who have raised the most give the morning announcements!

Of course, these are just a few ideas on how you can spread the word about your fundraiser. If you have any questions, our team is here to help. Good luck and go raise those funds!

Buy Local, Made Local

Here in Massachusetts, we’re extremely fortunate to be surrounded by businesses with creative and unique products. And, few things illustrate this quite as well as our Buy Local campaign, featuring products from Massachusetts, Vermont, Rhode Island and Maine.

Being a local business ourselves, we believe it’s important to support local businesses, and that’s why we started a campaign for local, sustainable products! Now Buy Local is not a traditional fundraising campaign as the products we offer are ALL the same price or similar in price to what one would pay in retail stores. That being said- here are some of our favorites.

Delicious Delights:

Our delicious delights section is filled with naturally made goodies, perfect for people of all ages. Whether you’re partial to sweet, salty or fruity, we have you covered. 

Distler’s Pretzels

First, you have to try Distler’s Pretzels, made in Vermont. These pretzels were created in 2008 by a middle school student as a school project to benefit the community. There are two different flavors -ranch and spicy.

You might also want to sample the offerings of Hilliard’s House of Candy, created in Massachusetts. These bars are made with softened, buttery caramel, layered with fresh Georgia pecans, between luscious milk chocolate. And, they come in a decorated tin!

Hometown Favorites :

VT Signature Sauces

The title says it all. Instead of going to the grocery store to buy your standard, big-label products, try these unique and tasty soups, dips, and sauces, made near you!

The VT Signature Sauces will turn your dinner into an unforgettable experience. They’re blended with basil pesto, white wine and cream, perfect for any kind of pasta. They’re also gluten-free and vegetarian friendly!

‘Cook-in-the-Kitchen’ with these gourmet mixes made in small batches with only all-natural, preservative free ingredients from New Hampshire. Choose from Cheesy Garlic Dip, Maple Spice Fruit Dip and French Toast Spice, and your meal will come alive in minutes.

Fun for the Whole Family:

Eco-Kids Products

Have you ever heard of Eco-Kids? If you haven’t, you should. Eco-Kid products, created by a family from Maine that began with a molding dough recipe from grandma, transformed into all natural ingredients. For example, Eco-Kids eco-crayons are designed from rocks in the family’s garden. The earthy colors are made from 25% beeswax and 75% fruit plant and vegetable extracts.

If you’re looking for a perfect gift for your mother, daughter, or grandmother, check out the Charmed Star Bracelet. This fine jewelry piece is made in Rhode Island that will capture the beauty of the stars in your hand. An adjustable Silverstone wire bracelet holds a sterling silver finished star charm.

Nature's Best:

Quality Made Bird Feeder from Aspects Inc

Make your home smell wonderful and elegant with our locally made candles. The Kringle Candle Company is a specialty candle maker. Their Spiced Apple Jar Candle is made with baked apple, allspice, nutmeg, and cinnamon notes with a gentle hint of vanilla. Your home will smell like a freshly baked apple pie in no time!

Decorate your backyard with a Quality Made Bird Feeder from Aspects Inc., made in Rhode Island. This hummingbird feeder is constructed of unbreakable polycarbonate with three feeding ports. These innovative “nature” products have a Lifetime Guarantee and money raised is donated to programs that support wildlife conservation.

Our other local vendors include: 

Ipswich Bay Soap, MA

• Blue Egg Baking, MA: Baking products that are made with whole-wheat flour and grated veggies “secretly” added.
• Cabot, VT: They have won every major award for taste, including “World’s Best Cheddar”.
• Cape Cod Provisions, MA: Specialty Chocolate & Fruit established in 1996. These treats are all Kosher certified.
• Del’s Lemonade, RI: Make this soft frozen lemonade right at home with no added artificial flavors or colorings. 
• Hillard’s House of Candy, MA: Making the highest quality homemade candy for nearly 90 years. 
• Ipswich Bay Soap, MA: These soaps are 100% natural containing dried herbs, natural oxides and ultramarines, pure essential oils and fragrances. Naturally contain glycerin, a natural byproduct of the cold process soap method.
• Kathie’s SuperSeedz, CT: These healthy snack foods are vegan, gluten free, no cholesterol and no trans-fats. Natural source of fiber and very low net carbs. 
• King Arthur Flour, VT: All flours are non-GMO and made to the highest standards in the industry. In 2008, King Arthur Flour was tapped as one of the 15 Top Small Workplaces in North America.



Lucy's Granola, ME.

• Lucy’s Granola, ME: These healthy granola mixes are made with maple syrup and honey from nearby suppliers. All of Lucy’s Granola products are made, packaged and shipped from Lucy’s 1840s Maine cape farmhouse .
• N-E-R-V-O-U-S System, MA: This husband and wife are both MIT graduates who design unique science, art and technology products.
• Rosie’s Beef Jerky, VT: Family owned and operated since 1996, Rosie's Beef Jerky is made with the choicest top round beef strips, seasoned and marinated in Rosie's secret blend of spices and slow cooked to perfection 



Cabot, VT




• Spring Break, ME: The maker of Maine Maple Products. All products are organic by nature and made with pure Maine maple syrup. 2013 First place in the North American Maple Syrup Councils' maple confections contest.

• Sugar Snap Jewelry, CT: Award winning DIY jewelry kits for over 20 years. You can make earring and necklace sets that include white fresh water pearls.

These are just a few of our local businesses recognized in the Buy Local brochure. Most of these companies are small, either family or woman owned. They also give back to their communities in many different ways.

So, the next time your school holds a fundraiser, choose Buy Local! Locally made products are made from the heart. Visit our website for more information. 

Together Everyone Achieves More

Here at Meadow Farms we are dedicated to making your fundraiser a success. After all, we aren't successful unless our schools are successful so we NEED to stay current, relevant and on top of the changing times in order to continue to provide quality products at reasonable prices, and exceptional customer service. There is more to a fundraising company than what is inside the brochure…it’s the intangibles that separate Meadow Farms Fundraising from everyone else.

Before the Sale We:

• Fully assemble your sales materials.
• Provide you with an order form, catalogs selected prize flyer (if selected) and advertising posters.
• Band your sales materials together in groups of 20 for easy distribution.
•  Provide you with a step-by-step checklist where you will find valuable ideas, printout and notes to advertise your sale.

After the Sale We:

• Include a Student Correction Form in every seller’s box to report any discrepancies.
• Ship missing or damaged items at no charge (provided the item was listed on the original invoice).
• Accept late orders as long as product is available.
• Do all we can to be sure you are totally satisfied with your experience!
• Track and share your sales results online.

During Delivery We:

• Pack every order individually to the seller and label each box by seller name, teacher, and grade.
• Arrange a delivery day and time that works for you.
• Deliver with our own trucks, driven by a Meadow Farms Employee.
• Bring your products inside your school(s).
• Hand separate each order for you by teacher, grade or student.
• Be sure you are satisfied. Our drivers won’t leave the building until we have organized and counted every box.

You're a volunteer, we are the professionals, lets us take all the work out of the fundraising for you! Sign up by May 15th and your group will receive additional rewards. So what are you waiting for! Check out our newest fundraising brochures or contact us to learn more, because together everyone will achieve more!

Generate for Schools

Here at Meadow Farms we pride ourselves on making fundraising as easy as 1-2-3, that’s why we are excited to announce a brand new, never before seen ‘non fundraiser, fundraiser'. Generate for Schools (GFS), in conjunction with “First Data” Merchant Processing, is a program that requires NO selling, NO brochures, NO delivery, NO parents, NO students, NO teachers, NO picking up of product and NO volunteer efforts. The best part is this can be run anytime of the year and guarantees monthly reoccurring revenue back to your school! We know finding new money is difficult these days and this grant-style opportunity as you will discover… is a win for both the merchant and education. The concept is EASY...Get businesses, GET PAID!

Sound too good to be true? Think again! Read below to learn in three easy steps how it works:

1. Contact:
• Fill out the Registration Form and make a VIP list of 5 Businesses (folks you know, supporters or friends of your school).
• We make a list of every business in the community and then refine it to those that best fit the Program. (The full list of businesses is available free of charge.)
• Next, we send an email to both list, inviting businesses to join.

2. Connect:
• We create a custom webpage for your school. It will explain the Program to the businesses while offering a background and testimonials.
• You’ll receive a Community Engagement Report. The report will include the number of emails opened, click through, and how many times your webpage has been viewed.

3. Convert:
• Lastly, we make personal invitation by phone. GFS’s call center representatives take the time to switch businesses over to GFS.
• As each business joins, your school gets $100! That’s right, EVERY TIME!!
• Ongoing donations of $20.14 are then made automatically, each month, on behalf of each business that joins. It really is that EASY!

Now that you understand how it works, we’re sure you’re asking what the benefits are. Well here they are:

1. Benefits to Schools:
• Direct Deposits Every Month
• Entirely Automated Program and Process
• Unrestricted and Recurring Revenue

2. Benefits to Businesses:
• 10 to 30% Lower Processing Rates
• Free Ongoing Promotion
• New Loyal Customers

3. Benefits to Distributors:
• New Reason to Call Schools
• State of the Art Reporting and Tools
• No Inventory, No Ordering, & No Returns
• First of Many Programs GFS Will Offer

As you can see this is not like any fundraiser you’re group have ever done. In fact it’s not a fundraiser at all! This is truly a revolutionary school fundraising concept. Due to the nature of this it should be noted that we are only able to work with one school maximum per city or town. This allows us to maximize the profitability for your group. Contact us today to learn how you and your school can sign up for the EASIEST non-fundraiser around!

Skills Learned from Brochure Based Fundraisers

When launching a sales fundraiser, you already have a good idea of how it will benefit the school. But have you thought about how the fundraiser could end up benefiting the students and even enhancing their education?

While profits from the fundraiser will pay for, enrichment programs, technology upgrades and fund fieldtrips, which all help to enhance your child’s education, have you considered that brochure based fundraisers can help teach your child life lessons that can help them grow as individuals?

Lessons that will benefit your child in other aspects of their lives include:

•  Communicating with customers
•  Tracking orders 
•  Collecting and adding money
•  Delivering products 

From these lessons children will gain:

• Interpersonal skills
• Responsibility
• Math and financial skills 
• Confidence

Customer Service Skills
Fundraising is fun and easy for kids! Smiling, making eye contact, and speaking clearly are all skills that will help develop their success in future jobs and school activities. Fundraisers teach your child the significance of presentation, setting and reaching a goal, and having that personal responsibility.

Goal Setting
Goal setting is a great opportunity for kids to work together to make a positive contribution to their school. When they see their rewards from the fundraiser being used at their school they are going to feel a wonderful sense of accomplishment and ownership.

Brochure based fundraisers provide an opportunity for students to get involved, make a difference, and learn new things about themselves. With Meadow Farms we can help our youth in fundraising!