Fundraising Ideas and Programs

fundraising tennis sports

Fundraising Ideas

Sports Fundraising Ideas

Getting Started

Programs

Fundraising Plan and Tips

Sample Letters
     Letter to Parents

Promotion and Marketing Ideas

Sample Flyers
    Tennis Tournament Flyer
    Tennis Camp Flyer
    Car Wash Flyer

Discount Cards

Pizza Cards

Phone Cards

Online Fundraising

Tennis Tournaments

Tennis Camps/Clinics

Tennis Balls

Court Signs

Getting Started

Fundraising Plan and Tips
Here are some tips to help you organize and plan a fundraiser, the more organized you (and your team) are the easier and more successful it will be to run your event.  You will also find a sample plan and letters that you can easily edit.

Setting up your plan*     

4-6 Months before the Event

  • Set your Goals; what are your goals? How much money do you need?  How will the money be spent? Can everyone involved support your goals?
  • Volunteers and or a Committee; recruit a lot of volunteers who are willing to work for the event.  You may want to set up a committee for example, three or four parent volunteers to help organize the activity and recruit any other needed volunteers. One person may take care of publicity; two may handle money collection and record keeping; and another person to manage delivery logistics.
  • Select your Fundraising program (or company); you will need to spend some time and effort with this selection.  This choice will play a major role in the success of your event.  Competing companies will need to know your group’s financial goal; the number of potential participants and their ages; and any historical information you can provide (e.g. past fundraisers, participation levels, successes and failures).

Here are some questions to ask potential fundraising companies?

  1. How many years of experience does the company representative have in fundraising?
  2. Are the program’s product/s of high quality that the organization will be proud to stand behind?
  3. What services are available to save you and your volunteers time and energy?
  4. How will the program work? Are products paid for in advance or upon delivery?
  5. Does the company understand and comply with your state sales tax laws? § How is safety addressed? Does the company discourage unsupervised door-to-door sales? Will adult supervision be stressed? How will these points be communicated to parents? Children?
  6. What promotional assistance will the company provide? (kick-off assemblies; parent letters; posters; samples for display; etc.)
  7. Is there an incentive or prize program? If so, who pays for it?
  8. How are products shipped and when? Who pays the freight?
  9. What is the policy regarding damaged or unsold product? What about back orders?
  10. Will there be a written agreement?
  11. Can the company provide references? (Be sure to call and check these references.)

Again, it’s important to remember that there are many types of fundraising programs. Not all of the above criteria may apply to your organization or the company with whom you choose to work.
Once you’ve selected the firm, set the dates and place them on a school or community activities calendar to avoid overlap within your own school or neighboring schools. It is important to clear activities and crucial dates with appropriate officials (school principal, coaches, and custodians) to avoid conflicts with other events.

1 Month before the Event - Final Planning
Contact your fundraising representative and meet with your fundraising committee to review logistics. Make a list of materials that you’ll be responsible for and those that the company will supply. Determine how many adult volunteers you’ll need to execute the fundraiser at every step. Develop a master schedule of important dates for everyone to use as his or her blueprint. Include such details as: advance promotion (press releases, newsletter articles, billboards); arrival dates for company materials; kick-off activities with students/teachers/parents; deadlines for orders/money to be turned in; reminder notices/P.A. announcements; delivery of products and prizes; announcement of results to all participants; volunteer appreciation; and a wrap-up meeting to review the entire event. Let teachers know about the fundraiser so that they may incorporate it into their lesson plans.

2 Weeks before the Event – Advance Promotion
Send a flier home to parents announcing your fundraising goal and when they can expect to receive their fundraising packets/products. Put up posters around the school and post dates on the school billboard, web site and on the homework hotline. If an open house or parents meeting is scheduled, arrange a display with product samples from your fundraising project.

2 Days before the Event – Countdown
Touch base with fundraising company, school administrators and custodians to reconfirm logistics. Gather and sort the supplies you’ll need from the company. Check in with your committee and team leaders. Call volunteers to remind them of their responsibilities and when they’re needed. Post reminders to teachers, explaining procedures, reminding them of the goal.

The Big Day – All Systems Go
This is when you start to congratulate yourself on all the careful planning. Kick-off activities, if scheduled, go off without a hitch. Appropriate materials finally go home to each family. If your particular event will last over a one- or two-week period, make your final preparations to motivate volunteers. Remind volunteers of important deadlines; the group’s ultimate goal and what progress has been made. Some families may jump right on the fundraising project, returning their order forms/money immediately. So it’s a good idea to review your process for order and money collection to ensure these early returns are accounted for. Likewise, now is the time to review your plans for product delivery first to your school and then to the end-user. Touch base with the fundraising company representative for an approximate date of delivery. Reconfirm availability of space with school officials. If parental pick-up is planned, begin scheduling times once a firm delivery date has been determined.

Product Delivery
Again, fundraising programs will vary widely. Sometimes products will go home with students. Sometimes parents will pick up the orders. There are some instances that the product may go directly to the end-user. Have enough volunteers on hand to handle products at the appropriate time, making sure there is someone to trouble-shoot missing orders. You will also need to forward appropriate paperwork (invoice, purchase orders) to your organization’s treasurer or bookkeeper to ensure prompt payment.

1 Month Afterwards – Evaluation
Did your group meet or exceed financial expectations? Are plans underway toward implementing the originally stated goal?  Communicate the final fundraising results by P.A., billboards, newsletters, parent letters, etc., thanking participants for their support. Meet with your committee to review the entire activity and any notes taken along the way to identify improvements for next year. Provide an overall report to the school principal in a brief meeting. Provide your fundraising company representative with your feedback.

Sample Letters

   Letter to Parents

 

Promotion and Marketing Ideas

Communication
Flyers
Word of Mouth
Email
Text
Twitter
Team Web Site
Sponsors
            Radio
            TV
            CTA (Community Tennis Associations)
            USTA (United States Tennis Association)

Create Excitement and Prizes
You want to do all you can to help create excitement and motivate the players on your team.  For example, you may want to have a sample of the team uniforms so players can see the colors, try on a sample and get excited about raising the money.  You may also want to offer a prize(s) for the player(s) that raises the most funds such as; a hooded sweatshirt, extra shirt or warm up, etc.

Sample Flyers
   Tennis Tournament Flyer
    Tennis Camp Flyer
   Car Wash Flyer

 

Tennis Tournaments

There are many different options for setting up a tennis tournament as a fundraiser and it can be a very successful event.  Here are some things to consider and some ideas to make things easier.

  • Use the Tennis Mixer Fixer/Tournaments section on www.highschooltenniscoach.com to set up your draws
  • Use the Draw section on www.highschooltenniscoach.com to help you decide on what type of tournament such as double elimination, compass, etc.
  • Consider both adults and juniors
  • Consider singles, doubles and mixed divisions
  • Easily edit and use the Tournament Flyer in our Fundraiser Flyer Section
  • Gain additional revenues and increase the value of your tournament with sponsors that may include products for gift bags, prizes, food and beverage, etc.
  • Also consider sponsors (cash) in return for promotions, signs, etc.
  • Review the Planning Section for other tips on scheduling, promotions, etc.
  • An easy way to facilitate a tournament and assign courts during a tournament after you have made the draw is to write all the first round matches on small cards. Use a large flat area (top of a desk) with the courts marked off.  When you assign a match to a court tack the card with the players under that court number.  As matches finish remove the card, circle the winner and record scores.  You quickly see when you have open courts and can assign another match to that court.

Tennis Camps/Clinics

There are different options for running tennis clinics and camps as a fundraiser.  Here are some tips and ideas to make things easier.

  • Use the formats and lesson plans with links to drills available on www.highschooltenniscoach.com under Lesson Plans/Clinics and Lesson Plans/Camps
  • Consider both adults and juniors
  • Add handouts and worksheets for participates, there are many samples that you can easily edit under Drills/Handouts
  • Use your team players as assistants
  • Easily edit and use the Tennis Camp Flyer in our Fundraiser Flyer Section
  • Gain additional revenues and increase the value of your camp or clinics with sponsors that may include products for gift bags, prizes, food and beverage, etc.
  • Also consider sponsors (cash) in return for promotions, signs, etc.
  • Review the Planning Section for other tips on scheduling, promotions, etc.
  • Make the clinic or camp fun and upbeat with music, games and contests!

Tennis Balls

Here are a couple of ideas that involve fundraising with tennis balls.  The first idea involves putting a company’s logo on tennis balls that you use for practice and with your clinics and camps.  Most of the major tennis ball companies (Wilson, Head/Penn, etc.) will set this up.  If your situation involves buying and using a larger number of cases of tennis balls this may be a possibility to gain revenues and to have your tennis balls paid for by a sponsor.  Think about potential local companies interested in the high school market that would benefit (and pay) to have their logo on the tennis balls that you use throughout the year.

The second idea is to sell cans of tennis balls as a fundraiser.  Your players can sell packages or cases of tennis balls.  You can pre-sell the cans and then negotiate a price from the supplier.  For example, you may package three cans for $12 and your cost may be $7.50 (or better when your order more cases)

Court Signs

Here’s a potential fundraiser that can bring in revenues year after year.  It involves displaying signs on court fences or at your courts.  You can also package this opportunity with additional promotions for sponsors such as web site banners on your site, information in printed materials, etc.

Discount Cards

Discount Cards are usually wallet-sized cards packed with a selection of prearranged discounts at local and national merchants in your area. The cards may contain ten or more special offers that save the bearer either a fixed amount or a percentage discount.
A card will often retail for $10 and provides for almost unlimited usage of the special offers. The only exception is when you custom design a card to feature a special one-time only discount from a sponsoring merchant.
This type of premium offering is often worth half the purchase price all by itself, such as a $5 discount from a national oil change company.
Other examples include free drinks with a fast food order, $1 or more off on a sandwich, savings on video rentals, haircut discounts, free ice cream, and other special offers.
Discount cards can often produce impressive unit sales per participant. It's not unusual for each seller to make ten or more sales.  Another benefit is the unique customization of the discount card. Many suppliers can place your schools' name and logo on the front side of each card. Cards are usually good for a one year period and bear an expiration date on the front.
Typical costs for 1,000 unit batches begin at $4 with many of them and drop as low as $1.00 from the best suppliers.  There are plenty of companies offering discount cards here are some links that may help:

fundraising tennis sports

Fundraising Ideas

Sports Fundraising Ideas

Pizza Cards

A pizza card is a discount card with an offer tied to a single merchant, often a national pizza chain. The card usually provides a two- for-one offer on an order and is tends to be priced at $10 for a card and good for a one-year period.  The offers may vary often being tied to either a single location or a small group of outlets for a national chain. For example, Pizza Hut cards are good for eat-in dining while most others are aimed at the take-out or delivery market.

The cards for Pizza Hut and those for some of the other chains place a limit on the number of times you can use the card, often 21 times. Punched cards are usually how usage is tracked.
Also offers may specify that the initial order must be for a large pizza while the free pizza is a medium size. Like the discount card, pizza cards can be obtained from many suppliers. Most offer the same set of national chains and prices can vary widely, so it pays to shop around but here are some links:

fundraising tennis sports

Fundraising Ideas

Sports Fundraising Ideas


Phone Cards

Similar to the discount cards, phone cards can also be used for fund raising purposes. Several suppliers offer a $10 card that can be customized with your group's name and logo. Prepaid phone cards are also available in different face values with variations such as; minutes, international rates, access charges, etc. The most common cards are denominations of $20, $25, and $30.  Profit margins on prepaid phone cards are similar to other school fundraising ideas that are product-based.

Look for features and offerings that would appeal to potential user groups. The variety, customization, and large market make phone cards a great option.  Here are some links that will help:

fundraising tennis sports

Fundraising Ideas

Sports Fundraising Ideas

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