How to Fundraise for a School Trip (A Parent's Guide)

If your child's class trip is short on funds, the most practical way to help is to set up a dedicated fundraising page on Generous.nz, sell digital vouchers to friends and family, and ask grandparents and alumni to chip in. You don't need to be a professional fundraiser or have hours of free time — you just need a clear plan and a few willing helpers. This guide walks you through exactly how to do it from a parent's perspective, with realistic steps that work in New Zealand schools.

Start with the school office

Before you do anything, talk to the teacher or school office. Find out:

• Whether the school already has a fundraising account or platform
• If you're allowed to fundraise on behalf of the school
• Whether the trip is for the whole class or a smaller group
• What the total cost is per student and how much is already covered
• Whether the school has a preferred payment method or timeline for contributions
• If there are any school policies about approaching local businesses or posting on social media

Many schools in Aotearoa have their own processes, and some will prefer you run everything through them. If there's no existing system, you can register on Generous.nz and set up a page specifically for the trip. Keep the page name simple and specific, like "Room 12's Year 8 Camp – Help Us Get There" or "Kelburn School Kapa Haka Trip to Wellington." A clear name helps people understand exactly what they're supporting before they even read the description.

It's also worth asking whether the trip is a school-wide initiative or just for one class. If it's for the whole cohort, you might want to coordinate with other parents rather than running separate pages that compete for the same donors. One well-organised page is almost always better than three scattered ones.

Decide on your fundraising model

You've got three main options as a parent organiser:

1. Donation page. The simplest option. Share the link with whānau, friends, and your wider network. People give what they can. This works well when the trip is for a specific student or a small group, and when you have relatives who live elsewhere and want to help from a distance. A donation page is also the fastest to set up — you can have it live in about 15 minutes.

2. Voucher drive. Local businesses sell digital vouchers (like a $20 coffee card for a $15 price), and your school earns a percentage of every sale. This works brilliantly because it gives people something in return for their money, and it supports local shops at the same time. On Generous.nz, fundraisers keep at least 10% of voucher sales, and the first $1,000 of wholesale sales is fee-free — so it's a genuinely low-cost way to raise funds. You can learn more about why vouchers are a highly effective fundraising product and read the complete guide to selling digital vouchers for step-by-step instructions.

3. A mix of both. Set up a donation page for cash gifts and add vouchers as an option for people who want something in return. This is the most effective approach for school trips because it captures both types of givers. Some people — especially grandparents — prefer to simply donate. Others, like work colleagues or neighbours, might feel more comfortable buying a voucher because they get something tangible in return. A mixed approach means you never have to turn anyone away.

Tap into the grandparent and alumni network

Grandparents are often the most generous supporters of school trip fundraisers, and they're frequently overlooked. A personal phone call or a handwritten note from your child can go a long way. Have your child write a short message like: "We're raising money for our camp to Rotorua. I'd love to go with my friends. Could you help?" There's something about a child's own handwriting that makes people reach for their wallet far more readily than a forwarded email ever will.

Don't stop at biological grandparents either. Think about:

• Aunties and uncles, especially those who live overseas
• Family friends who have watched your child grow up
• Former teachers who may have a soft spot for the school
• Godparents and neighbours who take an interest in your family

Alumni are another underused resource. If the school has an old students' association or a Facebook page for former pupils, ask the school if you can post there. Frame it as giving back to the school community. People who have fond memories of their own school camps are often happy to help a new generation have the same experience. Many alumni who have moved away from the area still feel a strong connection to their old school — and a digital fundraising page makes it easy for them to contribute from anywhere in the world.

Make it easy for local businesses to say yes

You don't need to walk into a shop and ask for cash. Instead, ask businesses to participate in a voucher scheme. This is a much easier sell because:

• They get paid for every voucher sold
• They gain new customers who may not have visited before
• It's a fixed commitment with no ongoing cost
• They don't need to handle any cash or admin themselves — Generous.nz processes payments through Stripe and delivers digital vouchers by email automatically

Prepare a short script you can say in person or over the phone. Something like: "Kia ora, I'm helping fundraise for [school]'s Year 8 trip to [destination]. We're selling vouchers to local businesses, and the business gets paid the full sale price — the school earns a commission from the platform. Would you be interested in putting a $20 voucher up?"

Approach businesses you actually use. If you're a regular at the local cafe or dairy, mention that. Business owners are far more likely to say yes to someone they recognise than to a stranger with a clipboard. And if you can, bring your child along when you visit shops — a polite kid asking for help is nearly impossible to turn down.

For more ideas on approaching local shops and building lasting relationships, read how to get local businesses excited about your fundraiser.

Use the school community's existing channels

You don't need to build a new audience. Use what's already there:

• School newsletter
• Class Facebook or WhatsApp groups
• Staff room noticeboard
• School app or portal announcements
• Parent-teacher evenings (have a tablet ready to show your page)

Ask the teacher to send a quick message to other parents. Most will be happy to share your link, especially if they know the family or the trip is for a shared class experience. If the trip is for the whole class, make it clear that every family benefits — that gives other parents a personal reason to share the page with their own networks.

Don't forget your own workplace either. Many New Zealand employers are happy to share a fundraising link in a team newsletter or on an internal noticeboard, especially if it's for a local school. And if you have friends in other school communities — perhaps from your own childhood or from older children — ask them to share your page too. The wider you cast the net, the faster the funds come in.

Get the timing right

School trip fundraising works best when you give people time. Start at least 8–10 weeks before the payment deadline. This gives you room for a slow start, a push at the middle, and a final sprint in the last two weeks.

The best times of year to launch are at the start of a term, after the Christmas break, or in early February when people are feeling fresh and generous. Avoid launching in the last week of term when everyone is distracted. School terms, sports seasons, and local events all affect how much attention your campaign gets — a page launched in the middle of NCEA exams or right before a long weekend will struggle no matter how good it is. For a full breakdown of seasonal timing, check out the best times of year to launch a fundraiser in New Zealand.

If you're fundraising for a trip that happens in Term 4, that means you should start in Term 2 or early Term 3 — not the week before the trip. Work backwards from the payment deadline and build in buffer time for slow weeks. People get busy, emails get missed, and some donors will need a gentle reminder or two.

Share updates that show progress

People give more when they can see progress. After you set up your page, post updates:

• "We're 40% of the way there – thanks to everyone who's donated so far!"
• "Grandma Jean in Nelson just bought three vouchers – who else can help?"
• "Only $500 to go. We can do this!"

Keep updates short, warm, and personal. Use photos (with permission) of the class preparing for the trip. If you're stuck for words, these 15 social media templates for fundraisers can help. You can also read up on how to build a fundraiser page that actually converts to make sure your page is doing its job from day one.

Don't be afraid to post the same update in multiple places. A WhatsApp message to the class group, a Facebook post, and a mention in the school newsletter all reach different audiences — and people who have already donated often need to see your progress update before they're inspired to give again or share with someone else.

Offer a small thank-you to donors

You don't need to spend money to show gratitude. Ideas:

• A hand-drawn card from your child
• A class photo sent by email
• A shoutout on the school's social media
• A baked treat at pick-up time (check school food policies first)

A personal thank-you makes people more likely to give again next time, whether it's for the same trip or a future one. It also sets a good example for the kids — showing them that gratitude is part of the fundraising process, not an afterthought.

If someone gives a larger amount, consider a more personal touch like a phone call from your child. That kind of effort is rare and memorable, and it turns a one-time donor into someone who will champion your cause for years.

What to do if you hit a shortfall

If the deadline is approaching and you're still short, don't panic. You have a few options:

• Ask the school if a partial contribution can be made from other fundraising accounts
• Extend your deadline if the school allows it
• Run a small-scale event like a sausage sizzle or bake sale (check school and council rules first)
• Ask the school if they can subsidise part of the cost from general funds

Be upfront with the teacher about where you're at. Schools would rather know early and help find a solution than be surprised at the last minute. You can also look at how to run a fundraiser with no volunteers if you're running out of steam — sometimes a fresh approach is all you need to close the gap.

Remember that partial funding is still a win. If you raise $300 of a $450 trip cost, that's $300 the family doesn't have to pay out of pocket. Every dollar counts, and the skills you've learned — setting up a page, approaching businesses, rallying the community — will make the next campaign even easier.

A realistic example

Here's how a typical parent-led campaign might look for a Year 8 camp costing $450 per student, with 25 students going:

• Set up a page for the whole class, goal $11,250
• Week 1–2: Email grandparents and close whānau – raise $2,000
• Week 3–4: Launch voucher drive with 10 local businesses – raise $3,500
• Week 5–6: Post on school Facebook groups and newsletter – raise $2,000
• Week 7–8: School puts in $1,500 from its own fundraising account
• Week 9–10: Final push – remaining $2,250 comes from a mix of donations and a sausage sizzle

It's realistic, achievable, and doesn't require one person to do everything alone. The key is starting early, spreading the workload across a few willing parents, and using every channel available — from handwritten notes to QR codes on the school noticeboard.

Final thoughts

Fundraising for a school trip is very doable when you break it into small steps and use the people around you. Start early, set up a proper page, ask grandparents and alumni, and use vouchers to bring local businesses on board. You'll be surprised how quickly small amounts add up when everyone chips in. And if you're looking for more inspiration, browse our fundraising ideas for New Zealand or the school-specific guide — there's always another angle to try.

Frequently asked questions

How much does the school actually receive from a fundraiser on Generous.nz?

Generous.nz charges a platform fee of 5% plus GST, which is invoiced separately and never taken from donations. Payment processing fees apply to each transaction through Stripe. The exact amount depends on the pricing plan you choose, but vouchers are particularly cost-effective — fundraisers keep at least 10% of voucher sales, and the first $1,000 of wholesale sales is fee-free. See what it really costs to fundraise – fees explained simply for the current breakdown.

Can I run a raffle to raise money for a school trip?

Raffles are a popular option, but they're regulated in New Zealand. You'll need to follow the rules around tickets, prizes, and reporting. Read how to legally run a raffle in New Zealand before you start selling tickets — and check the current guidance from the Department of Internal Affairs, as rules can change.

Do donations to a school trip qualify for a tax credit?

Donations to registered charities can qualify for a tax credit, but school trips are usually not considered charitable donations because the donor may receive a benefit (like a child attending the trip). Check the donation tax credits guide and talk to your school or an accountant for your specific situation. The IRD's current guidance is the authoritative source here.

How long does it take to set up a fundraising page?

You can register and have a page live within about 15 minutes. You'll need a few basic details about the trip, a goal amount, and a photo or two. The getting started guide walks you