Running a winter fundraiser sale as a first-time volunteer chair
A step-by-step plan for a bake sale, wreath sale or holiday shop for a school, team or club, written for the person who just said yes.
Winter fundraisers are popular because people are already shopping for food, gifts and decorations. If you've just volunteered to chair one, you don't need to do everything yourself. You need a clear plan, a few helpers and a sign-up sheet.
Pick one simple sale
- Bake sale: easy to start, depends on volunteer bakers.
- Wreath or greens sale: usually taken by pre-order, delivered on one pickup day.
- Holiday shop or table at a market: donated or handmade items sold on one day.
Choose the one your group can staff well. A small sale that runs smoothly beats a big one that burns everyone out.
Get the approvals first
- Check with your school, league or organization about its rules for fundraisers, money handling and food.
- If you'll use a space you don't control, confirm the date and setup time in writing.
- Ask whether your group has a tax-exempt form or a treasurer who handles deposits.
Build your timeline backward
- Pick the sale date or pickup day.
- Set the order deadline (for pre-orders) a comfortable amount of time before it.
- Recruit volunteers early, with specific jobs and time slots.
- Plan your reminders: the announcement, a halfway nudge and a last call.
Make volunteering easy
People say yes to small, clear jobs: bake two dozen cookies, work a one-hour shift, carry tables after school. Use a sign-up sheet with jobs and times, and send a reminder a day or two before.
Handle money carefully
- Two people count the cash box at the start and at the end, and both sign the count sheet.
- Offer whatever payment methods your group has approved, and post them clearly.
- Turn the money in the same day, the way your group's treasurer asks.
Food safety basics
Label baked goods with their name and common allergens. Keep things wrapped, and follow any food rules your school or venue gives you.
Wrap up and say thank you
Share the result with your group, thank every volunteer by name and write down what you'd change. Next year's chair will thank you.
The Fundraiser Chair Kit has the timeline, sign-up sheets and count sheet in one place.