How to Raise Money by Selling

Ice Cream

A guide to planning your next fundraiser

Step 1: Generate Timeline

Develop a timeline working backwards from your chosen date(s):

- Confirm event location

- Date of Event

- Develop marketing plan

- Schedule Set-up & Clean-up

- Assign Duties

- Schedule product & freezer delivery/pick-up

- Order food products

- Determine way of payment

- What to do with leftover ice cream

- Post-Event

Post-Event

Leftovers

Payment

Order Product

Schedule Delivery/Pick-up

Assign Duties

Set-up & Clean-up

Marketing

Set Date of Event

Confirm Location

Step 2: Find Location

Ensure location has proposed date available

Inquire about rental fees & policies- Confirm the cost is within your budget

Requirements- Electrical outlet for freezer

- Appropriately sized for # of attendees

- Determine if there are limited days and times to set-up / clean-up

Determine type of event- Ice cream social with bars and cups

- Ice cream social with tubs and toppings

- Root beer float party

- Pizza party with ice cream

Step 3: Pick a date

Choose a date with a minimum of 3-week lead time, 2-3 months preferable

Confirm the date with your organization’s calendar

- Make sure it does not conflict with events or holidays

Ensure location has that date available

Step 4: Develop Marketing PlanAdd to Event Calendars

- School, organizations, company websites, social networking

Promote in newsletters [at least 2x]

- School newspapers, office e-mails, mailings

Put up posters, flyers, add Point of Sale (POS) signs, create menu boards w/prices

Maximize Social Networking

- Invite people via Evite, Facebook, Twitter, LinkedIn

- Endorse your products and events through these platforms

Hold contests or create incentives to encourage ice cream purchasing

- E.g. Reward to 6th grade for buying/selling the most root beer floats

Announce at assemblies &/or homeroom period

Work with other student organizations/departments to promote the event

Promotions? Gimmicks?

Step 5: Set-up & Clean-up Details

Determine date to set up

- How many days in advance to event date

- Ensure all set-up materials will be purchased/available in time to decorate

Who will help set up

- Call on volunteers at least one week in advance

- Schedule shift times

- Substitute helpers as back-up

Determine additional needs for event

- Cups, scoops, spoons, bowls, straws, toppings, napkins

NOTE: These are not provided by Arctic Express

Step 6: Assign Duties

Assign duties and shift times

- Marketing Team

- Set-up Team

- Clean-up Team

- Who will collect money at event

- Working event

- Scooping ice cream

- Collecting money

- Chaperones

- Any other details required

Training

- When will the training occur

- Who will train

Step 7: Order DetailsHow much ice cream

- Cream-based during winter, Ice-based during summer

- Talk to Arctic Express for advice – ask about SB12 products, low-fat options, and equipment preference

When to order product

- At least 5 business days prior to delivery

Schedule delivery and pick-up of freezer and product

- Determine date and time

- Delivery and pick-up address

- # of freezers required

- Who will meet delivery truck

- Freezer lock required

Details of equipment location

- Power supply available? Extension cord required?

- Easily accessible and visible to attendees

Step 8: Accounting

Expenses and Revenues

- How much to charge for the ice cream

- Who will collect the money and provide change

- Safekeeping method during and after event

- Keep in cash box

- Turn over to principal/parent/student council

- Where does the money go after the event

Paying Arctic Express

- COD, Credit, or Invoiced

- If invoiced, need info:

- Name, Street, City, State, Zip

- Back-up contact for invoice discrepancies

Step 9: Leftover Ice Cream

What to do with ice cream that is remaining after the event?

- Give away to volunteers

- Donate to the needy

- Keep and sell at future fundraiser

Step 10: Post-Event

Send thank you cards to:

- Volunteers

- Sponsors

- Vendors

- Venue

- Other supporters

Share the Experience

- Post pictures online (Facebook, website, etc.)

- Write up a newsletter/email informing attendees of how successful the fundraiser was – include how much money was earned

Schedule your next fundraiser

- Contact Chelsea Hunt (925-457-3240) at Arctic Express to get started

Good Luck!

Please contact Arctic Express with any questions.

ChelseaH@ArcticExpress.net

925-457-3240