3 Ways to Ensure Smooth School Fundraising Deliveries

Most school fundraising sponsors don’t really think about their delivery until they get closer to the end of their sale. After all, if the company does its job and there are no mistakes with everything arriving safely, isn’t that all you should be concerned about? Good fundraising companies take pride in making sure that every student’s brochure order is filled and packed correctly. Each order is scanned for accuracy multiple times before the box is sealed; then each box is placed on a pallet and shrink-wrapped together to help keep the order safe and secure. Every box has a student label on the outside with paperwork on the inside verifying what’s inside. Then, if the shipper does their job and safely delivers and unloads the pallets inside the school, everything will have gone smoothly, correct? In most cases, yes; however there are also things that the school can do to help ensure that they experience an easy delivery on their end.

1. Start Your Fundraiser Early
Most fundraising companies keep a certain amount of seasonal inventory in stock. Their goal is to deplete their inventory to make room for the following season. For example, if you are using a spring fundraiser brochure, in order to make room for the upcoming fall product line they will want to run out of spring items at some point. Ideally, they don’t want to start running low on inventory until the end of a season. Once certain products start running low, companies will first attempt to reorder these products or, if the product is no longer available, substitute it with something comparable.

Since most fundraising groups don’t want to have to deal with additional deliveries that are caused by backorders or substitutions, our advice is to run your fundraiser early in the season while there is plenty of inventory.

2. Establish Good Communication with Your Parents
How well informed will your parents be about the various steps of your fundraiser? It will be vital for them to be able to answer questions like:

  • Who do supporters write checks out to?
  • When is the money due?
  • How can they sell online?
  • When will they receive their order?

Like with anything else, effective communication between you and your parents is very important. When it comes to your fundraising delivery, if you want ensure that it goes smoothly, you will want to inform your parents in advance so they can plan to be at the school to help pick up their student’s order, especially if it’s a larger order. Your primary goal is to be able to distribute as many boxes as possible on the day of your delivery. This way you will not need to worry about finding a large storage location for unclaimed boxes. In other words, the fewer leftover boxes that you have, the easier it will be to find a temporary storage space.

3. Plan for Volunteers in Advance
Don’t think you can do it alone. Make sure and arrange for help and provide people with enough notice to make plans to help sort and distribute boxes. The more volunteers you can recruit the faster and easier your delivery and distribution will go.

Successful deliveries require planning, coordinating and execution, not just by the fundraising company, but also by the school.

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