Fundraising for a team trip may seem like a daunting task but we are here to help you every step of the way, providing you with all of the materials and information to make it as easy as possible. So many of our low income teams have been able to successfully raise the money year after year to travel using our methods.

1. Getting Started

This is our comprehensive guide to be followed in order to start the fundraising process. If you follow these guidelines, we have no doubt you will be able to get your team on the road.

Deciding to Fundraise

Although this may seem simple, the first step in fundraising is making the decision to embark upon the travel experience. The clear goal is to raise money to allow your players and coaches to participate in a once in a lifetime opportunity to travel across the country to compete in a national sporting event. While few will argue that this is a worthy cause, it is important to have the support of everyone involved to make the trip a reality. This guide will help you have a better understanding of where to start the process in your community.

Get Permission

While many of these first steps will be taking place at the same time, it is important to confirm your eligibility to travel. This will include gaining official permission from your athletic director, principal, school district, local athletic league and/or other organizing bodies as appropriate in your area. All KSA games and tournaments are sanctioned at the state and national level, so the permissions you will be seeking involves student travel, missing school and scheduling.

Get Support

All you have to mention is "Taking Your Team On The Road" to your players to gain their support, however parents and booster clubs will probably require a few more details. Have meetings with key parents to discuss the trip and answer their questions before going public. The parents will do the majority of the organization to make everything happen, so keep them informed.

Get Organized

These key parents will help organize your fundraising efforts. Because many organizational details are hard to agree upon within a large group, the smaller group should serve as leadership for the effort. How leadership is chosen is unique to each school. Some coaches turn over this information page to their boosters and some take care of fundraising themselves.

2. Organization and Structure

Whether you have a formal booster club or just a group of parents ready to help with the tasks of fundraising, it is best to assign positions for team members. We recommend this hierarchy.


Oversees entire operation, sets meetings and works directly with the coaches and KSA representatives.


Manages finances. This includes the accounting of individual personal accounts, payments, deposits and monthly statements for players

Fundraising Chairperson

Coordinates all fundraisers and payment schedules

Grade Captains

Communicates with players and parents on account balances, motivates fundraising and parent tag-a-longs.
* Every assistant coach will be assigned a group of players (8-12) to monitor, along with the parents. This coach will be responsible and accountable for their group throughout the trip.

3. Leader Meeting

Orchestrate a meeting for the leadership team to define fundraising plans and goals.

Things To Be Determined:

  • Kick Off Meeting Date
  • Deposit Amount Requested
  • Communication method for statements, balances, etc.
  • Decide on fundraisers and the coordination and timing of each (Pick 4 Fundraisers)
  • Match fundraisers with payment dates

4. Top Fundraising Ideas (Pick 4)

Schools and communities differ throughout the country. Feel free to choose the best fundraisers suited to your schools needs. This is a list of the most popular and successful ideas used by the schools that we work with.

Team Marketing System
A direct mail fundraising application

Program Advertising Sales
Let the families sell additional ads for your game day programs and use a percentage of those ads

Golf Tournament
Organize a golf tournament in the spring or the summer

Hall of Fame Dinner
Bring back alumni for dinner, exclusively for your sport. Induct past players and make it an annual event to raise money for your program.

Casino Night / Texas Hold 'Em Tournament

Coaches Mixer
Wine tasting fundraiser with a silent auction or raffle

Local Coupon Books

Car Wash Voucher Sales
Use a local car wash to do the washing

Local Restaurants
Donation of a percentage of their profits on a given day

Rent-A-Player Community Service
Players doing work for families in the community, donations for their efforts go towards their trip

Corporate Sponsorships

Solicit Alumni to sponsor a player meeting certain criteria

Inventory Service
Have your team do inventory for a store

Personal Donations

ESPN The Magazine Sales
Keep $30 dollars or 75% of every subscription you sell

Pizza Or Spaghetti Dinner
Get your food donated completely or at a good price and charge admittance

Wholesale Foods
Use your tax exempt school district to purchase items such as hams or turkeys for the holidays, or baked goods at any time.

5. Sample Fundraising Outline

1. Two Way Sponsor Letter

Players will address 20 sponsor letters to family and friends and turn them into the office no later than [Month, Day, Year]. These letters must be legible, accurate and folded properly. These letters will be mailed from the school at no cost to the buyer. 100% of the donations received will go directly to that individual players travel account.

* A good portion (if not all) of your trip can be raised with these letters. This project should be first and foremost, as it requires the most time.

2. Program Ad Sales

Players selling advertising for our Game Day Programs will be given 75% of the money from that sale, and will go directly into that players account. We recommend approaching local businesses, or businesses owned by friends and family.

Sample Ad Sizes, Cost and Profit

1/8 Page (Business Card) - $75 Price - $60 Profit
1/4 Page - $150 Price - $115 Profit
1/2 Page - $200 Price - $150 Profit
Full Page - $300 Price - $225 Profit

Each player will be given 5 ad letters or forms to be used for these sales. This is another project that should begin right away. Businesses will be required to turn in their ad copy by [date]. Money will be due with forms as to keep the payment schedule on time for fundraising.

3. Time Shares

You do not have to buy a time share. However, any qualified couple that attends a 90 minute time share presentation through Avalon Marketing will receive $100 - $150 in the name of the represented player to be added to their personal trip account.

4. Personal Donations

If an individual (family member, friend, etc.) writes a check to [School Name | Sports or Performance Program] as a donation, that money will be directly deposited into your donor recipients account. Please include the name of the recipient in your letter accompanied with the check.

* The donation is tax deductable and if for any reason, the donor reciepient is unable to make the trip, money will be refunded to the donor.

5. Trip Cost.

The cost per person includes air, transfers, hotels, most meals, admissions to parks and theaters, insurance, game registration and other items.

Samples of How I Can Get This Accomplished

Using any combination of our fundraisers should easily pay for the trip.

Sample A

Sponsor letters average $20 per letter x 15 letters = $300
Sell 2x business card ads, 1x 1/4 page and 1x 1/2 page age = $425
Have 2 couples visit a time share presentation = $200 - $300
Have one hole sponsor 2 golfers = $240

Total = $1165 - $1265
Sample B

Sponsor letters average $25 per letter x 16 letters = $400
Sell 2x full page ads and 1x 1/4 page ad = $540
Have 3 couples go to time share presentation = $300 - $450

Total = $1240 - $1390


6. Kick Off Meeting Agenda (Pick 4)

Goals Of Travel
Trip Inclusions
Trip Itinerary
Player Costs
Fund Raising Opportunities
Tag-A-Long Fans
Introduce Chairpersons for the Trip
Timelines and Deadlines
District Policies For Travel Forms
Volunteer Sign Ups
Tag-A-Long Sign Ups
Collect Initial Deposits

7. Frequently Asked Questions

This section covers common questions to be considered prior to the presentation. The principal, other administrators and parents will most likely raise some of these issues during the approval process. The answers below are generally accepted, but as stated earlier, your school may need to make different decisions based on the needs of your community.