I have always struggled with fundraising. It's not because we don't get what we need. It's because I don't like constantly asking for money! But, because we are a very active group in an area with people close to poverty, I don't have a choice. I never want money to keep someone from being involved. So, fundraising is a necessary part of our trips. This year has probably worked out best so I will share my mistakes and successes and what I have finally figured out.
I decide on our trip way ahead of time. This year, I had all of the details ready at our fall kick- off, complete with where we were going, what the deposit and total cost would be, and what the mandatory fundraisers would be. I gave them 6 months before the deposit deadline, which was $60 (giving them a chance to find a way to earn $10 a month rather than getting the money from their parents who don't have extra to spend).
They are always responsible for the trip cost and they fund raise for the travel expenses. This year, we did our annual silent auction and chili cook- off. But, we also did several bake sales at local stores. This meant we were able to get money without asking the church for more. And, each participant had to bake something and work at one of the bake sales. Besides raising money, these fundraisers gave the group a chance to get to know each other, work together, and gave me a chance to see what their gifts were and who worked well together and who didn't. All around, it was a success.
In the past, we did random service projects where they could earn money. But, there were several problems with this plan. The whole group didn't participate and I spent a ridiculous amount of extra time creating service projects so they could get their hours in. Some got more hours than they needed and others never got enough hours for the trip. And, since they weren't all working together I could see them relating to each other. The money came from a fund that the church donates to. A mission trip depleted it very quickly without having any income to put into it whereas the bake sale directly earned money related to their work.
A spring break trip rarely provides meals. I like this aspect of the trip for several reasons. Cooking a meal together creates a bonding experience. Having the groups cook and do the clean-up is a good way to have the groups connect. Also, it's a way the congregation can support the mission trip. If you have enough room while traveling, bring food with you. I created my menu and then put all of the food items we needed on separate index cards. People could take the card and bring it back with the food item. They were excited for an easy way to help support the group. And, it doesn't cost a lot of money to pick up an extra box of spaghetti or a jar of peanut butter.
I usually have meals planned but have the group bring money for 1 or 2 meals during the trip and meals during the drive there and back. This year, that meant at least 6 meals out that were additional costs. I decided to provide sandwich stuff and fruit for on the road meals. We were supplied with snacks by people from the church. Each youth was assigned an item to bring for the on the road meals. (This works well with meals during the week, too). Adding a loaf of bread to a packing list is much more appealing than money for 6 meals! The parents and youth knew that eating sandwiches was an option. They sometimes still chose to get fast food, but it was a choice rather than an obligation. When on a trip with spending money, there will always be youth with money burning a hole in their pocket.
So, what I have learned is this. 1) My fundraising needs to be mandatory activities that actually earn money I can put directly towards our trip. I know, that sounds obvious, but it has taken me awhile to figure that out! Basically handing them money to go on the trip doesn't work because they don't seem to be as accountable or take the trip as seriously as they do when they are actually earning their way. 2) Making the trip less expensive doesn't make the trip less of a mission trip but can make it more of an opportunity. Giving the congregation a way to help, giving youth a way to work together by cooking, and being able to help them find ways to earn the money as a group are all ways that build them as a group and individually.
I decide on our trip way ahead of time. This year, I had all of the details ready at our fall kick- off, complete with where we were going, what the deposit and total cost would be, and what the mandatory fundraisers would be. I gave them 6 months before the deposit deadline, which was $60 (giving them a chance to find a way to earn $10 a month rather than getting the money from their parents who don't have extra to spend).
They are always responsible for the trip cost and they fund raise for the travel expenses. This year, we did our annual silent auction and chili cook- off. But, we also did several bake sales at local stores. This meant we were able to get money without asking the church for more. And, each participant had to bake something and work at one of the bake sales. Besides raising money, these fundraisers gave the group a chance to get to know each other, work together, and gave me a chance to see what their gifts were and who worked well together and who didn't. All around, it was a success.
In the past, we did random service projects where they could earn money. But, there were several problems with this plan. The whole group didn't participate and I spent a ridiculous amount of extra time creating service projects so they could get their hours in. Some got more hours than they needed and others never got enough hours for the trip. And, since they weren't all working together I could see them relating to each other. The money came from a fund that the church donates to. A mission trip depleted it very quickly without having any income to put into it whereas the bake sale directly earned money related to their work.
A spring break trip rarely provides meals. I like this aspect of the trip for several reasons. Cooking a meal together creates a bonding experience. Having the groups cook and do the clean-up is a good way to have the groups connect. Also, it's a way the congregation can support the mission trip. If you have enough room while traveling, bring food with you. I created my menu and then put all of the food items we needed on separate index cards. People could take the card and bring it back with the food item. They were excited for an easy way to help support the group. And, it doesn't cost a lot of money to pick up an extra box of spaghetti or a jar of peanut butter.
I usually have meals planned but have the group bring money for 1 or 2 meals during the trip and meals during the drive there and back. This year, that meant at least 6 meals out that were additional costs. I decided to provide sandwich stuff and fruit for on the road meals. We were supplied with snacks by people from the church. Each youth was assigned an item to bring for the on the road meals. (This works well with meals during the week, too). Adding a loaf of bread to a packing list is much more appealing than money for 6 meals! The parents and youth knew that eating sandwiches was an option. They sometimes still chose to get fast food, but it was a choice rather than an obligation. When on a trip with spending money, there will always be youth with money burning a hole in their pocket.
So, what I have learned is this. 1) My fundraising needs to be mandatory activities that actually earn money I can put directly towards our trip. I know, that sounds obvious, but it has taken me awhile to figure that out! Basically handing them money to go on the trip doesn't work because they don't seem to be as accountable or take the trip as seriously as they do when they are actually earning their way. 2) Making the trip less expensive doesn't make the trip less of a mission trip but can make it more of an opportunity. Giving the congregation a way to help, giving youth a way to work together by cooking, and being able to help them find ways to earn the money as a group are all ways that build them as a group and individually.
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