List hydration needs for each fundraising event: cases of bottled water, ice, cups, coolers and refill stations, based on expected attendance.
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SUB-FUNDRAISER 08 · KEEP FUNDRAISING EVENT COSTS LOW
Hydrate the Panthers
Hydration support for our fundraising events
Invite Harvest to explore optional $1 or $2 checkout gifts or in-kind donations of water, ice and cups for Panthers Play On fundraising events, such as the 5K and co-ed softball tournament. This is a cost-offset sub-fundraiser, not a fundraiser to stock school sporting events or athletic teams. If checkout gifts are unavailable, ask about donating the supplies directly.
ILLUSTRATIVE HYDRATION SUPPORT$1,000Event-supply support, not additional unrestricted proceeds. No agreement is confirmed.
FormatEvent support / checkout or in-kind
Planning lead time4–6 weeks
Lead team1 event owner + reporting contact
LocationHarvest Market · proposed
WHAT SUCCESS REQUIRES
Simple event. Disciplined execution.
Ask Harvest to donate the supplies first. If that is not possible, propose optional checkout gifts through an approved recipient and point-of-sale process.
Track dollars collected, supplies purchased and remaining balance separately. Do not treat funds spent on supplies as additional net proceeds toward the $1 million goal.
EXECUTION CHECKLIST
Plan it. Then promote it.
6 weeks
Confirm approved benefit events and estimate hydration quantities and supply costs.
Lead: Outreach lead
5 weeks
Ask Harvest for donated water, ice or cups; if unavailable, explore optional checkout gifts and confirm recipient, register features and settlement.
Lead: Store + finance
4 weeks
Prepare an approved counter sign explicitly explaining that the gifts help supply water and hydration needs for the campaign’s fundraising events.
Lead: Communications
Drive period
Record verified checkout gifts and donated product separately; arrange delivery of supplies to the approved event coordinators.
Lead: Store lead
Within 7 days
Reconcile receipts against hydration purchases; identify any restricted balance remaining for later fundraising events.
Lead: Finance liaison
STAFF IT WITH VOLUNTEERS
Small jobs. Clear shifts.
PeopleRoleAction
1Campaign liaisonOfficial approvals and donation handling
2Outreach volunteersContact business, follow up, record written terms
1CommunicationsFree social posts and results recap
OUTREACH PROSPECTS
Specific hometown asks.
Harvest Supermarket
First ask: donate water bottles, ice or cups for the 5K and softball tournament. Alternative: voluntary $1–$2 checkout gifts through an approved process, used for fundraising-event hydration supplies.
TOPS True Value
Ask about lending coolers and donating ice chests, refill jugs, trash bags or signage to reduce benefit-event operating costs.
Potential contacts only. Verify policies and availability before making public claims.
COST-CONTROL MODEL
Protect the net proceeds.
Illustrative event-support gifts
Illustrative 500 customer contributions × $2$1,000
Collected $1,000
Illustrative approved supply spending
Water, ice, cups and related event hydration supplies$1,000
Spent $1,000
EVENT COSTS COVERED$1,000
Example cost-offset only; no extra $1,000 of unrestricted cash is created.
How the sub-fundraiser helps
Using an approved $1,000 in customer gifts to buy $1,000 in hydration supplies avoids taking those costs out of 5K, softball or other fundraiser revenue. It is not a new $1,000 added on top of the parent events’ net proceeds. In-kind supplies should be tracked separately from cash.
Go / no-go approvals: Confirm store policy, authorized donation recipient, permitted use of restricted contributions, reconciliation, merchant fees and event supply needs. This scenario assumes 500 separate $2 gifts; no store agreement is confirmed.
FINANCIAL FEASIBILITY · EDITABLE EXAMPLE
Test the numbers.
Change the example revenue and expenses below. Figures update instantly to show whether this fundraiser is likely worth the effort. These are hypothetical inputs, not approved amounts or forecasts.
NEED MORE HELP?
Volunteer positions ↗Ways to give ↗Recruit people by job description, explore noncash donations and track approval decisions before spending.