SaveAround's Community Conversation

Prom … a fun celebration in the spring that traditionally focuses on a dance event among juniors and seniors. Usually, the junior class hosts the senior prom and so the junior class would be the target audience for the fundraiser.

Some expenses and things to consider when discussing fundraising for an upcoming prom:

* venue - at school or a local venue (i.e. country club, hotel, etc)

* decorations - if at the high school (gym) or commons area these can be more extensive

* flowers or large arrangements in school colors

* balloons (archway for senior presentation)

* food - snacks, punch, etc. (budget a cost per person)

* music DJ (hired person to run the event or someone from the school A/V teacher)

* invitations / printed flyers / materials

So in a group where there are 250 seniors - that cost might end up being $20-$25 per person to cover decorations, program, food, venue rental, invitations, etc. So that budget could range from $5000 - $6250. In a market where the coupon book retails for $25, that’s 400 books needed to hit the $5000 budget. If the junior class has the same number of students (250) that an average of 1.6 books to sell per student. Obviously, more than 400 books sold gives you a higher budget amount to work with when developing the Junior/Senior prom itself and any coordinating materials.

Who do you contact?

* Junior Student Council (STUCO) sponsor (teacher)

* Front office to find out who handles prom or coordinates it

* PTO/PTA if its a 5th grade or 8th grade dance (lower-grade version of prom)

* Some schools have a “formal dance” or other terms instead of Prom.

The Importance of an END DATE for Group Sales

Setting an end date is important in a traditional fundraiser to keep the group focused, to help make sure unsold books are returned, and to help customers understand when they will receive their books. For a virtual SOG sale, this end date is just as important! Besides keeping the group on-task and motivated, the end-date is how SaveAround knows that it's time to close out the group and process their SOG Profit check.

SOG Profit checks are issued to groups two (2) weeks after their listed end date for groups who have earned more than $34 in profits. Groups falling short of the $34 threshold are encouraged to continue pushing for additional sales or roll the balance over to jump-start next year's sale.
If you have questions about end dates please contact the Group Relations Team: grouprelations@savearound.com

Who is the right person to contact?

And how do I reach them?

First, check the website for the school. Usually, there is a faculty/staff section that provides a list of staff, administration, teachers along with phone numbers and email addresses. Next, go after specific areas or groups in the school. For example:

Sports teams and cheerleaders: contact the head coach or the athletic director.

Music: contact the band director, choir director, orchestra director or music department chair.

Spring activities: find the lead teacher or advisor for larger groups (i.e. student council, theater, band).

Field day: start with the principal or front office and find out who to contact. The school secretary can be your best friend or not. They are the gatekeepers (usually).

Clubs: usually there are teachers who might be an appropriate sponsor (science teacher for STEM club); (English teacher for Debate or Speech club). They generally stay in the same area of their expertise with relation to clubs.

If you want to call on multiple groups in the same school, ask your current sponsors who is who. They will most likely tell you.

Chuck Guzielek is an IC in the eastern New York area serving the Albany and Hudson Valley markets. Chuck has been in the fundraising business for 31 years. He shared some insight on contact class advisors and a few tips.

Q: Why would a class (specifically a Junior class) need to fundraise?
A: Primarily Junior Classes will fundraising for Prom, but also for their upcoming senior trip in the following school year.

Q: How did you find that junior class chairperson?
A: ASK!!! If you can get into the school and work with another program, ask that sponsor or advisor who the junior class sponsor is and their name. Then ask that customer (who you are on good terms with) to walk you down to meet that Junior Class advisor. It helps for them to assist in getting you the “in” the door and make that introduction on your behalf with this potential customer.

Q: What were their budgetary needs?
A: Prom expenses. This includes prom tickets, decorations, renting the hall or venue where it will be held, along with food and drink. A suggestion is to have the juniors who participate in the fundraiser receive an individual credit. This could be a percentage of their sales and allow those funds to go toward their prom ticket. If they aren’t attending prom, then their percentage could go toward their senior trip the following year.

Q: Any advice to other reps?
A: If possible, try to start with a class when they are freshmen. Assist with their fundraising efforts throughout high school and you will get better participation each year. Those expenses will gradually increase year after year (prom, senior trip, cap and gown).