Another example of how schools and parent groups like PTO and PTAs can work effectively together is by coordinating fundraising throughout the entire school year.
Quite often, the two organizations have different financial needs, but I will tell you that competing against each other is a surefire way to make sure everybody loses and that profits are suppressed for both groups.
Nobody wants this.
Alternatively, when you work together and collaborate, you will find that profits are much higher.
You really want to make sure that you’re minimizing conflicts as much as possible, especially since conflicts can arise on several different levels.
So let’s dive into how to make that happen!
Eliminate Fundraiser Timing Conflicts
First, conflicts in your timing can be an absolute fundraiser killer.
If you have fundraisers that are successive in time, meaning they’re back-to-back, that is far from ideal.
That is really the worst thing you can do for fundraising because you are probably tapping into the same pot of funds, meaning your families are going to be upset that their pockets keep getting dipped into or that they’re being asked for money repeatedly in a short amount of time.
One of the issues at play here is that parents are not always clear about the distinction between the PTO or PTA and the school; they might think they’re one and the same, especially if they’re not involved in the PTO.
They just might not understand how the organization is structured or how fundraising in the school community works.
So, if you have the school asking for money in September and then in October, the PTO is asking for money, parents might think, “I just gave to the school, why are they asking for more money now?” and will likely opt out of participating in the second fundraiser.
Ultimately, parents know that all of the money raised by the PTO is going back to the school.
Consider if Separate Fundraising is Absolutely Necessary… and Beware Unintended Consequences
What really needs to happen is that the school and the parent groups need to get on the same page about the financial needs of both organizations and look for ways to work together.
The school needs to be clear about what financial needs they have and then see if the PTO can help provide some or all of those funds.
It’s not necessary for the school to run their own fundraiser if you are collaborating with and supporting the parent group; they might be able to raise the money and then give the school the funds you need, which takes something off your plate as a Principal and school.
When you are looking at running your own fundraiser as a school, separate from the school parent group, perhaps because you want to control things, I just don’t think that’s the right way to go.
I’ve seen it done both ways, and what ends up happening is that if the school is running a separate fundraiser, they’re likely stepping on the toes of the PTO and the parents running the group.
In turn, the parent volunteers are going to feel less inclined to get involved, stay involved, and participate, which is not good for the school community in the long run.
Moreover, the PTO members could feel like it’s a competition, which may not be your intention but could definitely come across that way.
Again, none of this is anything anyone wants, so schools and Principals should think through the idea and reality of holding a separate fundraiser and be aware of potential unintended consequences.
If you are dead set on having your own fundraiser, then I would suggest talking with the PTO well in advance, as early as a year in advance of when you plan to have the fundraiser, and figure out how to make the fundraising plans and goals of both groups work.
Avoid Fundraiser Concept Conflicts
Aim to vary the fundraising experience for the school community so that you’re not having conflicts in product offerings when possible.
For example, maybe the school wants to do spirit wear that runs year-long, and the PTO is doing a walk-a-thon, a color run, or something that’s very different from spirit wear.
You don’t want to have the school sending home a product catalog one month and then the PTO doing the very same thing another month.
That would be disastrous because parents can only buy so much from catalogs.
And the likelihood of confusion as mentioned earlier increases when the product offerings are the same or similar.
Be Realistic About Fundraising Capacities
The other aspect is that while the school needs to be clear about what money they need, the PTO also needs to be clear on what their fundraising capacity is.
It’s probably unreasonable for a PTO to be expected to raise $20,000 this year if they raised $4000 last year.
While it might be possible, unless the PTO has found a super lucrative fundraiser and has an experienced Fundraising Chair, or some other factors have massively changed, such a revenue increase is out of the ordinary.
The school is best served by respecting the realistic capacity and not making demands that will offend the PTO members.
Respect the Role and Autonomy of the PTO
School leaders should also understand that the PTO does not serve at the pleasure of the school; if you do have that kind of relationship already, that’s not good (look to change that ASAP, by the way).
That’s just not the way you want to go because the parents are doing this willingly, in their “free time.”
They’re volunteering their time; they’re not paid school employees.
So, really, things can be suggested, and schools can ask for things, but as a school or as a Principal, you should not be making financial demands of the group that are out of line with their capability.
Part of having a really good relationship between the school, the administrators, and the PTO is getting on the same page about the group’s needs and wants, and having a mutual respect for each other’s available time.
Just as Principals and teachers cannot be at the school 24/7, PTO volunteers have lives too.
Ideally, the school and PTO should be looking for ways to partner and work together.
Support the PTO’s Fundraising Efforts Whenever Possible
The school’s role in the fundraising process could be promoting it via emails to parents, posting on the school’s social media, sending out newsletters, or putting up sandwich boards during car line pickup.
There are lots of different ways the school can be supportive of the PTO’s fundraising efforts, and this, in turn, will hopefully yield greater profits and revenue, which the school will likely benefit from.
Watch this!
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Over to You
Fostering a strong, collaborative relationship between schools and parent groups like PTOs or PTAs is key to maximizing fundraising efforts and minimizing conflicts.
By communicating openly and respecting each other’s time and resources, both groups can work together effectively to meet their financial goals.
Schools can play a crucial role in supporting parent-led initiatives through simple acts like promoting events or helping spread the word, without stepping on toes or competing for the same funds.
Ultimately, when schools and parent groups align their efforts, they create a more cohesive community, raise more money, and ensure that everyone benefits—from the students to the staff and beyond.
