Organize a fundraising team. Invite teachers, administrators, students and families to participate. Have committee members oversee specific aspects of the process, including publicity, budget and volunteers. Determine what kind and size of event is best for your goals and team. Choose potential dates, making sure to not compete with other important school or community activities.
Conduct a feasibility study before making concrete plans. Ask community members if they can actively participate, donate money or products, or volunteer for your potential event. If you receive a positive response from the majority, move ahead with your plans. If the response is unfavorable, tweak the date or type of event and do a second assessment. Be confident you have a wide base of support for a specific date before making your plans public.
Decide who you want to reach through the fundraising event. For a community-wide endeavor, Fundraising.com suggests large-scope activities such as talent shows, walk-a-thons, or auctions. Consider the impact of holding small-scaled events such as a bake sale, garage sale, car wash or holiday-themed event.
Ask your committee to decide what project best ties in with the educational trip and what will draw interest, participation and money. If the trip is for students to see a show on Broadway, consider holding a music marathon in which local musicians donate their time to perform Broadway songs. Schedule as many performers as possible, sell tickets, raffle off a donated trip to New York City, and spend the day enjoying good music and good profits. If the educational trip is art-oriented, try a photography competition and show. Charge admission fees, provide concessions and themed T-shirts, sell or auction off artwork, and offer make-it-and-take-it art projects.
Spread the news. Generate excitement with concise but thorough press releases to the local newspapers. Ask radio DJ's for interviews and get television coverage, if possible. Most events, big or small, need lots of advance publicity and awareness. Hold a schoolwide poster design contest and have your volunteers get permission to post the winning designs in as many places as possible. Create T-shirts with winning designs to further publicize your event and its purpose.
Be prepared for things to go awry and set up a Plan B. If you have chosen an outdoor event, organize an alternative indoor location or rain date. Keep intended participants aware of alternative plans. Prepare for emergencies and other potential snags.
