Select the Right Fundraising Company

Teachers are the one profession that makes all other professions possible. Fundraisers are companies that make all purchases possible. When do these two groups intersect? If you teach music long enough, it’s when this question comes up: “Who should we trust to help us raise money?”

You’ll get flyers, emails and promises of quick cash from all kinds of companies. Some look legit. Some are charming in a “90s clipart” kind of way. Most skip a pretty important question: Do they actually understand how schools work? Or more importantly: Do they understand how your school works — with boosters, activity accounts, approval processes and music program needs?

What sounds like easy money can turn into paperwork, an uncomfortable conversation with your principal or a PR mess if they don’t get how your school actually works. That’s why picking a fundraising partner isn’t a quick transaction — it’s more like hiring someone to join your team.

Would you hire another director just because their resume had flashy graphics and said they were “fun to work with”? No. You want someone who follows through, respects the rules and makes your job easier.

Start With What You Need — Not What They’re Selling

Before you hop on a sales call or pass a flyer to your boosters, pause. Make sure you understand what your program actually needs by asking yourself:

• Is this a one-time fundraiser for a trip, uniforms or festival fees?
• Or are you looking for a long-term partner to support a full season of events?
• Do you need something fully managed, or do you have parents who can take the lead?
• Will the company handle student data, payments or parent communication?

Also, loop in your activities director or admin. Some districts require vendor approvals, privacy agreements or reporting procedures that fundraising companies must follow. Most have heard the saying, “ask for forgiveness, not permission.” When it comes to money and compliance, this is not the time to just “Try something out.” A great fundraiser builds momentum. A bad one burns hours, frustrates families and puts your program at risk.

Five Smart Questions to Ask Every Fundraising Company

You don’t need to be a lawyer. Just ask these five questions — and watch how they answer. A good company won’t flinch. A sketchy one will.

1. How do you handle student and donor information? Some states have student privacy laws in place. But even if your state doesn’t, any company that collects names, emails or payments must have policies in writing and be ready to follow your district’s rules. Ask for specific policies. Look for:

• “We don’t store student data without written consent.”
• “All payment data is encrypted and deleted after processing.”
• “We’ll sign your district’s vendor or data agreement.”

If they get defensive, vague or confused, then it’s time to say “thank you” and move on. Your families are entitled to their privacy.

2. What’s your pricing and payout structure? Every company takes a cut. That’s fine. But how they explain it tells you a lot. Ask for:

• A clear percentage that goes to your program
• Any fees (credit card, platform, admin, shipping, etc.)
• When and how you’ll get paid
• Ask to see a sample payout report. A good company will show you. A shady one will say, “Well… it depends.” Again, if it’s not clear and easy to understand, move on.

3. How do you represent our school and program? If they will contact parents or donors on your behalf, that’s a big deal. Their communication becomes your communication. Ask to see samples of emails, flyers and websites or social posts.

Do they sound like something you would send? Is the tone respectful? Do the visuals reflect your school community? You’ve worked hard to build trust with band families. Don’t let a third party blow it with cringey graphics or constant spam.

4. What experience do you have with school music programs? Selling chocolate bars for a soccer team isn’t the same as raising $15,000 for travel to Midwest or Bands of America. Ask for references, especially from other music programs or schools like yours. “We’ve worked with schools like yours” is an okay answer. But “We helped a suburban band raise $12,000 in three weeks with a donation-based campaign and matched funds” is a much better one.

I always ask fundraising companies to name two nearby schools that they have worked with. If they can’t, and they’re an established company? Red flag. And if they can? I call those directors.

5. Can you walk us through your process start to finish? This one’s huge. The best companies have a plan. You shouldn’t have to piece things together. Look for:

• A clear timeline
• Templates for messaging
• Wrap-up reports
• Clarity on who handles questions, deliveries or refunds

If it feels vague or like “we’ll figure it out as we go,” that’s exactly what will happen. Unfortunately, I’ve had to make apologetic phone calls to families and supporters when a company delayed shipping several times. Everyone eventually got their products, but it would have been more appropriate had the company kept consistent communication.

Pro Tip: Use This Script

Here’s a simple way to set expectations early: “Before we move forward, our district requires all vendors to meet our data and transparency standards. Can you send over your privacy policy and a sample payout report?” This communicates that:

• You’re serious
• You have your district’s backing
• You have standards — and you’re not afraid to walk away

All privacy policies won’t look the same, but what’s important is that one exists. And no, you usually don’t need a privacy policy if you are selling chocolate bars or similar products; this is mainly for larger fundraisers like luxury item auctions or phone/text pledges.

Loop In Your People

Include 1) your activities or athletics director, 2) any assistant principals who oversee fundraising and 3) the person who handles payments and approvals in your building.

Even if you’re allowed to make booster decisions solo, it’s better to have buy-in early than to backtrack later. One or two emails ahead of time is much less work than finding out you have to fill out a whole bunch of paperwork and background checks later on.

What the Right Partner Feels Like

A great fundraising company doesn’t just help you raise money — they help you save time, communicate better and feel like a real partner. You’ll know you found the right one when:

• They bring answers before you even ask
• They offer tools you can actually use
• They protect your program’s reputation and make your life easier

It should feel like adding a team member — not managing another section. One of the best companies we worked with sent a full comms plan: emails, social posts, printables — all written in our voice. All I had to do was hit send. That’s the goal.

Action Step: Interview Smarter

Make a short list of companies. Use the five questions above in every call or meeting. Take notes. Ask for documentation.

If this is your first time, bring a veteran teacher or booster parent into the conversation or talk to a school that’s used the company before. It’s not about being suspicious. It’s about protecting your program, your students and your time. It may be uncomfortable to ask these questions, but it’s even more uncomfortable to explain this to parents and administrators when something doesn’t go well. So why not make your future a little easier?