A Comprehensive Guide to Graduation Balloon Fundraisers with School PTAs

Introduction

As schools continually search for innovative and engaging methods to raise funds, forming creative partnerships can offer substantial financial and communal benefits. A particularly vibrant and festive option involves partnerships between Parent Teacher Associations (PTAs) and balloon decor companies. This article delves into how these collaborations can transform end-of-year graduation celebrations into successful fundraising opportunities, enhancing both school spirit and community involvement.

Understanding the Fundraiser Model

The collaboration framework between balloon decor companies and PTAs is both straightforward and effective. Here’s how it typically works:

• Product Selection: The company offers a small range of balloon decorations that align with the school colors or graduation season. These products get added to a website page dedicated to the school (Balloon Suite Silver or higher plans include the features you need)
• Commission Structure: The PTA is entitled to a 10% commission on all sales generated through this partnership.
• Promotion and Sales: The PTA utilizes various communication channels to promote the products and direct parents to the dedicated ordering page.
• Construction & Delivery: The decor team comes together the day and hours before the pickup event to build all the orders and deliver them to the school where the PTA arranges space for the pickup event and graduation celebration.

This model not only generates funds but also adds a festive flair to graduation events, making it a win-win for all parties involved, the parents and supporters, PTA, and decor business.

The Role of the PTA

The success of this fundraising model heavily relies on the proactive involvement of the PTA. Their responsibilities include:

• Marketing the Event: Using email blasts, social media posts, and community bulletins to inform and excite potential buyers.
• Organizing the Pickup Event: Hosting and managing the event where parents can collect their ordered balloon decorations.

You can suggest to the PTA that they host pickup as part of a graduation celebration or the day before graduation so that decorations are in place when kids get home from school.



This active role helps PTAs to further their community outreach, engage more deeply with parents, and enhance their contribution to the school’s needs.

Sales Process and Logistics for Parents & Supporters

For parents, the process of participating in this fundraiser is designed to be as simple and hassle-free as possible:

1. Order Placement: Parents visit a specially created page on the balloon company's website where they can place their orders from a small list of items.
2. Decoration Preparation: The balloon company prepares all ordered items and ensures they are at the school for the scheduled pickup day with customer names and receipts.
3. Pickup Day: A festive event where parents collect their orders, and the PTA has the opportunity to interact directly with them, discussing further support for school initiatives.

Benefits to the PTA and School

The advantages of this fundraising approach extend beyond the financial gains of the company and PTA:

• Financial Contributions: The direct earnings from the sales help fund various school programs and activities.
• Enhanced School Spirit: The visual appeal of balloons significantly boosts the festive atmosphere at the school and at home for the students and families, making graduation celebrations even more special.
• Community Engagement: These events provide a platform for PTAs to enhance their visibility and interaction with the school community.

Conclusion of the Fundraiser

At the end of the fundraiser:

• The total sales are tallied.
• The costs are accounted for, and the profits calculated.
• The balloon company then issues a check to the PTA representing the agreed-upon commission.

The Massive Sales Opportunity for Balloon Companies

Following the event, balloon companies have a unique opportunity to expand their market:

• Client Engagement: Utilizing customer information gathered during the event to reach out to clients for future jobs. It starts with the day-after follow up system.
• Year-Round Promotions: Encouraging clients to consider balloon decorations for other personal and community events, thus broadening their market reach. (Subscribers only: Decor Follow Up Sales Strategy / Balloon Suite Sales Calendar Download)
• Using a CRM like Serenity you can automate follow up sales to this audience

How to Get a Fundraiser on the Calendar

Initiating a balloon fundraiser involves several key steps:

1. Identifying the Contact: Obtain the PTA president’s contact information via the school’s website or front office. Add it to your CRM.
2. Initial Contact: Reach out to the president to introduce the fundraising idea and discuss potential benefits. 
3. Promotional Materials: Prepare a concise, attractive sales flyer to share via email or in person. (We can create your PDF catalogs and flyers)
4. Meeting Arrangements: If preferred, arrange an in-person meeting to present a demo of the decoration items.

Making Promotion Easy for the PTA

To facilitate easy promotion by the PTA:

• Social Media Kit: Provide a set of ready-to-use social media images and captions.
• Email Templates: Offer various versions of email copy for use in PTA communications.
• Visual Aids: Supply photos of actual products in school colors that parents can order.
• Put this all on a hidden page on your website so that it’s easy for you to provide to schools you work with but Google cannot index it (and so competitors cannot see it)

How to Create a School Fundraiser Order Page on Your Website

Setting up an effective online order page involves:

1. Ecommerce Integration: Add ecommerce capabilities to your website, if not already present.
2. Product Setup: Create specific products and categorize them under a school-specific section.
3. Content Development: Populate the category page with compelling content about the fundraiser, explaining the benefits and the ordering and pickup process.
4. CRM Integration: Automate the addition of customer details to your CRM for effective follow-up and future marketing efforts.

We encourage all balloon companies looking to increase revenue to consider this dynamic model. For further details, questions, or assistance, contact us using the website chat.