A small fundraiser is easier to organise when its purpose, spending and jobs fit on one page. Start with one manageable activity and the school or PTA's agreement. This pack helps you record the plan, share short volunteer shifts and work out the proceeds after costs.
Fundraiser proceeds calculator
Estimate proceeds for one price of sale. Use actual figures afterwards to check the result. All amounts are pounds.
The interactive activity needs JavaScript. Use the downloadable printable pack instead.
Agree what the event is for
Write a specific purpose and find out who at the school or PTA approves the event, budget and use of the money. Confirm the location, time, available equipment and who is responsible on the day before asking families to contribute.
Choose a format the available adults can actually run. A small book stall or a single craft table may be more manageable than a fair with several activities. Avoid making attendance or spending feel compulsory; people can help in different ways, including simply sharing information.
List costs before choosing prices
Write down purchases, venue charges if any, printing and payment fees. Donated items may cost nothing in cash but still need collection and storage. Keep estimates separate from actual amounts so you can see what changed.
The calculator uses expected paid sales multiplied by the price, plus donations, minus costs. This is a planning estimate, not a guarantee. It does not handle tax, refunds or different product prices automatically; combine these accurately or calculate each stall separately.
Give each job an owner
Use the rota for setup, welcoming, running the stall, handling payments and clearing away. Write short shifts and a named adult lead rather than hoping someone will cover every gap. Children can help with suitable tasks under adult supervision.
Follow the school's safeguarding, cash-handling and event procedures. If food, prizes or other regulated activities are involved, get the organiser to check the relevant requirements before advertising. This pack is a planning aid, not an event permission or compliance checklist.
Make the signs easy to read
A stall sign should show what is offered, the price and what the money supports. Keep payment instructions simple and use only the payment methods approved by the organiser. Put ingredient or other required information where the responsible organiser specifies.
The printable provides blank sign panels and a volunteer rota. Keep volunteers' private contact details off public copies. Arrange shift reminders through the school or PTA's usual channel.
Count, record and report back
Reconcile money and expenses using the school or PTA's process, with the agreed adults responsible. Record the actual income, actual costs and the resulting proceeds. A busy stall can still raise little after costs, which is useful to know next time.
Thank contributors and share the final amount and its purpose once confirmed. Keep one note about what worked and one about what you would simplify; the next organiser should not need to start from scratch.
